Frequently Asked Question

1. DATABASE HYGIENE: SUSPEND VS. DELETE The Golden Rule:

Never delete an active client or an active application just because the client stopped paying or went out of business. Why?

Deleting records destroys the relational integrity of your database. If you delete a client, any historical invoices, surveillance logs, and legacy certificates tied to their ID become orphaned, which will cause fatal foreign-key constraint errors during database queries and severely complicate your financial audits.

The Trick: Always use the Status Management tools. Navigate to the client's application and change their status to Suspended or Withdrawn. This preserves your paper trail, satisfies ISO 17021 requirements for record retention, and automatically updates the QR code verification page to show the public that the certificate is no longer valid.

2. MASTERING THE AI SCANNER

The Google Cloud Vision AI integration drastically reduces manual data entry, but its accuracy depends on the quality of the input.

The Tip: Do not upload blurry photographs or skewed mobile phone scans of the Ukrainian Company Registry certificates. Ensure the uploaded image is a flat, well-lit, high-resolution scan (preferably a direct digital PDF or a 300dpi JPEG).

The Failsafe: The AI will extract the EDRPOU code and legal address, but it cannot verify if the company is currently under legal sanctions. Always treat the AI output as a "Draft" and manually cross-reference the EDRPOU code with the official Ministry of Justice database before clicking "Confirm".

3. BROKER & INTERMEDIARY MANAGEMENT

Many Certification Bodies acquire clients through third-party brokers. Brokers often refuse to share the direct email addresses of the end-clients to protect their business interests.

The Trick: When creating a client profile brought in by a broker, link the Intermediary/Broker with your client Client Management screen. In the email field will automatically appear Broker’s email so he will get notifications from CB Application if Surveillance is not conducted, thus the liability falling on your Broker, not on your Certification Body.

The Result: When the automated 30-day, 5-day, and 24-hour Surveillance Warnings are triggered by the Cron Job, the App will intelligently route these legal notifications to the Broker, ensuring your CB remains compliant with audit schedules without bypassing the broker's relationship. 

4. FAST-TRACKING SCOPE DESCRIPTIONS (NACE/DKPP)

Manually typing out complex scopes of activity can lead to typographical errors on official certificates.

The Trick: Rely heavily on the integrated NACE/DKPP code search during Phase 2 of the Urgent Certificate Generation. Type the numbers (e.g., "41.20"), select the pre-translated official state definition, and allow the system to append it.

Formatting Tip: If you need to combine official definitions with custom client requests, write the custom text in the manual box, and ensure the blue toggle switch ("Append NACE/DKPP Code descriptions") is set to ON during the final review phase. The system will cleanly concatenate both strings using proper semicolons.

5. MANAGING THE GLOBAL COUNTER

If you make a mistake and assign an incorrect number to a certificate, editing that specific certificate (using the yellow calendar/edit button) is easy. However, it does not reset the App's "next available number" memory.

The Fix: If you delete the latest invoice or certificate and want the system to reuse that exact number for the next client, you must navigate to System Settings > Administrative Tools and click the respective "Cleanup Numbers" or "Reset Counter" utility. This synchronizes the database's internal counter with the actual documents currently stored.

6. REPORTS & DATA MANAGEMENT

Generating monthly reports for internal review or National Accreditation Agencies can be challenging. To streamline this workflow, we provide the following reporting tools:

A) Summary Reports This tool automatically generates analytical reports filtered by Standard, Year, and Auditor. It provides a comprehensive overview of all issued certificates and an auto-updating Surveillance Status. You can monitor urgent or overdue audits in real- time and export these metrics as Excel (XLSX) or PDF files.

B) Client Search An efficient utility to quickly locate clients or brokers for data updates.
You can search the database using multiple criteria, including company name, EDRPOU
code, email address, or phone number.

C) Company Certificate Overview A crucial dashboard for tracking the certificates issued
to each specific client. The built-in search bar eliminates the need for manual scrolling. This
overview allows you to instantly filter the database and view all suspended certificates
across your entire client base.

D) Manage Regulatory Laws Regulatory frameworks change frequently. When notified by
your Legal Department of a legislative update, this utility allows you to instantly update the
referenced laws within the database. It comes pre-loaded with mandatory Ukrainian
legislation but is fully customizable. For technical assistance configuring new laws, contact
support@consulting-ua.eu, or open a support ticket here, and we will guide you.

E) CB Laws & Standards An invaluable training resource for your audit team, especially
newer staff. It automatically populates with historical and recent national and international
court cases. These real-world precedents guide auditor decisions and protect the
Certification Body from future liabilities. It includes an integrated Google Translate module
for rapid multilingual comprehension.

F) Broker Management The Broker Productivity Report visualizes the performance of
your intermediaries, helping you identify top performers. Interactive charts display monthly
productivity and client acquisition metrics per broker. Additionally, you can seamlessly
convert an existing company profile into a Broker with a single click if they establish a
formal partnership with your Certification Body.

G) Surveillance Communication Status This module strictly tracks the automated 30-day
and 5-day email reminders for pending audits. The visual dashboard confirms exactly when
an email was dispatched (timestamped). When a client clicks the confirmation link inside
their email, the system automatically logs their receipt. Alternatively, if a client confirms
their audit via phone, you can manually mark the communication as acknowledged and
proceed to schedule the audit team.