Compliance and obligations: how to stay organized in ERP Instfy

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.

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.

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

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

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

1. Open User management and click + Create to register each person on the team.
2. Assign each user a role that matches their job (finance, HR, sales).
3. In Permissions, check only the modules the role needs and clear the rest.
4. Review the list periodically and deactivate users who have left the company.
5. Use the notes field to record when and why access was granted or removed.

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

1. Open Accounting and check that the chart of accounts reflects your revenue and expense categories.
2. Record each transaction with a date, amount, account, and a clear description.
3. Attach the supporting document (invoice, receipt, bill) to the matching entry.
4. Generate the reports by period and export them to the year's file.
5. Reconcile balances against the bank statement before closing each month.

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

1. Open HRM and register each employee with personal data, role, and hire date.
2. On the person's record, use the documents area to attach the contract, ID, and receipts.
3. Record leave, vacation, and training in the matching tabs.
4. Store workers compensation proof on the correct employee record.
5. Review records periodically to check whether any required document is missing.

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

1. Open Form builder and click + Create.
2. Give the form a Name (for example: Data consent or Onboarding checklist).
3. Drag in the fields: Checkbox for the acceptance, Text, Date, and Attachment.
4. Mark the essential fields as Required and click Save.
5. Use Publish and share the link; each submission is recorded with date and time.