Software ECR for business: everything you need to know for individual entrepreneurs and legal entities

In 2025, the use of software-based Electronic Cash Registers continues to expand among entrepreneurs. The high demand is due to its new features and the growing list of integrations.

To help you choose the most convenient tool for your business, we offer a detailed overview of the software ECR for Sole Proprietorships and legal entities.

What is a software ECR?

A software-based Electronic Cash Register (ECR) is modern software that fully replaces a traditional cash register in terms of functionality. It can be set up on a smartphone, tablet, or computer, eliminating the need for expensive stationary equipment. 

Thanks to this format, an entrepreneur can easily and quickly integrate any settlement operations into their business.

Main advantages of software ECR

1. Does not require separate equipment: Sole Proprietorships and legal entities no longer need to purchase costly and bulky cash registers.

2. Financial savings: minimal costs for software updates, plus software ECR is several times cheaper than a classic ECR. No maintenance required.

3. No recurring payments: you pay for the function once.

4. Convenience: can be set up and used on any device and even work remotely.

5. Automation: fully automates the fiscalization of settlement operations and transfers data to the tax service.

6. Simple registration: this can be done from the accounting software. Torgsoft offers automatic company setup with the addition of cashier keys.

7. Electronic receipts: an electronic receipt is generated during the registration of a fiscal operation in the software.

8. Legal compliance: software ECR has the same legal force as its classic counterpart.

How does a software ECR work?

1. Installation, configuration, and registration: install the software ECR on any electronic device. It can be a smartphone, tablet, computer, or laptop. Register the software with the tax authority.

2. Opening a shift: the cashier or seller opens a work shift, selects the required cash desk, and applies their QES – a qualified electronic signature.

3. Receipt creation: the software ECR generates an electronic receipt during the sale of goods or services.

4. Fiscalization of settlement operations: the software ECR works automatically – the program sends the electronic receipt to the tax server for fiscalization.

5. Sending the receipt to the customer: the fiscal receipt can be printed or sent electronically via any messenger, including email, to the store’s client.

6. Closing a shift: at the end of the workday, the seller or cashier closes the shift, generates a Z-report, and the software ECR automatically sends this document to the tax server.

Who can use a software ECR?

Key features of using a software ECR

• mobility: the program can be set up on a tablet or smartphone that is not physically tied to a specific point of sale;

• automation: all settlement operations, from creating a receipt to generating a Z-report, are performed automatically;

• integration: the software ECR can be integrated with Torgsoft accounting software and all records can be kept in one system. This ensures detailed analysis of settlement operations and helps eliminate discrepancies in amounts.

Bank terminal and software ECR

A bank terminal can be connected to the Torgsoft software. A store customer can pay by card, and the settlement operation will occur automatically: the POS terminal will debit the required amount, send confirmation to Torgsoft, which will then transfer the data to the tax server via the software ECR.

What to choose: ECR or software ECR?

Penalties for not using a software ECR

Starting from August 1, 2025, penalties for non-use of a software ECR or its classic equivalent are reinstated in full, as before the war:

• 100% of the value of goods or services sold for the first violation;

• 150% of the value of goods or services sold for repeated violations.

Additionally, the tax authority may impose fines for failure to generate a Z-report, improper accounting, incorrect fiscal receipt format, etc., in the amount of 510 UAH.

Capabilities of Torgsoft software ECR

1. Quick setup: after registering the software ECR with the tax authority, company setup in Torgsoft takes place automatically. You only need to specify the private key file and password.

2. Tax rate selection: in the settings, you can set a tax, such as VAT or excise, which the system will apply to cash or cashless payments.

3. Controlled creation of different types of fiscal receipts: the cashier (seller) can decide whether to send receipts to the tax server. Torgsoft also allows you to generate different types of fiscal receipts: for the actual payment amount or the full amount with debt. The “Ask user” option gives the cashier time to choose the receipt type based on the payment made.

4. Selecting software ECR when paying: the cashier (seller) can choose the software register from which the fiscal receipt will be printed. This is useful for sales points with multiple cash desks.

5. Deleting a fiscal receipt in the accounting software: to delete a receipt, you must select the closed periods statistics removal function. This can only be done for fiscal receipts with no returns in open periods.

6. Sales analytics: the cashier (seller) can print a receipt copy and verify its number, date and time, deposited or withdrawn amounts, etc.

7. Sales via gift certificates: you can choose the form and method of payment when selling certificates either in monetary equivalent or as a product.

8. Z-reports: the report will display all payment methods. This helps better analyze sales and settlements.

9. Material write-off in partial production: write-off occurs only once after the corresponding operation is completed. This helps avoid duplicate production costs.

10. Offline sales: if there is no internet connection with the tax server, Torgsoft’s software ECR switches to offline mode. Pre-generated fiscal numbers will be used for receipts. Once the connection is restored, the program automatically sends the necessary data to the tax authority.

11. Returns: when selling goods from different receipts (both fiscal and non-fiscal), the program generates separate return documents.

With Torgsoft software ECR, fiscalization and accounting comply with current legislation and tax requirements. Entrepreneurs no longer need to create reports manually or control shift closing, simplifying trade processes and reducing risks of fines.

FAQ

How to obtain an electronic signature for working with software ECR?

You can obtain a QES or a digital seal at a certification center or from an electronic trust service provider such as “Diia” or “Privat24”.

Can a portable receipt printer be connected to the software ECR?

Yes. The connection process is the same as with a regular printer.

Is it necessary to print a Z-report?

Reports can be stored electronically. During a tax audit, the entrepreneur must provide these documents for analysis.