QES Certificates and Signatory Authority

A UBC specialist collects information on valid certificates held by the director, accountants, HR employees and representatives. The specialist reconciles the name, organisation, registration details, purpose, expiry date, storage medium and systems in which each signature is used. At the same time, signatures are checked against positions, orders and powers of attorney. This identifies unnecessary access and tasks for which a new signatory is required.

The UBC specialist records the result in a register containing service information about the certificates; passwords and personal keys remain with their owner. For each certificate, the register states the holder, provider, expiry date, responsible person and list of services. Company seals and technical certificates are recorded separately where they are used in particular systems.

Before contacting the provider, the UBC specialist checks the signatory's documents, company details and the basis of authority. The specialist agrees the appropriate storage medium or cloud solution and plans personal identification. After issue, the specialist tests the certificate, access to the main portals and signing of a test file. Live operations begin after compatibility has been confirmed.

Certificate expiry dates are entered in the calendar with sufficient lead time for preparation. Renewal is linked to the employee's current authority, which may have changed together with the company's structure, bank or reporting system. The new certificate is added to the required services and the old one is removed from working configurations under the agreed procedure.

Change of Signatory and Termination of Access

If an employee leaves, the director changes, a device is lost or third-party access is suspected, a pre-approved procedure is started. The responsible persons check the certificate with the provider, revoke it, close the relevant accounts and appoint a new signatory. Documents and receipts for transactions already completed remain in the company's archive.

UBC coordinates the legal and organisational steps, while the key remains under the control of its owner. UBC specialists can arrange a one-off signature issue or provide ongoing support for the QES register. The company maintains uninterrupted electronic operations and a documented allocation of responsibility.

For an initial assessment, the company's corporate documents, a list of signatories and a brief description of management's task are sufficient. A UBC specialist will review the package, reconcile authority with the electronic services and agree the final list of materials required for issuing, renewing or organising QES:

• Register of Current Signatories and Certificates
• Charter, Extract from the Unified State Register, Orders and Powers of Attorney
• Documents of New QES Holders
• List of Government and Commercial Electronic Systems
• Calendar of Personnel Changes and Certificate Expiry Dates

The director provides the corporate documents, list of signatories and list of services. UBC checks the authority of the director, accountant and other employees and prepares applications for issuing or renewing certificates. The owner or director approves who signs reports, contracts and official submissions on behalf of the company.

1. The UBC specialist receives the source documents and clarifies how the work is actually organised.
2. The UBC specialist reconciles company, signatory, accounting and electronic-system data.
3. The UBC specialist prepares the documents, access-rights list and action calendar.
4. The UBC specialist agrees the package with management, accounting, legal and IT.
5. The UBC specialist delivers the final archive, instructions and procedure for ongoing control.

After issue, the responsible employee receives a QES register showing the validity period and purpose of each certificate. Personal keys are provided to their owners using the prescribed method, while administrative access and authority documents remain under the director's control.

Documents are prepared before the appointment of a new director or accountant, a change of authority or expiry of a certificate. Management agrees the transition date in advance so that reports, contracts and submissions continue to be signed by an authorised employee without interruption.

When a signatory stops working or loses authority, UBC prepares the documents required to close access and update the register. The responsible administrator checks the relevant services, and the director receives confirmation for each certificate and the date on which the rights end.

The manager receives a list of valid certificates, their holders, validity periods and purposes. The accountant can see the QES certificates used for reporting, the lawyer those used for contracts and submissions, and the administrator the services in which rights must be changed. This register gives the director a single view of electronic authority.

UBC provides the applications, confirmations of issue or renewal and the calendar for the next review. The responsible employee uses this package during personnel and corporate changes, while the director approves the new list of signatories when authority changes.

Cost of QES Issue and Support

The support fee depends on the number of signatories, number of services and scale of corporate changes. A company may order the issue or renewal of one QES, while a company or group can also order maintenance of a register of certificates, expiry dates and responsible persons.

The personnel decision and access to electronic services are synchronised before the change date. UBC identifies which certificates are to be issued, which authorities will end and who will take over incomplete submissions; after the update, the responsible employee checks portal access, signatory rights and test signing of a document.

The personnel decision and access to electronic services must be coordinated. Before the change date, a UBC specialist identifies which certificates are to be issued, which authorities will end and who will take over incomplete submissions. After the update, the specialist checks portal access, signatory rights and test signing of a document. This helps ensure that an authorised user is available on the day a report or application must be filed.

The UBC specialist provides the company with a certificate register stating the holder, purpose, validity period and person responsible for renewal. Passwords and personal keys are not included in a shared file and are not transmitted through open channels. Management receives a controlled access framework, and employees understand which signature may be used in which service.

QES support is available for an individual signatory, a company or a group of companies. A UBC specialist will reconcile authority, organise the documents and explain in detail the procedure for issuing, renewing and recording certificates. We will be pleased to answer additional questions and support stable electronic operations for your business. We wish you every success in business!