Service · Primary documents

Document flow and electronic document management

We issue invoices, prepare acts and delivery notes, configure EDM: so documents are never lost and always within reach.

6blocks of work included

5steps from first call to result

6results you get on your side

from UAH 1,800/moWithin sole proprietor service

An organized document flow saves hours and removes a pile of risks, from lost acts to VAT credit problems. We connect EDM, describe the processes, and train the team.

Electronic document flow is no longer a convenience but a condition for workable accounting: VAT invoices exist only in electronic form, most counterparties expect acts to be signed through a service, and an audit starts with a request for primary documents you must find within days.

We set up EDM as a complete process: connection to Vchasno, M.E.Doc or another provider, roles and signing rights, contract and act templates, automatic dispatch to counterparties, control over the other party's signature, and an archive searchable by counterparty, amount and date.

A qualified electronic signature is equivalent to a handwritten one under the Law on Electronic Trust Services, and an electronic document carries the same force as paper as long as it keeps the mandatory primary-document details set by the Accounting Act. Those details and the retention periods are exactly where self-configured processes usually fail.

The practical effect: closing the month no longer depends on whether the courier delivered the acts, and a State Tax Service request is answered with a ready export instead of a hunt through folders and mailboxes.

How it works

How we get started

01
Audit of current document flow
We look at how documents move today: email, messengers, paper folders. We track where acts and delivery notes get lost and why.
02
Choosing an EDM system
We pick the operator that fits your business: Vchasno, MEDoc, Paperless, Deals, SOTA. We factor in your counterparties so you don't pay twice for roaming.
03
Connecting the e-signature
We issue e-signatures for the director and authorized persons via an accredited certification center. We set them up on the devices and train users.
04
Templates and roaming setup
We create templates for invoices, acts and delivery notes. We enable roaming between operators so you can exchange with any counterparty.
05
Training the team
We show salespeople, managers and accountants how to issue documents, track signatures and pull from the archive. We leave a short user guide.

What's included

Scope of service

Issuing invoices and actsTemplated, with payment control.

Expense and VAT invoicesRegistration with the unified register, deadline control.

Setting up EDMVchasno, MEDoc, Paperless and others, chosen to fit your business.

Qualified e-signatureWe help obtain and set it up on the devices you need.

Archive and storage structureDocuments sorted by period and counterparty, easy to find.

Counterparty workflow rulesWho signs what and when: no chaos and no duplicate versions.

Outcome

What you get

Automated document issuanceInvoices and acts are generated from templates with data from your CRM or ERP. A manager does it in minutes, not half a day.

VAT invoice registration controlVAT invoices are registered on time, status is tracked automatically, the risk of a blocked invoice is minimized.

Paperless archive with searchAll documents in one system with search by counterparty, number, date and amount. Finding "the act from October" takes 10 seconds, not an hour.

Fewer finesOn-time VAT invoice registration, accurate amounts and two-sided signed documents remove the standard reasons for fines.

Team workflow rulesWho signs what and when: documented. No more "who was supposed to issue this?".

Audit-readyAny document from any period is available to an auditor or the State Tax Service in two clicks, with an e-signature and registration date.

Pricing

How much it costs

Document flow is part of the service plan; the EDM setup is a separate onboarding stage.

Within sole proprietor service
from UAH 1,800/mo
Within LLC service
from UAH 6,000/mo

EDM provider license fees are paid to the provider separately.

See pricing plans →

Individual estimate

Calculate the cost

Who it's for

1
Businesses with high document volume
Dozens and hundreds of documents per month.
2
VAT-registered companies
Control over VAT invoice registration is critical.
3
Remote teams
EDM removes the need to collect wet signatures.

FAQ

Frequently asked questions

Which EDM system should we choose?

It depends on volume, budget and partners. We will advise and set it up.

Can we exchange with counterparties on a different system?

Yes, via roaming between EDM operators, it is standard practice.

What about paper documents?

We migrate to electronic gradually; paper only where the law still requires it.

How long does implementation take?

From 2 days for a basic setup (e-signature and EDM operator) to 3–4 weeks for a full rollout (integration with your accounting system, templates, team training). It depends on volume and the level of automation you want.

What do we do with paper documents from previous years?

We scan what is actively used: live contracts and important recent primary documents. The rest stays in the paper archive for the required retention period.

Can we use several EDM systems at once?

Yes, and often it makes sense: one system for most counterparties, another for a big partner that only works via their operator. The key is to configure roaming and avoid duplication.

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