# Compliance and obligations: how to stay organized in ERP Instfy

<p class="lead">Learn how to keep contracts, access, financial records, and personnel documents organized in ERP Instfy, so you can face any audit with everything at hand.</p>

!image[Compliance, contracts and licenses under control](/assets/img/solucoes/compliance-2.webp)

This guide shows you, step by step, how to use ERP Instfy to stay organized around everyday obligations: licenses and permits (business licenses), compliance routines, labor law documents, insurance proof (workers compensation, business insurance, cyber insurance), and consents. That way, when a request arrives, you find the record in minutes.

!image[Contracts, documents, and access organized in ERP Instfy]

:::note
This material helps you **stay organized and keep records** inside ERP Instfy. It is not legal, accounting, or tax advice. To learn which obligations apply to your business, consult a lawyer or accountant.
:::

## 1. Store contracts and documents

Contracts and receipts scattered across emails and folders disappear right when you need them. Bring everything into one place and link each file to the right client or vendor.

**Menu path:** *Contracts* + *Media library*

<ol class="steps">
<li>Open <strong>Contracts</strong> and click <strong>+ Create</strong> to record the agreement, with <strong>Client</strong>, <strong>Value</strong>, <strong>Start date</strong>, and <strong>End date</strong>.</li>
<li>In the contract's <strong>Attachments</strong> tab, click <strong>Upload file</strong> and add the signed PDF, insurance policy, or license.</li>
<li>Open <strong>Media library</strong> and create <strong>folders</strong> by topic (Licenses, Insurance, Contracts, Certificates).</li>
<li>Click <strong>Upload</strong> to store copies of policies (business insurance, cyber insurance) and permits in those folders.</li>
<li>Rename each file with a date and subject (for example: 2026-Business-License) so you can find it later.</li>
</ol>

:::tip
Always set the contract **End date** and put the date in the license file name. That way you spot ahead of time what needs to be renewed before it expires.
:::

## 2. Control access and protect data

Who can see payroll, contracts, and client data? Limiting access reduces risk and helps you show care for sensitive information.

**Menu path:** *User management*

<ol class="steps">
<li>Open <strong>User management</strong> and click <strong>+ Create</strong> to register each person on the team.</li>
<li>Assign each user a <strong>role</strong> that matches their job (finance, HR, sales).</li>
<li>In <strong>Permissions</strong>, check only the modules the role needs and clear the rest.</li>
<li>Review the list periodically and <strong>deactivate</strong> users who have left the company.</li>
<li>Use the <strong>notes</strong> field to record when and why access was granted or removed.</li>
</ol>

## 3. Keep financial records for audit

An audit asks for traceable entries and supporting documents. Keeping accounting up to date makes every amount explainable.

**Menu path:** *Accounting*

<ol class="steps">
<li>Open <strong>Accounting</strong> and check that the <strong>chart of accounts</strong> reflects your revenue and expense categories.</li>
<li>Record each transaction with a <strong>date</strong>, <strong>amount</strong>, <strong>account</strong>, and a clear <strong>description</strong>.</li>
<li>Attach the <strong>supporting document</strong> (invoice, receipt, bill) to the matching entry.</li>
<li>Generate the <strong>reports</strong> by period and export them to the year's file.</li>
<li>Reconcile balances against the bank statement before closing each month.</li>
</ol>

:::tip
Close the accounting on a fixed day of the month. A routine close prevents backlog and keeps records ready for any review.
:::

## 4. Organize employee documents and records

Employment contracts, receipts, and key dates need to sit together per person. This helps you meet labor law obligations.

**Menu path:** *HRM*

<ol class="steps">
<li>Open <strong>HRM</strong> and register each employee with <strong>personal data</strong>, <strong>role</strong>, and <strong>hire date</strong>.</li>
<li>On the person's record, use the <strong>documents</strong> area to attach the contract, ID, and receipts.</li>
<li>Record <strong>leave, vacation, and training</strong> in the matching tabs.</li>
<li>Store workers compensation proof on the correct employee record.</li>
<li>Review records periodically to check whether any required document is missing.</li>
</ol>

## 5. Standardize consents and checklists

Collecting acceptances and following checklists the same way every time creates a consistent trail. A reusable form makes sure nothing is forgotten.

**Menu path:** *Form builder*

<ol class="steps">
<li>Open <strong>Form builder</strong> and click <strong>+ Create</strong>.</li>
<li>Give the form a <strong>Name</strong> (for example: Data consent or Onboarding checklist).</li>
<li>Drag in the fields: <strong>Checkbox</strong> for the acceptance, <strong>Text</strong>, <strong>Date</strong>, and <strong>Attachment</strong>.</li>
<li>Mark the essential fields as <strong>Required</strong> and click <strong>Save</strong>.</li>
<li>Use <strong>Publish</strong> and share the link; each submission is recorded with date and time.</li>
</ol>

:::related
contract, user-management, accounting, hrm, media-library
:::