No more chasing clients for signatures — CertumSign for accounting firms
You know the scenario. You send a client a contract as a PDF. The client is supposed to print it, sign it, scan it, and send it back. After a week, you call to follow up. After two weeks—you call again. Meanwhile, the UPL-1 form is still sitting there unsigned, and the deadline is approaching, just like every year. This process can be streamlined into a single step.
How much time does your office spend collecting signatures?
Do the math yourself:
- An accounting services agreement: „I’ll sign it and send it back”—this process takes weeks on the client’s end,
- UPL-1 power of attorney: without it, you can't submit the declaration, and the client „didn't have time to come by,”,
- Financial statements: ready on time, but the client's management team is spread across three different cities.
The biggest cost isn’t the signature—it’s the process. The paper-based workflow for a single contract involves six steps: printing, signing, scanning, emailing or sending by courier, the other party’s signature, returning the document, and archiving. According to Certum’s product materials, manual document processing costs a company 380 hours per year—that’s about 48 employee workdays.
How does it work in CertumSign?
CertumSign It's the Certum (Asseco Data Systems) platform, which runs in a web browser—no IT setup required; you can set up an account in about 5 minutes.
You are sending a document
You send a document to a client—no printing, scanning, or searching for versions in attachments.
The customer signs
The customer signs it on a computer or phone. The contract can be returned signed within 24 hours.
It goes into the archive
The signed file is immediately saved to your archive on the platform.
The customer doesn't have an e-signature? They can still sign
This is the most common obstacle in accounting firms: You have a qualified digital signature, but the client does not. CertumSign solves this in two ways:
One-time qualified digital signature
It has the same legal validity as a handwritten signature. Customers can verify their identity remotely, 24/7: via mObywatel and a QR code, e-dowód, bank verification (over 2,000 banks), video verification, login.gov.pl, or eDO App. It works for people in Poland and the EU. A single signing operation—exactly what’s needed for an UPL-1 or a report.
SMS or email signature
A document form with a timestamp and the Certum stamp. Suitable for approvals, regulations, and day-to-day documentation.
You sign using your qualified digital signature—from any Polish provider, such as. SimplySign or with the Certum card.
Common Office Documents — and How CertumSign Handles Them
Bulk uploading and signing of multiple files work even with a free account (up to 16 MB). Year-end closings, sets of contracts, and batch amendments—all in a single operation instead of dozens.
Reports: XML Signature and Proof of Validity
Reports: Signature in XML
The financial report is an XML file. Most tools require conversion or some combination of steps—CertumSign signs XML files directly with a XAdES signature, without converting them to PDF; it handles DOC, TXT, and PPT files in the same way (and signs PDFs as usual).
Proof of the Validity of a Signature
The other side of the same process: validation. Before the set of signatures moves on, you verify each one using qualified validation (the WebNotarius engine) and generate a PDF validation report. This report serves as proof of the signature’s validity, which you can present in the event of a dispute—case law shows that a message from Adobe Reader is not sufficient; what counts is validation by a qualified provider. For your firm, this is a safety net: you have proof of the validity of your clients’ signatures in black and white.
KSeF has already driven the digital transformation—finish it
Your office has already undergone its biggest change: your invoices are in the system—but are contracts, powers of attorney, and reports still circulating in paper form? CertumSign is the natural next step in this same process of streamlining: the entire flow of client documents in one place—sending, signing, and archiving—all on a single platform.
Accounting firms buy from us qualified seals under KSeF — CertumSign closes the same transaction on contracts, powers of attorney, and reports.
Business Organization
For accounting firms, we recommend this plan Business Organization (Business plan: 8,148 PLN/year net, according to the Certum price list, as of July 2026).
When your limits run out, you can purchase additional transaction packages (SMS signatures, one-time qualified signatures, validations) in the Certum store. Before you decide, test the platform with real documents—as a Certum partner, we’re launching a free 14-day trial plan for organizations.
net
- Up to 20 users and 50 GB of shared document storage
- 50 one-time qualified digital signatures per year — for customers without an e-signature
- 300 shipments per month and unlimited internal shipments
- 20 qualified validation reports per month
- User roles, signing queue, and mailing templates—each accountant sends documents from their own account, following a single template
Do you need an API? Integration with your system — We can do that for you.
Try it free for 14 daysFrequently Asked Questions for Accounting Firms
Does my client need to have their own digital signature?
How does a customer verify their identity using a one-time qualified digital signature?
Will I sign the financial statements in XML format in CertumSign?
Does the platform require implementation or integration with my accounting software?
How much does a plan for an accounting firm cost?
Stop chasing customers for their signatures
This process can be streamlined into a single step. Before you make a decision, test the platform using real documents—as a Certum partner, we’re offering organizations a free 14-day trial plan.