Service Acceptance Certificate in Vchasno: How to Prepare, Sign, and Save It

To document services provided through the Vchasno.EDO electronic document management (EDM) service, check the contract terms, prepare a certificate that accurately describes the services, their scope, and the service period, then send it to the authorized signatories. If the contract requires both parties to sign, obtain the provider’s and customer’s signatures, verify them, and save the electronic original together with the data needed to check it. Uploading a file, logging in to an account, or receiving a message that a document was sent does not, by itself, confirm that the services were performed and accepted.

This guide covers business relations between companies and individual entrepreneurs under Ukrainian law. For a standard certificate signed by both parties, it is practical for each authorized signatory to use a qualified electronic signature (QES). The law also allows a specific procedure for documenting a transaction without the customer’s details, but it applies only when specified conditions are met and subject to exceptions.

What to agree on before preparing the certificate

The contract sets out which services the provider must deliver and the customer must pay for. Under Articles 901 and 903 of the Civil Code of Ukraine, the amount, timing, and procedure for payment depend on the contract. Therefore, payment for services cannot always be tied solely to signing the certificate: the parties may have agreed on an advance payment, staged payments, or another payment arrangement.

A certificate records information about a transaction that has taken place. For companies, primary documents are the basis for accounting under Article 9 of Law No. 996-XIV. The certificate file itself does not replace the actual provision of services. Also keep documents that show how a specific task was completed, such as an approved order, the provider’s report, a list of materials reviewed, or correspondence about the deliverable.

Practical recommendation: Before exchanging certificates for the first time, agree in the contract or an addendum on:

• which services and service period will be covered by one certificate;
• which service the parties will use to exchange documents and how they will confirm receipt;
• who is authorized to sign the certificate for each party;
• how long the customer has to review it and how to submit comments;
• how the parties will correct errors and agree on disputed service volumes;
• which event starts the payment period.

A written agreement may be in electronic form. The rules for signing a legal transaction and concluding a contract through information and communication systems are set out in Articles 207 and 639 of the Civil Code of Ukraine.

When both parties’ signatures are required

If the parties have agreed to a certificate signed by both sides, the provider signs the document, and the customer confirms acceptance of the services with their signature after review. A signature from the provider alone does not confirm that the customer signed the certificate or agreed to the scope stated in it.

At the same time, Part 2 of Article 9 of Law No. 996-XIV provides a specific option for preparing a primary document without the positions, surnames, signatures, or other identifying details of the responsible persons on the customer’s side. All of the following conditions must be met:

• the document states the date or period when the services were provided or work was performed;
• the written contract provides for this documentation procedure;
• the transaction is recorded in the accounting records for the period in which it took place.

This option does not apply to transactions paid for with public funds; leases of state or municipal property; construction, design, and surveying contracts; or contracts for donations, charitable aid, or humanitarian aid.

Therefore, simply removing the customer’s signature from a standard certificate signed by both parties is not enough. First check the contract and whether all the conditions apply. This exception concerns preparation of a primary document and does not automatically prove that the disputed services were properly performed.

By its scope, Law No. 996-XIV primarily covers legal entities specified in Article 2. Do not apply all of its accounting obligations to every individual entrepreneur. However, an entrepreneur must comply with the requirements of their contract and, for tax figures, the documentation requirements under Clause 44.1 of the Tax Code of Ukraine.

What details to include in the certificate

For standard services, you can prepare your own template, provided it reflects the nature of the transaction and the contract. Check it against the mandatory details listed in Article 9 of Law No. 996-XIV.

For easier review and payment processing, we recommend adding the certificate number, a reference to the contract or order, the service period, price, total amount, and the parties’ identification details. Bank details, a document number, and a stamp are not on the general list of mandatory details in Article 9. Include them as appropriate for the transaction and the parties’ agreement.

If the provider is registered for value added tax (VAT), state the price and tax in line with the actual transaction and its tax treatment. Do not automatically add VAT to every service just because of the provider’s status. Nor should the certificate be used to determine tax consequences solely by the date the QES was applied: an accountant should separately review the circumstances of the transaction and the applicable tax rules.

Include the statement “the parties have no claims” only if it accurately reflects what they have agreed. If the customer accepts only part of the services or has comments, state that directly.

How to distinguish the service period, preparation date, and signature dates

These dates can differ. Example: the provider delivered services in September, prepared the certificate on October 1, and signed it on October 2, while the customer signed it on October 5. In that case, the certificate should accurately state the service period and preparation date, and the signature dates should be checked in the electronic data.

Under Article 6 of Law No. 851-IV, creation of an electronic document with multiple signatures is completed when the last signature or seal is applied, according to the technology used to create it. This does not change the actual period in which the services were provided. Under Part 5 of Article 9 of Law No. 996-XIV, the transaction is recorded in the reporting period in which it took place.

Example of a completed service certificate

Illustrative example for learning purposes: All names and people are fictional. Identification numbers are intentionally omitted. The example assumes the provider is not registered for VAT.

Before using this template, replace all illustrative details, enter full dates, and check that it matches the contract. If the list of services is in an appendix, make sure it is clearly linked to the certificate and approved together with it.

How to prepare and send a certificate in Vchasno.EDO

The provider’s official instructions confirm this process: create a template or upload a document in PDF or DOC format, sign it with a QES, and send it to the counterparty. The service supports Vchasno.KEP (“Вчасно.КЕП”) and QES from other qualified trust service providers. After all parties have signed, the certificate receives the status “Signed by all” (Ukrainian interface label: «Підписаний усіма»).

1. Set up access for the right business. Register to use the Vchasno.EDO account if you do not already have access. Before you start, make sure you are acting for the right company or individual entrepreneur. If you are preparing the document as an employee or representative, check your access rights and, separately, your signing authority.
2. Confirm the recipient. Check the legal name and the identifier from the Unified State Register of Enterprises and Organizations of Ukraine (EDRPOU) for a legal entity, or the taxpayer registration number (RNOKPP) for an individual entrepreneur. Compare them with the contract. Confirm the recipient’s contact details and who will sign the certificate.
3. Prepare the final file. As a practical measure, save the approved text as a PDF and review every page, table, and appendix before uploading. The official instructions confirm PDF and DOC as supported formats.
4. Upload the certificate and check its details. Make sure you selected the right file and counterparty, and the signatories required by the contract. Check that the recipient’s identifier matches; a similar name is not enough.
5. Sign and send. The provider’s authorized representative applies their own QES. Then send the certificate to the counterparty for signature using the agreed procedure.
6. Check that the exchange is complete. For a certificate signed by both parties, wait for the customer’s signature and the “Signed by all” status (Ukrainian interface label: «Підписаний усіма»). Then check the signatures themselves, who signed, and the integrity of the document.

The process and available signing methods are described in Vchasno’s official instructions for electronic certificates. Instructions for signing in the account using this provider’s keys are available in the Vchasno.KEP help guide.

Do not confuse the Vchasno.EDO account with quick signing

The steps above apply to Vchasno.EDO. For the separate quick-signing flow at sign.vchasno.ua, follow the instructions for that service. Do not assume that the account’s status names, routing process, or archiving rules also apply there.

Agree on the method of exchange with the recipient before sending. Do not assume that all participants must register for an account for every electronic signing method.

How to check the signature and signatory’s authority

Under Part 6 of Article 18 of Law No. 2155-VIII, a QES has the same legal force as a handwritten signature. Logging in with a password, uploading a file, or adding an image of a signature to the document does not mean that a QES has been applied.

An electronic seal confirms the origin and integrity of data. It should not be treated as the personal signature of an authorized representative on a certificate agreed by both parties.

Practical recommendation: Check the technical result and the signatory’s authority separately:

• confirm that the signature applies to the final certificate and that the integrity of the data has not been compromised;
• check who is identified by the digital signing certificate and whether that person matches the signatory for the relevant party;
• confirm that the certificate was valid when the signature was created;
• check that all signatures required by the contract and agreed exchange procedure are present;
• check the basis on which the representative is signing: the company’s founding document, a power of attorney, or another valid authorization.

A QES identifies the signatory, but it does not replace checking that person’s right to act on behalf of the company. If an accountant or other representative signs, check that their authority covers signing certificates specifically. The representative must use their own QES. Do not give them the director’s private key or its password.

An expired certificate or its later revocation does not automatically invalidate every document previously signed with it. Article 18 requires checking whether the certificate was valid when the signature was created. Therefore, save the verification results and, where available, electronic timestamps and related data that will allow the signature to be checked in the future.

What the certificate recipient should do

1. Compare the sender and document details with the contract.
2. Check the actual service period, list of services, quantity, price, total amount, and appendices.
3. Verify the provider’s signature and the authority of the person who applied it.
4. If you agree with the contents, sign the certificate with your own QES as the customer’s authorized representative.
5. When the process is complete, check that all required signatures are present and save the full electronic set.

Receiving a document and accepting services have different meanings. Under Article 11 of Law No. 851-IV, the general rule treats a document as received when the sender receives confirmation from the recipient, unless legislation or a prior agreement between the parties provides otherwise. Therefore, keep delivery and receipt data in line with the agreed procedure. A delivery notification is not, by itself, the customer’s signature on the certificate.

What to do about an error or refusal to sign

If you find an error before signing, correct the draft and review it again before sending. For a signed certificate, first consider whether the error affects identification of a party, or the description or scope of the transaction. Part 2 of Article 9 of Law No. 996-XIV provides that minor defects are not grounds for refusing to recognize a transaction if the document allows a participant in the transaction to be identified and gives the preparation date, company, description, and scope of the transaction. Therefore, not every typo requires a replacement certificate. If a correction is needed, do not edit the signed file: changing its contents will compromise the integrity of the data associated with the signature.

Practical correction process: Prepare a new document agreed by the parties, specify which certificate and details it corrects or replaces, and obtain the required signatures. Keep the previous certificate, the new document, and correspondence explaining the reason for the correction. If the parties change the amount or scope, an accountant should separately determine the accounting implications.

If the customer disagrees, record specific comments in writing: which services were not provided, which part of the scope is disputed, or what price is incorrect. Send them using the method and within the period set out in the contract, and keep proof. Then agree on a correction or document the undisputed part.

Do not assume that a certificate is automatically accepted after a few days of silence. The consequences of not receiving a response must be assessed under the contract and applicable law. A service status or the end of a period you selected does not establish a universal rule for accepting all services.

How to save the electronic original and signatures

Under Articles 5–8 of Law No. 851-IV, electronic form does not deprive a document of legal force. An electronic original must contain the mandatory details, including the relevant signature, and allow its integrity and authenticity to be demonstrated. A printout of a signed certificate is a visual representation and does not, on its own, preserve electronic signatures. At the same time, under Part 6 of Article 9 of Law No. 996-XIV, a company that prepares and stores primary documents electronically must, at its own expense, produce paper copies at the request of other parties to the transaction, as well as law enforcement and relevant authorities acting within their legal powers.

After signing is complete, save the following as a complete set:

• the electronic original of the certificate and its appendices;
• all signature files or containers, if stored separately;
• signature verification results, certificates, and timestamps, if available;
• data showing dispatch and receipt;
• documents showing representatives’ authority and any approved corrections.

In Vchasno.EDO, you can download a document with its signatures to your computer. The document page’s top menu offers downloads in PDF, ZIP, and P7S formats, as well as a separate download of the signing and approval receipt. These features are described in the official document page help guide.

1. Download the ZIP archive of the signed certificate and save its contents. According to Vchasno’s guide to downloading and checking signatures, the set includes the original document file, separate signature files and, if applied, seal files with the .p7s extension, as well as a receipt. Check that the set contains all required signatures and appendices. A standalone PDF without its associated signatures is not enough for this purpose.
2. Extract the archive and open the signature verification service of the Central Certification Authority of Ukraine. Upload the original certificate file together with the corresponding .p7s file and run the check. Repeat this for each signature or seal file.
3. Check the result for each signature: document integrity, the signatory’s identity, and certificate validity at the time the signature was created. Save the available verification results with the certificate. If the check does not confirm a signature or requires additional data, find out why before completing the archive.

If you download an entire folder from the Archive, note the folder download limits: users must have permission to download files, and up to 1,000 files across all folder levels can be downloaded at a time. Documents the user cannot view will not be included in the downloadable archive. Once the export is ready, the service emails a link to the archive containing document originals and signatures, with the folder structure preserved. Check that the downloaded set is complete before treating the backup as finished.

Article 13 of Law No. 851-IV requires electronic documents to be stored so that the information remains accessible, the document can be restored in the format in which it was created, sent, or received, and its integrity can be checked. Where available, information about the document’s origin, destination, and dispatch or receipt date and time must also be kept.

If electronic storage cannot be maintained throughout the required retention period, the law requires documents to be duplicated on multiple electronic media and periodically copied in accordance with the legally established procedure. Data integrity must be checked when copying from electronic media. If these requirements cannot be met and there is no paper original, the law provides for keeping a paper copy of the document.

Practical recommendation: Keep a backup electronic set on a separate device or in a separate storage location, and periodically check that the documents open and the signatures can be verified.

What to do if electronic documents are lost

Under the general procedure in Clause 44.5 of the Tax Code of Ukraine, if documents that must be kept under Clauses 44.1 and 44.3 are lost, damaged, or destroyed prematurely, the taxpayer must notify the tax authority where they are registered in writing within five days of the event, following the procedure for filing tax returns. The notice must include documents prepared in accordance with the law that confirm the event causing the loss, damage, or destruction. For relevant customs documents, the customs authority that carried out customs clearance, issued an authorization, or granted permission to use special simplifications must also be notified.

Under Clause 44.5 of the Tax Code of Ukraine, the taxpayer must restore the lost documents within 90 calendar days from the day after the relevant supervisory authority receives the notice. If documents are not restored, or are lost, damaged, or destroyed prematurely again after this procedure has been used, they are treated as missing for tax control purposes when the relevant return is prepared or other statutory requirements are met.

How to determine the retention period

Do not assign every certificate the same retention period starting from the date of the last signature. Under Clause 44.3 of the Tax Code of Ukraine, the minimum period depends on the document category and taxpayer:

• 1,825 days — for primary and other specified tax documents of the persons listed in Subclause 44.3.2, including legal entities using the simplified tax system;
• 1,095 days — for other documents not covered by Subclauses 44.3.1 and 44.3.2. This tax minimum applies, for example, to standard certificates of individual entrepreneurs unless the law requires a longer retention period;
• 2,555 days — for documents in the special tax control categories specified in Subclause 44.3.1.

For documents used in tax returns, the period is calculated from the date the return is filed or, if it is not filed, from its statutory filing deadline. Also account for longer periods established by law and any extension for periods when the statute of limitations is suspended under Clause 102.3. Keep documents connected with the subject of an audit, an administrative appeal, or court proceedings until the audit and the statutory period for appealing its results and/or the court case are complete, but for no less than the periods under Clause 44.3.

A separate rule applies if the tax authority gives notice under Clause 86.14 of circumstances that may indicate transactions for providing an improper benefit to a foreign public official: documents that confirm those circumstances or support recording the relevant transactions must be kept for the period under Clause 44.3 plus 1,095 days. If a taxpayer is liquidated, documents under Clause 44.1 covering at least the 1,825 days before liquidation must be transferred to an archive in accordance with the legally established procedure; for documents subject to special tax control under Articles 39 and 39-2 and Clause 141.4, that period is 2,555 days.

Do not rely only on the certificate being available in the account. Set up your own storage for the complete set so access to the document and the ability to verify its signatures do not depend solely on your current access to the service. Before destroying old certificates, ask an accountant to check applicable transitional rules and periods when statutory deadlines were suspended: the minimum periods and tax return filing date alone may not be enough to determine when a document can be destroyed.

Checklist before sending

• The services were actually provided, and their description matches the contract and supporting materials.
• The parties, their identifiers, and their roles are stated correctly.
• The mandatory details, actual preparation date, and precise service period are included.
• The quantity, price, total, and VAT treatment have been checked.
• All appendices are included and clearly linked to the certificate.
• The recipient and signing procedure match the agreement.
• Every signatory is authorized and uses their own QES.

Checklist after signing

• For a certificate signed by both parties, all agreed signatures have been obtained and the “Signed by all” status (Ukrainian interface label: «Підписаний усіма») has been checked.
• Verification confirms the document’s integrity and the required signatures.
• The signatories’ identities and authority match the parties to the certificate.
• The transaction has been submitted for accounting with the correct transaction period specified.
• The original, appendices, all signatures, and available verification data have been saved.
• A backup copy and retention period are in place.

Official laws and Vchasno instructions

• Law of Ukraine “On Electronic Documents and Electronic Document Management” No. 851-IV — Articles 5–8 on electronic documents, signatures, originals, and legal force; Articles 10–13 on transmission, receipt, integrity checks, and storage.
• Law of Ukraine “On Electronic Identification and Electronic Trust Services” No. 2155-VIII — Article 18 on verification and the legal force of QES and electronic seals.
• Law of Ukraine “On Accounting and Financial Reporting in Ukraine” No. 996-XIV — Article 2 on scope; Article 9 on primary document details, specific documentation conditions, and the accounting period.
• Civil Code of Ukraine No. 435-IV — Articles 207 and 639 on written and electronic form; Articles 901 and 903 on providing and paying for services.
• Tax Code of Ukraine No. 2755-VI — Clauses 44.1, 44.3, and 44.4 on supporting tax figures with documents and document retention.
• Vchasno’s official instructions for certificates of work performed and services provided — preparing a template or uploading a PDF or DOC, signing with a QES, sending it to a counterparty, and the status shown after all parties sign.
• Help guide: “How to sign documents with Vchasno.KEP?” — instructions for using the provider’s keys in the Vchasno.EDO account.