How to obtain a QES online: Step-by-step Instructions

Today, a qualified electronic signature (QES) has become an indispensable tool for both ordinary citizens and businesses in Ukraine. It is used for reporting, signing contracts, receiving government services and maintaining electronic document flow.

Given modern needs, QES providers offer a convenient opportunity to issue an electronic signature remotely, without the need to personally visit the provider’s office. How to get a QES online — we will tell you in the article.

Where to obtain an electronic signature online

There are over 20 accredited qualified electronic trust service providers (QETSP) operating in Ukraine. A complete list of these providers is available on the website of the Ministry of Digital Transformation. Some providers offer the option of obtaining an electronic signature entirely online.

For example, individuals can generate a QES free of charge through the Privat24 system. This is a convenient option, but it is only available to those who already have an account with Privatbank.

The Vchasno.QES service offers convenient and fast online registration of qualified electronic signatures for all categories of users: individuals, sole proprietors, and legal entities.

Vchasno.QES provides electronic signatures free of charge to individuals, including sole proprietors. If a sole proprietor needs additional QES for employees, they can order electronic signatures on a paid basis.

Let’s take a closer look at how to obtain Vchasno.QES for sole proprietors and individuals online.

How to obtain Vchasno.QES for individuals and sole proprietors remotely

The process of obtaining an electronic signature by Vchasno.QES is fully automated and takes an average of 15-20 minutes. All you need is a smartphone and internet access.

🪪 Step 1: Identity verification via Diia

The first step is to verify your identity using the Diia app. This is a modern and secure way to verify your identity that does not require any paper documents.

🔍 Step 2: Data verification

After successful identification, the system will automatically fill in your personal data. All you need to do is carefully check that it is correct and confirm it.

💸 Step 3: Payment for the service

If the user wants to purchase a QES with extended capabilities, the next step is payment. You can easily and quickly pay for the QES issuance service using any bank card, ApplePay, or GooglePay. Individuals and sole proprietors receive an electronic signature with basic capabilities free of charge.

🔐 Step 4: Generating a signature key

The system prompts the user to create a secure password for the electronic signature key. This password is a key element in protecting your signature, so it is important to remember it and not share it with anyone else. Once the password has been created, the electronic signature is ready to use.

How to obtain a QES for legal entities online

Legal entities that already have a valid QES by any accredited provider can also order Vchasno.QES for officials online. To obtain a QES for a legal entity remotely, you need to:

1. Register and log in to your personal account on Vchasno.QES website.
2. Create and fill out an application for a QES in your personal account.
3. Collect the necessary documents to obtain a QES:
   • identity document;
   • certified copies of documents confirming the signatory’s affiliation with the legal entity and their powers (ID, certificate, appointment order, certificate, etc.);
   • taxpayer card.
4. Complete identification via «Diia.Signature» or an electronic signature from another provider (e.g., Privatbank or Monobank).
5. Create an account in your personal account on Vchasno.QES and pay according to the selected
   tariff.
6. Generate an electronic signature key.

New customers can use Vchasno.QES for 7 days free of charge before paying the tariff. This allows companies to quickly meet their business needs without being distracted by creating and paying bills.

Vchasno.QES simultaneously generates cloud and file keys for new legal entity users. To avoid losing the file, it can be downloaded to a device.

The Vchasno.QES cloud electronic signature is convenient to use in a mobile application. Users do not need to enter a password each time to sign a document — they can simply use biometric data (Face ID or fingerprint).

Advantages of Vchasno.QES for business

A qualified electronic signature is a key tool for business digitalization. Companies use it widely, depending on the level of implementation of electronic document management.

Most often, Vchasno.QES is used in the following areas:

• HR management — employees and managers sign applications for employment, transfer, and dismissal, as well as submit vacation and sick leave requests in electronic form.
• internal document management — managers instantly sign orders and instructions, and employees confirm that they have read them.
• external document management — companies sign contracts, additional agreements, acts, invoices, and other important documents with clients and partners.

Beside that, Vchasno QES is convenient for reporting and interacting with government agencies. Entrepreneurs use it to send electronic documents to the State Tax Service, Pension Fund, statistics agencies, and other regulatory institutions.

Vchasno.QES is part of the Vchasno business services ecosystem. This makes it the optimal solution for companies that already use or plan to switch to electronic document management.

With Vchasno.QES, you can:

• sign legally binding documents and instantly exchange them with counterparties in the Vchasno.EDO service;
• prepare primary documents during the delivery of goods in the Vchasno.EDI service;
• fiscalize trade operations through the Vchasno.Kasa software cash register;
• certify transport and logistics operations in the Vchasno.TTN service;
• prepare tax reports for sole proprietors in the Vchasno.Zvit service;
• sign electronic HR documents in the Vchasno.Kadry service.

The experience of Vchasno’s customers shows that the use of Vchasno.QES is effective in various business sectors. In particular, electronic signatures help to establish remote work for employees. For example, Nokia in Ukraine began using Vchasno.QES in 2019.

By choosing Vchasno.QES, you get a universal tool that allows you to comprehensively digitize business processes in your company. Get electronic signatures for employees online to save working time and resources.