HOW TO OBTAIN AND USE A QUALIFIED ELECTRONIC SIGNATURE
An electronic signature is needed by a director, accountant and representative for specific documents: contracts, reports, applications, HR forms and government services. Law No. 2155-VIII regulates electronic identification and electronic trust services.
For a company, it is important to combine two elements: each person's own signature and the corporate right to act on behalf of the company.
Qualified Electronic Signature, Diia.Signature and the Signatory's Authority
A qualified electronic signature is used for documents and services that support the relevant signing method. Diia.Signature is also used in government and commercial services where it has been integrated. The choice depends on the director's daily work: tax reporting, contracts, registration applications, banking documents and HR forms.
The signature confirms a specific person. The director's authority follows from the Unified State Register, the charter and corporate decisions; an accountant or representative acts on the basis of employment documents, an order or a power of attorney. Having an electronic signature by itself does not change the limits of corporate authority.
A simple signatory table is convenient for a company: full name, position, type of signature, services, certificate expiry date and list of documents. Using this table, the director sees who signs contracts, who files reports, who works with government accounts, and who only needs access to prepare documents.
It is useful for the director to divide documents by importance from the outset. Corporate decisions, large contracts and banking actions remain with the director; accounting reports are assigned to the accountant within formally granted authority; applications and technical forms may be signed by other authorised employees. This division reduces the queue of documents requiring the director's signature while keeping key commercial decisions with the director.
Obtaining, Storing and Replacing a Signature
A qualified signature is obtained from a qualified electronic trust service provider after the applicant is identified. The key and access credentials are kept by the signatory personally. The company's working services receive only the technical ability to use the signature at the moment when the person confirms a specific action.
The director should have a backup signing method for critical filings. For example, the main qualified electronic signature can be used for accounting and corporate documents, while Diia.Signature is used in supported government services. This arrangement allows work to continue after replacing a computer, storage device or working application.
After a change of director, the previous corporate access is closed and the new director uses their own electronic signature. The bank, tax account, document-management systems and internal records are configured separately. A former employee's signature remains that person's personal tool; the company closes only its own corporate rights and access.
The company also records the certificate expiry date and a backup contact for the signatory. Several weeks before expiry, the responsible person arranges renewal or a new signing method. For the director, this means a continuous ability to file reports, sign a contract or complete a government action on the required day even when the previous certificate is reaching the end of its validity.
Signatures in Contracts and Day-to-Day Services
A manager may prepare a contract, a lawyer approve the final text, and the director sign the file with their qualified electronic signature. The accountant prepares reports and uses their own signature within the granted rights. This division maintains working speed while leaving the final legal action with a specific authorised person.
For B2B contracts, the parties agree the permitted signing method and the channel for exchanging files. The final electronic document is kept together with signature data and a time stamp where available. The company should obtain this file from the service and store it in its own corporate repository.
UBC can identify signatories for contracts, reporting and representation, prepare powers of attorney and internal rules, and align them with electronic document flow. The client receives a clear arrangement: each person uses their own signature, each service has a specific responsible person, and corporate authority remains documented separately.
For a new employee, service access is opened after the person's role has been formalised. For an employee changing position, rights are adjusted to the new duties. This keeps the corporate system aligned with the actual list of signatories.
A qualified electronic signature should confirm the decision of a specific authorised person and remain that authorised person's personal key. UBC can help the owner distribute signatory roles and authority and set up work with electronic documents. We wish you success in business!
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The principal activities of the UBC group of companies include financial and investment services, assistance with obtaining finance and attracting investors, the purchase and sale of established businesses, IT services, commercial property development in Ukraine, Europe and other countries, company registration in Ukraine, business expansion into EU countries, corporate law, offshore jurisdictions and offshore companies, business consulting, audit, certification, LLC registration, registration of financial companies, asset management companies and mutual investment funds, registration of joint-stock companies, securities and bond issues, support for foreign investment, construction licences, permits for design and construction, and other services for successful business in Ukraine. We guarantee our clients a full range of turnkey business services within the shortest practical timeframe.
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We consistently work towards the result you need and will do everything possible to achieve it within the required timeframe, taking account of your wishes and objectives. Why is it better to start a business in Ukraine with UBC? The answer is simple: we have considerably more practical experience, resources and capabilities. We have been and remain a leader in Ukraine in corporate services, and the UBC corporate structure comprises more than 10 companies operating in different business sectors.
Frequently Asked Questions
How Does a Qualified Electronic Signature Differ from an Ordinary Electronic Signature?
The owner grants authority to the new director, the new director obtains their own qualified electronic signature, and the previous signatory's access is terminated.
Can the Key Be Given to the Accountant?
A personal key is used only by its owner; the accountant receives their own qualified electronic signature and the required authority.
Can a Qualified Electronic Signature Be Obtained under a Power of Attorney?
Issuing a qualified certificate requires identification of the applicant personally; the procedure should be checked with the selected provider.
What Should Be Done When the Director Changes?
Update the authority, arrange a signature for the new director and organise termination of the previous signatory's access.
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How to File Reports Online
Electronic Document Flow in a Company
Electronic Powers of Attorney and Representation
Accounting and Tax Support for Companies
Legal Support and Compliance
Licences, permits, certification
Finance, Grants and Investment
International Trade and Market Entry
Digital Services for Companies
UBC and Partner Services Across Ukraine
Overview for Companies in Ukraine