How and for what to keep the register of counterparties in InstaDoc?

Keeping a register of counterparties and properly storing scans of documents of counterparties is a guarantee of conscientious verification of the counterparty, in case you have questions, in particular, from a tax transaction through another party with your company.

What problems does maintaining a register of counterparties solve in InstaDoc ?

1. Direct creation and convenient maintenance of a database of counterparties and potential business partners. Order is the head of everything!
The more organized the information is, the more convenient and faster it will be to work with it;
2. Storage of supporting documents in the profile of the counterparty;
Documents and data of counterparties are stored in one place. The concept of "due diligence", see Resolution of the Supreme Court dated October 6, 2020 in case No. 140/1611/19 ("...showing such prudence and caution when choosing a service provider and taking any actions for the purpose of checking the counterparty's tax "honesty", in particular ... obtaining certified copies of statutory and registration documents, ... will testify in favor of the conclusion that the taxpayer has taken appropriate and sufficient actions regarding his awareness of the tax "reliability" of such counterparty.... ");
3. Exclusion of printouts or incomplete copying of the counterparty's data from the EDR to the profile of the counterparty, register. Saving time;
Manually filling in counterparty data in CRM takes 5-10 minutes. (reprinting, copying data from the EDR or from a conversation) and only 10-30 seconds to enter the TIN or EDRPOU for autofilling the profile of the counterparty.
4. Controlled automatic updating of counterparty data from the UDR;
Before concluding a transaction with a counterparty, it is enough to click "Update from the register" and the system will show you the changes that have occurred regarding the counterparty, and you will be able to track the change of legal address, manager, etc.;
5. Automatic filling of documents with counterparty data
How often do executors redo documents due to minor mechanical errors? Fortunately, most managers have no idea about this . Preparation of documents, and even mailing of addressed commercial offers and other letters will be 70% faster;
6. The possibility of automated filling out of the Counterparty Questionnaire, this is especially relevant for financial institutions

Features of managing counterparties in InstaDoc:

1. In the "My counterparties" menu, the register of counterparties is conditionally divided into three sections: FOP and legal entities registered in Ukraine, legal entities registered in other states (non-residents) and natural persons.
2. Each legal entity can have an unlimited number of representatives and accounts. You will always follow the issued powers of attorney.
3. The counterparties' data are further used to automatically fill in any documents, from commercial offers to contracts and primary documents.
4. Data entry in three languages.
5. At the request of the user, it is possible to connect the commercial registers of other countries

Where to start?

1. Register at https://instaco.com.ua (you need to confirm your phone number and email address);
2. To add a business entity registered in Ukraine to the register of its counterparties, click on and enter EDRPOU, TIN or name.
3. The system will pull all subjects that meet the specified search criteria from the EDR, then you need to click "add" or "more details" if you want to view additional information about the subject. Next, the profile of the counterparty will be filled with data from the EDR as much as possible, and you will only have to add authorized persons (if there are any under power of attorney), bank details and upload KYC documents (documents for identification of the counterparty, charter, statement, order to the director, etc.), other data if necessary.
4. Non-resident companies and individuals are added to the register manually
5. In order to switch to electronic document management in InstaDoc, the database of your company's counterparties can be transferred from another system to the user's personal account upon request.

Try it for free now

For issues of transition to electronic document management, use of the document designer, contact:

Phone/WhatsApp +380637886291

Viber/Telegram +380507890409

E-mail [email protected]