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.
An organised 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 process, not just software: 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 Tax Service request is answered with a ready export instead of a hunt through folders and mailboxes.
Як ми запускаємо роботу
- 01Audit 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.
- 02Choosing 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.
- 03Connecting the e-signature
We issue e-signatures for the director and authorised persons via an accredited certification centre. We set them up on the devices and train users.
- 04Templates and roaming setup
We create templates for invoices, acts and delivery notes. We enable roaming between operators so you can exchange with any counterparty.
- 05Training 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.
Склад послуги
Що ви отримуєте
How much it costs
Document flow is part of the service tariff; the EDM setup is a separate onboarding stage.
- 1Within sole proprietor service — from UAH 1,800/mo
- 2Within LLC service — from UAH 6,000/mo
EDM provider licence fees are paid to the provider separately.
Кому підходить
- 1Businesses with high document volume
Dozens and hundreds of documents per month.
- 2VAT-registered companies
Control over VAT invoice registration is critical.
- 3Remote teams
EDM removes the need to collect wet signatures.
Acts and delivery notes used to circulate by post for months. We connected EDM, and now we close the quarter without panic.
Поширені питання
It depends on volume, budget and partners. We will advise and set it up.
Yes, via roaming between EDM operators, it is standard practice.
We migrate to electronic gradually; paper only where the law still requires it.
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.
We don't digitise everything, that would be wasteful. We scan only what is actively used: live contracts and important recent primary documents. The rest stays in the paper archive for the required retention period.
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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