Financial Seal and E-Signature Application

Most e-invoice transition plans get stuck at the same point: the financial seal hasn't arrived yet.

Yet this is the very first and easiest step of the process. It simply follows its own schedule and cannot be rushed.

Financial seal or e-signature?

The distinction is simple: financial seals belong to legal entities, while e-signatures belong to natural persons.

If you are a limited or anonymous company, you obtain a financial seal. The seal belongs to the company itself, not an individual; even if managers change, the seal stays with the company.

If you are a sole proprietorship, you can use a qualified electronic certificate (e-signature). This is a certificate issued in your own name and is used in many official transactions besides e-documents.

An e-signature is also sufficient for self-employed professionals; we touched on this topic in our e-SMM article.

How to apply?

Financial seal applications are made through the Public Certification Center. The steps in order are:

1. The application form is filled out online; company information must match the tax identification number.

2. The form is signed by the authorized person and, when necessary, sent with a wet signature.

3. Payment is made.

4. The seal is delivered to the address by cargo along with the smart card and card reader.

Delivery time usually takes a couple of weeks. Applying one month before your deadline is a risky plan.

After the card arrives

Most people whose cards arrive get stuck here a second time. What needs to be done:

Driver installation. The card reader and smart card software need to be installed on the computer.

Creating a PIN. The card is activated upon first use and a PIN is set. Save this PIN in a secure place.

Lockout situation. If the wrong PIN is entered consecutively, the card gets locked. In this case, it is unlocked using the PUK code; if the PUK is also lost, the card has to be renewed and the process starts all over again.

If you use a private integrator, the seal is usually defined in the provider's system and you do not need to insert the card for daily use. This is the most preferred method. We compared the methods in the integrator selection article.

Renewal: mark your calendar

Financial seal and e-signature certificates have an expiration date. When it expires, you become unable to issue documents — and you usually realize this on your busiest day.

Mark the expiration date on your calendar now and set a reminder at least two months before expiration. Renewal also requires delivery time.

In situations such as title changes, address changes, or mergers, the seal may need to be renewed; check your seal status whenever you make these changes.

Frequently asked questions

I have multiple companies, is a single seal enough?

No, a separate financial seal is required for each legal entity. We explained how to manage multiple companies from a single panel in this article.

Do I need separate seals for my branches?

Since branches are not separate legal entities, the main seal can be used. It is also possible to request additional certificates based on needs.

Can I issue documents with my e-signature instead of a financial seal?

For legal entities, no. Company documents are signed with the company's seal.

What should I do if the card is lost?

The certificate must be canceled and a new one requested. Report the loss without delay.

The financial seal is the simplest yet most delayed step of the e-document process. Applying early is the only move that eases your transition schedule.

Open a free account on Qolay.App and get ready for your e-document processes.