Electronic Signature in Serbia: A Complete Guide for Entrepreneurs

Why You Need an Electronic Signature in Serbia and What Alternatives Exist

For entrepreneurs who have relocated to Serbia and conduct business here, the electronic signature (EDS) becomes an almost indispensable tool. It significantly reduces the need for in-person visits to government institutions, allowing most operations to be carried out online. This not only simplifies business operations but also makes daily life in the country easier.

However, before proceeding to obtain a full-fledged qualified electronic signature, it is useful to know about simpler alternatives. They may be suitable for solving certain tasks and require less effort to obtain.

The choice between these options depends on specific needs: for full-fledged business management as a sole proprietor, a qualified signature is required, whereas for personal needs, alternative solutions may suffice.

Where to Get a Qualified Electronic Signature

In Serbia, several state-accredited centers issue qualified electronic signatures. Entrepreneurs can apply to one of these organizations to obtain the necessary certificate.

Main certification centers:

• JP PTT (Post of Serbia) – one of the most popular options.
• Privredna komora Srbije (Chamber of Commerce and Industry of Serbia) – a convenient choice for residents of various cities.
• Halcom – a commercial provider that offers official instructions on its website.
• E-Smart Systems – this center is generally not recommended, as foreigners often encounter difficulties in obtaining a signature here.

There is an important logistical nuance to consider when making a choice. A certificate issued through the Post of Serbia can only be collected at the central office in Belgrade. For those living in other cities, such as Novi Sad, applying to the Chamber of Commerce and Industry is a more convenient option, as they have branches throughout the country.

Preparatory Steps for a Sole Proprietor to Obtain an EDS

The process of obtaining an electronic signature for a sole proprietor is closely linked to legalizing one's status in the country and registering the business. Before submitting an application, several mandatory preparatory steps must be completed.

The sequence of actions is as follows:

1. Obtaining a residence permit (boravak). This is the first and mandatory condition. Without a residence permit, it is impossible to get an EDS for conducting business.

1. Adding the residence permit number to your business data. After receiving the boravak, you must contact the Serbian Business Registers Agency (SBRA) and add the residence permit number to your sole proprietorship's registration data.

1. Notifying the bank. With the document from the SBRA confirming the changes, you need to visit the bank where your corporate account is opened. The bank will update your data as a representative of the company.

In some banks, such as Poštanska Štedionica or Raiffeisen, a new document is issued after the data update — a kartona deponovanih potpisa (card of deposited signatures). This document, with the bank's seal, is mandatory for the subsequent EDS application.

Submitting Documents for an EDS at the Post of Serbia

The procedure for obtaining an electronic signature at the Post of Serbia (JP PTT) consists of two visits. The first visit requires careful preparation of a document package.

First, you need to download and fill out two documents from the post office's website: the application and an additional agreement. Each must be printed in two copies and signed by hand.

For the first visit to the post office, you will need the following set of documents:

• Original international passport.
• Two copies of the signed agreement (application).
• Two copies of the signed additional agreement.
• A copy of the first page of the passport and the page with the residence permit sticker (boravak).
• A copy of the business registration decision from the SBRA, as well as the document confirming the addition of the residence permit number to the sole proprietorship's data.
• A completed form with a signature specimen. For a sole proprietor, this is the kartona deponovanih potpisa from the bank, which must be stamped. For a DOO (equivalent to an LLC) — it's the OP form.

After collecting all the papers, you can go to the special Post of Serbia office at Katićeva 14-18 in Belgrade. An employee at window #1 will check the documents and accept the application.

Paying for the Service and Receiving the Invoice

After the first visit and successful submission of documents, the process moves to the waiting and payment stage. Typically, on the next business day, an email with an invoice for payment will be sent to the email address specified in the application.

The email contains a link to a page where you can download two files (PDF and XML) with payment details. It is convenient to make the payment through a mobile banking app, such as Raiffeisen. The service fee may be around 6,360 dinars.

When filling out the online payment order, it is important to enter all the details correctly.

After making the payment, you need to wait for confirmation, which usually arrives within two business days. The confirmation is a new email inviting you to pick up the ready token.

Receiving and Setting Up the Token

Once you receive the invitation by email, you can go to collect your electronic signature. The second visit to the Post of Serbia is at the same address (Katićeva 14-18, Beograd), but the entrance is to the left of the main office.

The collection process is very quick and takes about five minutes. Simply approach the security guard, state the purpose of your visit, and present your passport. He will contact the responsible employee, who will bring out a sealed envelope. Inside, you will find a USB device (token) and its PIN code. You just need to sign the receipt log.

After receiving the token, you need to activate it on your computer. The setup process involves several steps:

1. Installing special software.
2. Installing four digital certificates.
3. Activating the signature according to the instructions.

All necessary software and instructions are usually provided with the token or are available for download. For users of Apple computers with ARM processors, the setup may be more complex and require advanced technical skills.

Verifying the EDS Functionality on the e-Government Portal

After completing the setup of your electronic signature, it is crucial to ensure that it works correctly. The most reliable way to do this is to log in to the official e-Government portal of Serbia.

The verification is done in a few simple steps:

1. Open the Serbian e-Government website.
2. In the top right corner, select the option to log in to your personal account using a qualified electronic certificate (My account -> Log In -> Qualified electronic certificate).
3. Connect the device to your computer: insert the ID card into the reader or the USB token into the port.
4. Follow the on-screen instructions. The system will prompt for a PIN code.

The PIN code is in the same envelope that was issued with the device. If the authorization is successful and you have entered your personal account, it means your electronic signature is active and working correctly.

It is important to be careful when entering the PIN code. After several incorrect attempts (usually three), the device will be blocked, and a separate procedure will be required to restore it.

What to Do if Your Electronic Signature is Blocked

Having your electronic signature blocked after three incorrect PIN entries is an unpleasant but solvable situation. There is an established procedure for restoring access.

To unblock it, you need to prepare a special request (zahtev). You can download it, fill it out, sign it using ConsentID, and send it to the department's email address. The next day, you will receive details for paying the unblocking fee, which is 720 dinars. The payment should be made from the company's account.

Although there is an official route that involves sending the blocked card and application by mail, there is a faster way.

The second method saves considerable time and allows you to restore access to your electronic signature almost on the spot.