Choosing the right digital signing tool is crucial for businesses handling sensitive documents that require legally binding signatures. The right software allows for the efficient digital signing of a variety of important documents, such as powers of attorney, letters of engagement, annual accounts, legal documents, and reports.
But how do you know which software is best for your business? Here are the top 9 features you should look for to ensure you get the most reliable, efficient, and compliant solution that fits into your existing digital ecosystem.
1. Legally binding digital signatures
Using pen, ink and paper when legally signing a document is time consuming and inefficient. A digital signing tool eliminates the hassle of arranging meetings or mailing and/or scanning documents back and forth. When selecting a digital signing tool, it’s essential to ensure that it provides legally binding signatures, also called Advanced Electronic Signatures (AdES) and Qualified Electronic Signatures (QES) compliant with the EU eIDAS regulation. These are accepted in a court of law unlike simple electronic signatures such a scribble using your finger or mouse or a picture of your signature. QES and AdES are legally binding by default and serve as a full replacement for traditional wet ink signatures, offering the convenience of remote signing without compromising on legal validity.
2. Using wide variety of eIDs to sign and confirm identity
You and your clients are already using eIDs in your work and private life. MitID, BankID and itsme® are widely adopted in their markets and industry standard, when confirming your identity digitally. A robust digital signing tool should integrate with major electronic IDs (eIDs) used in Europe. This allows signers to use familiar identification methods, making the signing process more convenient and secure.
3. Possibility of signing with passport
Some of your clients or collaborators might be based in a country that does not have an eID solution for them to sign documents with. Your digital signing solution should be able to support these international signers in another way. A digital signing tool should allow signers to use national ID documents like passports or national ID cards to identify themselves and sign with AdES or QES. This flexibility ensures that all signers, regardless of their location, can participate in the digital signing process seamlessly.
4. Sending documents for signing in the correct order
Many industries deal with complex signing scenarios, such as sales agreements, employment contracts, annual reports and more, requiring multiple signatures on multiple documents in a specific order. Look for a digital signing tool that supports these complex signing flows, allowing you to define who signs what and when. Automated notifications and reminders help keep the process on track so you don’t have to manually follow up with clients and can keep your deadlines.
5. Being able to sign on any device, anytime
A good digital signing tool should allow signers to access and sign documents from any device, whether it’s a desktop, tablet, or smartphone. With mobile adoption continuously rising, ensuring mobile compatibility enhances convenience and speeds up the signing process. You want your client to be able to sign at any time that is convenient to them.
6. Integrations with industry-specific software
For maximum efficiency, choose a digital signing tool that integrates with your industry-specific software, such as Silverfin, Caseware, AdminPulse, and M-Files. This allows you to create, manage and send your documents for signing directly within your accounting software, eliminating the need to switch between different applications and reducing the risk of errors.
7. Customise your client communication
Every business and individual is alert to the emails they receive. Including a message or customising the look of the email that is sent out with the documents for signing, can help create trust and quicker signing action. When you send out documents for signature, you should be able to tailor the email content to your signer’s language, add your branding and logo, making the message more trustworthy. Customisable templates help ensure that your signers recognise and trust the email, leading to quicker action.
8. Access control for extra security
Security is paramount when sending sensitive documents for signature. A reliable digital signing tool should offer access control features like requiring Social Security Number (SSN) verification or SMS access codes sent to the signer’s phone number only. This ensures that only the intended recipient can view and sign the document. Additionally, an audit log should provide a record of who accessed the document and when.
9. Digital archive for secure document storage
Keeping track and organising your signed documents can be difficult and not secure enough. Storing them in e-mails, file-sharing websites or folders on your desktop is not GDPR compliant. Your digital signing tool should include a secure digital archive where signed documents are stored in compliance with the GDPR. This ensures that your documents are organised, easily accessible, and safe from loss or damage, reducing reliance on physical paperwork.
In conclusion, selecting the right digital signing tool involves evaluating its compliance with legal standards, integration capabilities, security features, and user convenience. By focusing on these key features, you can ensure that your digital signing process is efficient, secure, and legally binding, meeting the high standards required in the auditing and accounting fields.
