What is a qualified digital signature and how to obtain it?
Posted: Thu Dec 05, 2024 8:04 am
Until December 31, 2025, PDF invoices will continue to be accepted, and will be considered as electronic invoices for all purposes provided for in tax legislation, without the need for a digital signature. Find out what a digital signature is, which companies certify this electronic invoicing requirement and how to prepare your company!
What is a Qualified Digital Signature?
The qualified digital signature is one of the requirements for electronic invoicing , according to Decree-Law No. 28/2019 . Basically, it is a feature that ensures the authenticity of the signature, guaranteeing that it was made with the intention of signing the electronic document.
The procedure is relatively simple. A digital signature is provided nurse database a qualified digital certificate, which must be issued by an entity accredited for this purpose. This signature, duly authenticated, guarantees its legality and the integrity of the data provided on the invoice or other document issued.
In addition to a digital signature, it is also possible to obtain an electronic seal. Both function as certified signatures: a digital signature authenticates information relating to a person, while an electronic seal legitimizes information relating to a company.
Who is the Digital Signature for?
Companies that issue electronic invoices or other tax-relevant documents are required to use a qualified digital signature, namely:
Companies that send PDF invoices by email, as an alternative to paper invoicing;
Companies that issue electronic invoices in the EDI system - Electronic Data Interchange (in structured formats such as XML or other EDI models);
Private and public companies that invoice Public Administration entities using the CIUS-PT UBL 1.2 data model.
Companies that Certify
There are some entities certified by the Security Office to issue qualified digital certificates, which you can use. AMA (Agency for Administrative Modernization), Digitalsign and Multicert are some examples.
In practice, as a company that issues invoices, you will be able to continue to benefit from certified invoicing programs such as Vendus. However, you will need to subscribe and activate a subscription with AMA. Here are the steps to legally sign electronic invoices:
Confirm whether the invoicing software you use supports electronic invoice signature through SAFE (Electronic Invoice Signature Service);
Join the Certification of Professional Attributes (SCAP) System. Learn more about the Certification of Professional Attributes (SCAP) System.
Associate the electronic invoice signature certificate with the invoicing software you use;
Issue and sign electronic invoices in invoicing software.
What is an Electronic Invoice?
The electronic invoice is a tax document, issued by certified software such as Vendus , transmitted in digital format and sent directly to the customer. Due to the deadline extended by the Government in point 3 of Article 88 of the State Budget Bill for 2025, “Until December 31, 2025, invoices in PDF file will be accepted, and will be considered as electronic invoices for all purposes provided for in tax legislation”.
Legally, an electronic invoice must ensure legibility, data integrity and authenticity of origin, through the existence of a qualified digital signature, qualified electronic seal and the use of an electronic data exchange system that follows the EDI agreement. Find out who is required to issue electronic invoices and the main advantages of this type of document .
What is a Qualified Digital Signature?
The qualified digital signature is one of the requirements for electronic invoicing , according to Decree-Law No. 28/2019 . Basically, it is a feature that ensures the authenticity of the signature, guaranteeing that it was made with the intention of signing the electronic document.
The procedure is relatively simple. A digital signature is provided nurse database a qualified digital certificate, which must be issued by an entity accredited for this purpose. This signature, duly authenticated, guarantees its legality and the integrity of the data provided on the invoice or other document issued.
In addition to a digital signature, it is also possible to obtain an electronic seal. Both function as certified signatures: a digital signature authenticates information relating to a person, while an electronic seal legitimizes information relating to a company.
Who is the Digital Signature for?
Companies that issue electronic invoices or other tax-relevant documents are required to use a qualified digital signature, namely:
Companies that send PDF invoices by email, as an alternative to paper invoicing;
Companies that issue electronic invoices in the EDI system - Electronic Data Interchange (in structured formats such as XML or other EDI models);
Private and public companies that invoice Public Administration entities using the CIUS-PT UBL 1.2 data model.
Companies that Certify
There are some entities certified by the Security Office to issue qualified digital certificates, which you can use. AMA (Agency for Administrative Modernization), Digitalsign and Multicert are some examples.
In practice, as a company that issues invoices, you will be able to continue to benefit from certified invoicing programs such as Vendus. However, you will need to subscribe and activate a subscription with AMA. Here are the steps to legally sign electronic invoices:
Confirm whether the invoicing software you use supports electronic invoice signature through SAFE (Electronic Invoice Signature Service);
Join the Certification of Professional Attributes (SCAP) System. Learn more about the Certification of Professional Attributes (SCAP) System.
Associate the electronic invoice signature certificate with the invoicing software you use;
Issue and sign electronic invoices in invoicing software.
What is an Electronic Invoice?
The electronic invoice is a tax document, issued by certified software such as Vendus , transmitted in digital format and sent directly to the customer. Due to the deadline extended by the Government in point 3 of Article 88 of the State Budget Bill for 2025, “Until December 31, 2025, invoices in PDF file will be accepted, and will be considered as electronic invoices for all purposes provided for in tax legislation”.
Legally, an electronic invoice must ensure legibility, data integrity and authenticity of origin, through the existence of a qualified digital signature, qualified electronic seal and the use of an electronic data exchange system that follows the EDI agreement. Find out who is required to issue electronic invoices and the main advantages of this type of document .