How to get a QES for a legal entity online: instant issuance and activation

A few years ago, obtaining an electronic signature for a legal entity meant paper orders, trips to registration points and waiting for activation. If a company had to issue QES certificates to dozens of employees, the process could take days. Today it looks completely different.

In Vchasno.QES a legal entity can issue a corporate signature entirely online: no paperwork, no physical media, no visits to the provider’s office and no involvement of an administrator. Activation happens automatically — right after the data is confirmed.

In this article, we explain how the process of getting a QES for a legal entity now works, how a company can issue keys to employees, and why the new procedure saves time for everyone responsible for document flow, accounting or HR processes.

What changed in corporate QES issuance in 2025

Getting a QES for a legal entity is no longer tied to paper-based procedures. Vchasno.QES has automated the key steps so that a signature can be issued anytime, from any device, without additional documents.

📄 No additional paperwork

When registering a QES for a legal entity, the service does not ask for orders, powers of attorney or scanned copies of documents. To start, it is enough to enter the company’s EDRPOU code. The system automatically pulls in the company name, director and details from the register for the company already registered in the service.

👤 Online identification of the director

The director confirms their identity in one of the following ways:

• Diia.Signature;
• QES for an individual (file-based or cloud);
• SmartID, monobank or another QES provider.

This allows the entire process to be completed remotely, with no interaction with an operator and no waiting.

💡Automatic activation

After the application is signed by the director, the system checks it and activates the key automatically. On average, this takes 2–3 minutes. The QES is immediately ready to use not only in Vchasno services but also in any systems that require a qualified electronic signature: government portals, accounting software, tax reporting or counterparties’ services.

🔗 One unified flow for the company and employees

Once the corporate QES has been activated, the administrator can create keys for employees using the same process: no documents, no physical media, no manual verification.

This significantly speeds up onboarding even in large companies and allows HR, accountants and lawyers to issue and update signatures without unnecessary delays.

How to get a QES for a legal entity in Vchasno.QES

The new process consists of several steps. It is simple and does not require any technical skills.

After activation, the QES can be used immediately to sign documents.

How to issue a QES for company employees

Once the legal entity’s QES is ready, the next step is to issue keys to those who work with documents most often: accountants, lawyers, HR and managers. The task is simple: fast, centralised and paperless.

How it works:

• The company administrator creates tasks to issue signatures to employees in the web dashboard. They can either import a list of users or add them one by one.
• The system sends invitations to employees via email/Viber. The message contains a link to confirm their data and sign the application.
• Employee data is pulled in automatically; if needed, the admin can adjust their role, position, QES validity period and additional attributes.
• The employee confirms their phone number and sets a PIN code. After that, the key is activated automatically without waiting for manual checks.
• The administrator sees statuses in real time: “created”, “awaiting confirmation”, “activated”. If someone gets stuck at a certain step, the system sends a reminder to complete the process.

🛠️ Practical examples

The accounting team receives QES certificates in 20 minutes

A company has several accountants who work with contracts, acts, primary documents and reporting. Previously, the director had to sign internal orders for each employee, and the whole process took several days.

Now the administrator creates requests for signatures, employees confirm the application in two clicks, and all accounting QES certificates are activated automatically. In just 20 minutes, the team can start working in Vchasno.EDO: signing contracts, sending documents to counterparties and generating reports in Vchasno.Zvit, as well as signing documents in any other systems that require a QES.

An HR specialist issues a QES to a new employee

A new employee starts working remotely. They need a QES for HR documents and access to Vchasno.Kadry. The HR specialist creates an application, and the signature is activated automatically after the data is confirmed. No meetings, USB sticks or physical presence. From day one, the employee can submit requests, sign orders and view their HR actions in the electronic archive.

The legal department issues QES certificates for multi-party contracts

Lawyers need to sign contracts with several parties and have certain sections approved by management. QES certificates for lawyers are also issued without paperwork and without a physical medium.

Once activated, they work in Vchasno.EDO: lawyers create approval routes, set the sequence of signatures and track the status of each contract sent.

How to manage corporate signatures in Vchasno.QES

When a company uses dozens of keys, centralised management becomes essential. The web dashboard provides tools that make the administrator’s job easier and reduce operational risks.

What is available:

• A single panel for employee QES certificates. You can see who has a key, who has activated it and whose validity is about to expire.
• One-click blocking and revocation. This is convenient during staffing changes or role rotations.
• Certificate renewal. There is no need to repeat the full process — you simply initiate renewal and the system guides the user through it.
• Reminders and notifications. Automatic alerts for employees and the administrator about critical dates.
• Activity log. Who created the key, who signed, when it was activated — a full audit trail is available at any time.

From a security perspective, this means controlled access and a quick response to changes. From a business perspective, it means fewer downtimes and clear responsibility.

Security and legal validity

A cloud QES has the same legal force as a key stored on a physical medium. This is directly defined in Article 18 of the Law of Ukraine “On Electronic Trust Services”.

In Vchasno.QES corporate keys are stored in a secure, certified cloud environment, and access is protected with two-factor authentication.

The system stores all receipts and certificates that can be used to confirm the validity of a signature in any official process.

Integration with the Vchasno ecosystem

Issuing a QES for a legal entity is only the first step. The real value appears when the signature is immediately embedded in the company’s processes. That is why the corporate electronic signature is integrated with other products in the ecosystem:

• Vchasno.EDO. Signing contracts, acts, invoices, reconciliation statements and e-waybills. For teams — approval routes, multi-party signatures, an activity log and an archive.
• Vchasno.Kadry. Hiring, vacations, transfers, dismissals, certificates — all HR documentation is signed online, and predefined scenarios automate approvals.
• Vchasno.Zvit. Filing reports and working with tax documents. The signature prepares files for submission without third-party software.
• Vchasno.TTN. All waybills in digital form: creation, approval, signing and exchange between participants in transportation. The system monitors the status of each e-waybill, reduces the risk of errors and speeds up processing of shipments.

The advantage for business lies in the absence of delays. A company QES issued today can be used within minutes in documents with counterparties, internal orders and reporting.

Additional benefits for business

When a company moves to corporate electronic signatures, it is important not only to issue keys quickly, but also to be sure that the system can handle the load, works securely and integrates with all business processes. In Vchasno.QES these capabilities are built into the service logic itself, so the corporate signature becomes not a standalone tool, but part of the company’s resilient digital infrastructure. Below are the key benefits and how they work in practice.

Tips to save time during issuance

• Have the director’s valid QES ready — identification will take just a few minutes.
• Before mass issuing keys, update employees’ contact details: emails and phone numbers. This will speed up confirmations.
• Schedule reminders 60 days before key expiry: the system will send notifications, and the administrator will see priorities in the dashboard.
• If an employee changes position, update their QES attributes right away — this is important for correct signatures in documents.

Summary

Issuing a corporate electronic signature no longer requires documents, physical media or visits to registration points. Vchasno.QES has moved the process entirely online: the director confirms their identity, and the legal entity’s key is activated automatically. After that, the company can quickly issue QES certificates to employees and centrally manage their validity, access and renewals.

For business, this means saving time, reducing risks and being fully ready to work with electronic documents — in Vchasno.EDO, Vchasno.Kadry, Vchasno.Kasa and other services.