# An online store's remote team: contracts and electronic signatures

> Online store case study: employment vs. civil-law contracts for a remote team in Ukraine and electronic signing of documents.

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The legal provisions were verified as of August 4, 2026.

When a team works from different cities, signing contracts and getting documents signed on time requires a clear process. At the same time, remote work doesn't by itself determine which contract is needed: an employment contract or a civil-law contract.

Using an online store as an example, we look at how to organize the document workflow and what to consider when formalizing working relationships in Ukraine.

## The client's task

The online store's team consisted of 10 people: the head of the business, a finance manager and eight sales managers. All of them worked remotely from different cities in Ukraine.

Because sales contractors changed frequently, there were delays in signing and returning documents, especially after cooperation ended. The client needed to put its contracts in order, control deadlines and set up electronic signing.

## Choosing between an employment contract and a civil-law contract

If a person performs job duties, works under the employer's direction and follows an established work routine, the relationship has the characteristics of employment. Working from home doesn't change this.

A civil-law contract (a service or work contract with an independent contractor) can be used for the independent provision of agreed services or performance of work. What's decisive is the actual relationship, not the title of the contract or the existence of monthly service acceptance certificates (documents confirming the services provided). [Guidance of the State Labor Service of Ukraine (in Ukrainian)](https://dsp.gov.ua/podolannia-nelehalnoi-zainiatosti/trudovyi-chy-tsyvilno-pravovyi-dohovir/).

The model must be assessed separately for each role. The same remote format doesn't mean that the head of the business, the finance manager and the sales contractors can be engaged on the same terms.

## Terms of cooperation under a civil-law contract

In this case, the following was defined for the chosen civil-law cooperation model:

- a specific list of services and performance indicators;
- the contractor organizes the work independently, with no fixed working hours;
- no subordination to internal labor rules;
- services confirmed by reports and service acceptance certificates;
- the procedure for payment, extension and termination of the contract.

These terms must be followed in practice. If a service contract in fact conceals hired labor, the wording of the document doesn't remove the risk of the relationship being reclassified as employment. This approach is confirmed by the case law cited by the State Labor Service. [Example of a court case (in Ukrainian)](https://dsp.gov.ua/u-verkhovnomu-sudi-dovedeno-shcho-osoba-z-iakoiu-buv-ukladenyi-tspd-faktychno-perebuvala-z-pidpryiemstvom-u-trudovykh-vidnosynakh/).

## Setting up the electronic document workflow

For the civil-law contracts, a consistent cycle was introduced:

1. Register of current contracts. Monthly contracts and an up-to-date list of contractors, with control over cooperation periods.
2. Advance notice. Notice 10 days in advance of extension or termination of cooperation, in line with the agreed contract terms. This is a term of this specific case, not a general statutory period.
3. Confirmation of services. Monthly reports and service acceptance certificates as the basis for the agreed payments.
4. Electronic signing. Document exchange through an electronic document workflow platform and signing with a qualified electronic signature (QES, Ukraine's legally recognized digital signature).

A QES has the legal force of a handwritten signature. To organize the process, it's also important to agree on the exchange channel, control signing and store the signed electronic originals. [Central Certification Authority of Ukraine — legal status of the QES (in Ukrainian)](https://czo.gov.ua/article18).

## Results for the client

The client received an orderly process for working with contracts, reports and service acceptance certificates: standard templates, defined deadlines and signing checkpoints. Electronic exchange reduced the dependence on sending paper documents between cities.

At the same time, the document workflow and the lawfulness of the cooperation model are separate matters. If the actual organization of work changes, it's necessary to reassess whether the chosen contract still fits.

## Related services

- [Accounting, Payroll and Taxes for IT Companies and Diia.City Residents](https://www.uhy-prostir.com/en/for-it/index.html.md)

## Frequently asked questions

### How should a remote sales manager be engaged?

It depends on how the work is actually organized. If the manager performs an ongoing labor function under the employer's control, the employment relationship must be properly formalized. Remote work and the title "contractor" aren't sufficient grounds for a civil-law contract.

### What do monthly service acceptance certificates confirm?

Service acceptance certificates confirm the stated services, but they don't remove the risk of reclassification as employment. The full circumstances matter: duties, the contractor's independence, and how work and payment are organized.

### Can HR documents be signed remotely?

Yes, electronic interaction is possible, subject to the requirements for the specific document and the agreed exchange procedure. In particular, the State Labor Service allows applications to be submitted remotely, provided their authorship is confirmed. Documents under civil-law contracts should be kept separate from employees' HR records. [Guidance of the State Labor Service (in Ukrainian)](https://dsp.gov.ua/faq/chy-mozhe-pratsivnyk-podaty-dystantsiino-zaiavu-pro-pryiniattia-na-robotu-zvilnennia-abo-perevedennia-na-inshu-robotu/).

## Related insights

- [How to Transition to Electronic Document Management](https://www.uhy-prostir.com/en/blog-en/how-to-transition-to-electronic-document-management/index.html.md): Should a Company Switch to Electronic Document Management? We are all accustomed to paper-based document management: it's clear and convenient. (2021-05-20)
- [Where does proper personnel accounting in business begin.](https://www.uhy-prostir.com/en/blog-en/where-does-proper-personnel-accounting-in-business-begin/index.html.md): Our company often receives requests from managers and business owners about how to properly organize effective personnel accounting in compliance with all the requirements of current legislation. (2024-04-04)
- [What You Need to Know About Fixed-Term Employment Contracts](https://www.uhy-prostir.com/en/blog-en/what-you-need-to-know-about-fixed-term-employment-contracts/index.html.md): For every business entity, it is important to establish an effective system of functioning and interaction between the employer and employees. (2023-11-07)
- [Does the company risk having employees who work remotely abroad during martial law? What about the wages of such workers?](https://www.uhy-prostir.com/en/blog-en/does-the-company-risk-having-employees-who-work-remotely-abroad-during-martial-law-what-about-the-wages-of-such-workers/index.html.md): Many Ukrainians left abroad because of the war, and still continue to leave. When an employee leaves, it is a certain test for the employer. (2024-05-30)

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