QES for different tasks: which signature you need for EDO, HR, TTN, EDI, PRRO and reporting

A qualified e-signature has become an essential part of business operations: it is used to sign contracts, reports, e-TTNs, HR documents, and receipts in a software-based cash register. It’s important to remember that technically the same QES can perform all these actions — but the documents must be signed by the person who is responsible for that specific process and has the appropriate authority.

The same QES can technically sign any electronic documents: contracts, acts, invoices, reports. But not everyone has the right to do so. For example, a contract may be signed only by a director or another authorized representative; an e-TTN — by the person listed in the transportation workflow; reports — by the CEO or an accountant (if delegation is in place); receipts in a software-based cash register — by the cashier or another responsible employee registered to that cash register. In other words, it’s not about the “type” of QES, but about the authority of the person using it.

In this article, we will look at which QES types exist, what they are needed for and how they are used in different business processes: when signing contracts, working with waybills, exchanging documents with suppliers, running HR processes, submitting reports and working with PRRO, and we will find out how a business can quickly obtain the right signature in Vchasno.QES without confusion and unnecessary actions.

All so that every process from contract to delivery of goods runs smoothly, legally correctly and predictably.

QES: what types of signatures exist and how they differ

A digital signature in a company’s work is the same action as putting a handwritten signature or a company seal on paper. It confirms who exactly takes responsibility for the document. The problem is that there are several types of signatures, and each fits its own process – this is where things usually get mixed up.

A natural person’s QES is a person’s personal signature. Individual entrepreneurs use it for all their operations, as well as private individuals who sign documents on their own behalf. This key is used for reporting, applications, agreements, and signing documents in electronic document management services. It is not transferred to other people, because it is legally tied to the signer.

A legal entity’s QES: for a director, an accountant or an employee – these are signatures that reflect the person’s role in the company. The director approves contracts, the accountant signs reports, individual managers sign documents within their authority. In Vchasno.QES these keys are created online – the system automatically pulls data from the EDR, so there is no need to collect paper documents.

The PRRO key is a signature that works exclusively for the cash register: it generates the fiscal receipt and transmits data to the State Tax Service. Software solutions, including Vchasno.Kasa, use this type of key for stable and correct fiscalization of each transaction. It works only for PRRO and cannot be replaced with a director’s or accountant’s QES. Separate keys can also be created for cashiers.

A company’s electronic seal is the digital equivalent of a traditional company seal. It does not contain the name of a specific person, but confirms the document on behalf of the legal entity.

File-based, cloud and token-based QES differ only in where they are stored. A file-based key is stored on a computer, a token key – on a physical device, and a cloud key – in a protected online storage and is available at any time. For a business’s daily work, the most convenient is the cloud signature, because it is not tied to a single device.

A QES “on ZIP” is a key generated on a secure medium (token), not in the cloud. It goes through the same identification as a cloud QES, but is stored physically – on a cryptographic device. In 2025 its use is limited because it is less convenient: such a key costs more, requires a separate hardware device and can be lost or blocked. Technically it is suitable for most legally significant actions, but businesses are choosing this format less and less because it is difficult to use and maintain.

Which QES is needed for EDO (Vchasno.EDO)

In electronic document management, the rule is simple: a document must be signed by the person who has the authority to do so. The “type” of e-signature does not determine its legal force — the signer’s role and level of responsibility do.

1️⃣ For contracts, agreements and final acts

A director’s QES, or the QES of another authorized representative, is required. These documents create legal obligations for the company, which is why they must be signed by someone who officially represents it.

2️⃣ For primary documents

Invoices, delivery notes, acts, reconciliation statements and similar documents are usually signed by an accountant or a responsible manager. This is not a special “accountant’s signature” — it is the employee’s personal QES, used because they have delegated authority. In many companies, these employees sign most daily documents, reducing the director’s workload.

3️⃣ For mass or standard documents

When a personal signature is not required, the company’s electronic seal is the most convenient option — for example, for issuing large batches of invoices or confirming standard documentation.

With Vchasno.QES, you can obtain any electronic signature online. It works across all government services, banks, accounting systems, and of course within Vchasno.EDO. You can generate and activate it entirely online — without paper documents, office visits, or lengthy verification — thanks to identification via Diia, BankID or an existing QES. The key becomes available in your account immediately after creation, and you can sign documents with a single click.

Which QES is needed for eTTN (Vchasno.TTN)

When exchanging electronic waybills (eTTN), everything works very simply: each party confirms its action – the goods were dispatched, received, delivered. And here it is important that the signature is exactly the one required by the Law of Ukraine “On Electronic Trust Services” and the Cabinet of Ministers’ resolution on the implementation of eTTN.

The consignor signs the waybill with the company’s QES or the electronic seal. This can be the director or an authorized employee, and this signature confirms that the goods have been officially handed over. If the document is drawn up by an employee, they put their personal QES – so that it is clear who is responsible for the data in the waybill.

Next, it is the driver’s turn. The driver signs the eTTN with their natural person’s QES, because it is the driver who actually accepts the cargo. The key must be on their phone or other device they use every day. As of 2025, it is essentially impossible to process an eTTN without a valid driver’s QES – the system will simply not accept the document.

After delivery, the document is signed by the consignee – also with their QES. This step completes the logistics chain and confirms that the cargo has been received.

And when each participant has their own key, the process works quickly and without confusion. In Vchasno.QES a driver, logistics specialist or warehouse employee can obtain their QES online, without papers, and in Vchasno.TTN signing takes a few seconds

Which QES is needed for EDI (Vchasno.EDI)

In a standard EDI exchange (Electronic Data Interchange), many operations — including orders, shipping notifications and invoices — are transmitted without a signature because they are technical data. However, when it comes to legally significant COMDOC documents — such as discrepancy reports (COMDOC 1), service completion acts (COMDOC 3) or return approvals (COMDOC 11) — they must be signed with a qualified electronic signature (QES). Without a valid QES, the retail chain simply will not accept such documents.

This means that if the delivered goods arrive in the wrong quantity or with incorrect labeling, the discrepancy act must be signed by a specific authorized person on the supplier’s side — so the chain clearly understands who confirmed the information. Or, for example, when an additional agreement to the delivery appears: the price, terms or assortment change — and the chain expects the signature of an authorized representative, not just a general letter.

Another common scenario is when EDI is integrated with eTTN. In such processes, some logistics actions are confirmed not by the system, but by a specific person: a warehouse employee or a logistics specialist. For example, when they accept goods in the system or confirm the completion of a route stage. These actions definitely require their QES.

That is why companies often issue separate QES to warehouse staff, logistics specialists or managers who are responsible for acceptance. This simplifies operations: there is no need to wait for the director, work at the loading dock does not stop, and documents do not get “stuck” in retail chains due to the absence of a signature.

In Vchasno.QES such keys are issued quickly, and in Vchasno.EDI a signature appears only where it is really needed under the rules of document exchange.

Which QES is needed for PRRO (Vchasno.Kasa)

PRRO has one key requirement: it works only with a separate QES for PRRO – a special key that is linked to a specific cash register or device. This is stipulated by the provisions of the Tax Code of Ukraine and the Law of Ukraine “On the Use of Cash Registers (RRO and PRRO)”. This specific key is the one that fiscalizes receipts, and it cannot be replaced with a director’s or accountant’s signature — the system simply will not allow the operation to proceed.

To ensure the store or point of sale keeps running smoothly, companies often issue personal QES keys for their cashiers as well. It’s convenient: there is a dedicated PRRO key plus each employee logs into their shift with their own signature. The system records who worked and when, while the PRRO key fiscalizes receipts regardless of who is currently behind the register.

How does this work in practice?
For example, in a shop two cashiers alternate every few hours. Each has their own cashier’s key, and the cash register itself has a PRRO key. The cashier connects their signature, the system records their shift, and the receipt is fiscalized with the correct key. Nothing gets mixed up, the cash registers do not “crash”, and the tax authority is satisfied.

In Vchasno.QES a PRRO key is created just as quickly as a regular QES: online, without paper documents and with instant activation. The business owner or accountant can issue a key for the cash register and immediately connect it to Vchasno.Kasa so that employees can work without delays.

Which QES is needed for submitting reports: rules for individuals and legal entities

With reporting everything is quite simple: state services accept only those documents that are signed with a valid qualified electronic signature. And here it is very important not to mix up whose signature is required.

For an individual entrepreneur, everything is based on one natural person’s QES. This is the signature with which an entrepreneur submits declarations to the State Tax Service, submits reports to the Pension Fund or works with the electronic cabinet. No additional signatures are needed here.

In legal entities, the roles of signers are already distributed.

• The director signs final reports, annual reports and important tax documents.
• The accountant works with daily reports, registers, clarifications, interim reporting – everything that requires operational work.
• The electronic seal is often used for mass operations or documents where a personal signature is not required.

Reporting to the State Tax Service, the State Statistics Service, the Pension Fund, as well as working in electronic cabinets – everywhere a QES is required. This is not a recommendation, but a requirement of the law: services will not accept a document without a qualified signature or if the key does not correspond to the signer’s role.

The most common mistake we see in companies is when reports are submitted using an expired or inactive QES. To avoid this, it is important to monitor its validity period. In Vchasno.QES renewal is done online without re-collecting documents. A few minutes – and the new key is immediately available in the web account, ready for submitting reports. It is also important to remember that a document is accepted only when the signer’s QES matches the role indicated in the document (director or accountant).

QES in working with reporting: where Vchasno.Zvit helps

Submitting reports is another area where you cannot do without a QES and where mistakes can cost the business fines or overdue tax liabilities. Accountants submit declarations, social contribution (ESV) forms, financial reporting, employee hiring notifications and specialized documents for certain types of activities every month, quarter and year. All this requires the correct type of QES and precise recording of the date and time of submission.

Vchasno.Zvit makes these processes possible without extra switching between services: signing, sending and receiving receipts are all in one account. The service automatically updates forms according to the State Tax Service’s requirements, pulls reference data, shows the status of all reports and reminds of deadlines. This is convenient both for accountants and for individual entrepreneurs who handle their reporting themselves: there is no need to search for the right templates, be afraid of outdated versions or worry about whether the form reached the tax office.

Overall, when reporting, signing and feedback receipts are gathered in one environment, this removes a significant part of the routine and risks that usually accompany working with state authorities. This is a case where one service really saves time and nerves.

How to quickly obtain the right QES in Vchasno.QES

Obtaining a QES often seems like a complicated procedure, but in fact everything works just like ordering a service online. No queues, no trips and no paper documents.

1. First, you log in to Vchasno.QES and confirm your identity.
2. After that, you go on to choose the required signature. The system immediately shows several options: a QES for a director, an employee’s signature, a key for an accountant or a special PRRO QES for a cash register. The wording is simple, so it is easy to understand which option fits your tasks.
3. Then all that remains is to check your data. There is no need to collect anything additionally – Vchasno.QES automatically pulls information from state registers and forms the correct data set for your QES.
4. The key is activated immediately. It appears in your online account and you can start using it literally within a minute – to sign contracts in Vchasno.EDO, work with eTTN, fiscalize receipts in Vchasno.Kasa or submit reports.

For businesses there is an additional convenience: a company can create QES for employees without their physical presence and without paper applications. The director or HR simply enters the employee’s data, and the system itself checks it in the EDR and generates the required signature. The person gets access the same day, even if it is outside business hours or on a weekend, and can fully work.

Summary

QES has long ceased to be something “technical”. It has become a standard tool that accompanies almost every business process: signing contracts, working with electronic waybills, generating receipts in PRRO, HR actions, EDI and submitting reports. And here it is important to understand a simple thing: a universal key does not exist. Each process requires its own type of signature and its own person who really has the right to use it.

When these roles are distributed correctly, documents move quickly, the supply chain does not stop, and reports are submitted without rejection. Vchasno.QES makes it possible to obtain the required signature online – without trips and papers, in a few steps. This allows you to set up electronic processes so that they work calmly, transparently and without unnecessary risks.