Electronic Document Management with Dealers: Digital Signatures and Documents in the Portal
Documents often become the slowest link when working with dealers. An invoice was sent by mail, a waybill got lost, a reconciliation statement takes a week, and original contracts travel by courier. Yet all these documents are already in the accounting system.
Document workflow levels
Level 1. Documents in the portal
Invoices, waybills, acceptance certificates, and reconciliation statements are generated in 1C and automatically appear in the dealer portal as PDFs. The dealer downloads them directly, without asking an account manager or accountant.
Level 2. Signing in the portal
Documents that require a signature are signed with a digital signature directly in the portal. In Kazakhstan, this is done using NCA RK digital signature keys and software for working with them in the browser.
Level 3. Legally binding electronic document workflow
Exchanging documents through electronic document management operators with legal validity. In this case, the portal can show document statuses and provide links to them, while the exchange itself runs through an operator integrated with 1C.
What to consider
- documents are generated in the accounting system, not in the portal;
- every document has a status: created, sent, signed, rejected;
- the dealer sees only their own documents and the documents of their legal entities;
- the accounting team sees who downloaded or signed a document and when;
- storage of signed documents and their signatures.
Frequently asked questions
Are PDFs in the portal enough?
For copies and reconciliation, yes. For legally binding documents, you need an electronic document management operator or digital signature signing.
Can you sign with a digital signature in the browser?
Yes, using the appropriate software on the user side. You need to account for its requirements during design.
Do you need to customize 1C?
To deliver documents to the portal, you usually need to export printable forms and statuses.
