In the second and third quarter of 2025, we focused on key enhancements to elevate the stability of our platform, deepen our commitment to compliance, and make our product more accessible for everyone. This article provides a brief overview of the most significant updates from the last quarter.

1. Penneo now produces its own Qualified Electronic Timestamps & Seal

Previously, we used a third-party provider, but following our certification as a Qualified Trust Service Provider under the EU eIDAS regulation, we’ve brought these services in-house. With these services, we ensure the integrity of signed documents and confirm the time of each signature.

This change brings greater stability and flexibility to the Penneo platform. The legal validity of your signed documents remains equally high and no action is required from you.

Read more about Qualified Electronic Timestamps and Seal in Penneo Sign

2. Accessibility improvements at Penneo Sign

We’re making Penneo Sign more accessible for everyone by aligning with the European Accessibility Act and the WCAG 2.1 AA standard. Accessibility means building digital experiences that are easy to navigate, see, hear, and understand, regardless of device or ability.

Our improvements include better colour contrast, clearer text alternatives for icons, smoother keyboard navigation, and support for screen readers and high-contrast modes. You’ll notice these changes in the signer experience, which now offers the same functionality in a more inclusive, user-friendly design.

Read Penneo’s accessibility statement for more details

3. Silverfin integration update: Add documents from Silverfin exports

We recently made an update to Penneo’s integration with Silverfin that enables you to add documents directly from Silverfin’s “Export” section. 

Previously, documents created in Silverfin’s “Export” section typically required manual downloading and uploading into Penneo. This update now streamlines that manual step in your workflow.

You can now add up to 5 documents from the “Exports” section in Silverfin to be included in the collection of documents you send to Penneo. This means less manual work for you, as documents can be added directly from Silverfin.

Watch the demo video to learn more about the integration update

We’re introducing the Usage Overview, a brand new analytics dashboard. This update is designed to streamline your access to key data, making your experience more cohesive and efficient.

The Usage Overview is an intuitive analytics dashboard, built directly into your Penneo account. It provides a comprehensive look at your organisation’s activity, covering:

• Key usage metrics such as completed signatures, active users, case file and document counts, along with performance trends.
• Details on signing methods usage and signing flows, and an overview of case file statuses.
• Insights into your top users by sent case files, and the number of forms sent (if the Forms add-on is purchased).
• Benefit from an improved date selection, which allows you to pick a specific month for your data analysis.

This new dashboard is designed to empower you with valuable data at your fingertips:

• It’s Free: This powerful analytics tool is now a complimentary part of your Penneo experience.
• Gain Full Visibility: Understand how your Penneo investment is being utilised across your organisation.
• Identify Trends: Spot usage patterns, identify potential bottlenecks, and optimise your workflows.
• Data at Your Fingertips: No longer rely on external requests; access your key usage data directly within Penneo, anytime.

For a more detailed overview of the Usage Overview and to see these improvements firsthand, please visit our Help Centre or watch this quick demo video.

The first quarter of 2025 introduced several enhancements to Penneo Sign—focused on improving performance, user experience, and cross-border signing capabilities. From a refreshed archive for signers to faster PDF uploads and new signing options for international stakeholders, here’s an overview of what’s new.

Need to collect signatures from international stakeholders? Penneo Sign makes it easy with international signing

Do you work with international board members, clients, or employees who can’t sign using local eID methods like MitID, BankID, FTN, or.beID? Penneo Sign now supports two new methods, ID Verifier and itsme®,  to help you collect secure, legally valid electronic signatures from anywhere in the world.

What’s in It for You?

• Reach More Signers: Enable secure signing for users without national eIDs.
• Choose the Right Fit: Both ID Verifier and itsme® signatures meet the eIDAS requirements for Qualified Electronic Signatures (QES). While ID Verifier is a global solution, itsme® is a solution that is available only in supported countries.
• Zero Manual Handling: No printing, scanning, or uploading—just smooth, digital signing via passport and smartphone.

Read more about international signing here.

.beID Now Available in Penneo Sign

You can now use .beID, Belgium’s national eID, to sign documents, access sensitive files, and log in to Penneo Sign—offering a secure and legally compliant signing experience.

How It Works

• Sign with .beID: Enable it as a signing method under Company Settings → Signature Settings. Signatures made with .beID qualify as Qualified Electronic Signatures (QES).
• Access with .beID: Use .beID to securely verify identity when accessing documents before signing. For added protection, combine with SMS verification.
• Log in with .beID: Users can log in and access their document archive using .beID when enabled.

Good to Know

• Desktop Only: .beID works on desktop devices only.
• Free to Use: Signing, identification, and login with .beID come at no extra cost.
• Secure & Compliant: All .beID signatures meet EU eIDAS requirements for QES.

Want to learn more? Visit our help center.

Refreshed Design for Signers’ Archive

We introduced a visual update to the signers’ personal archive in Penneo Sign to modernise the experience and improve usability.

The update didn’t change any functionality—signers still access their documents and features the same way—but the interface now has a cleaner and more intuitive look and feel.

Below, you can see a before-and-after comparison of the archive to get a glimpse of the new design in action.

Improved PDF Uploads in Penneo Sign

We’ve made uploading files faster, easier, and more flexible—so you can focus more on getting documents signed and less on waiting.

What’s new?

• Bigger files allowed: Upload PDFs up to 100 MB in the web app
• Faster processing: Reduced wait times for most documents
• Smoother experience: Especially helpful for large files with multiple pages, images, or charts

A quick reminder:

If a document exceeds 7.5 MB, it won’t be attached in the finalisation email. Instead, signers will receive a secure link to view it in the Penneo archive.

Outlook Plugin Support Phased Out

To simplify and strengthen the Penneo Sign platform, we made the decision to discontinue the Outlook Plugin. After evaluating its limited usage, we chose to reallocate resources to features that deliver greater impact for our customers.

As part of this phase-out:

• The plugin was removed from the Help Center and is no longer available for download.
• A limited maintenance period was introduced, during which only critical issues – such as security vulnerabilities were addressed.
• Full support ends on April 30, 2025, after which Penneo will no longer provide updates or fixes.

Existing users may continue to use the plugin at their own discretion, though we recommend switching to the Penneo Desktop App or the web application for a more reliable and future-proof signing experience.

Working with board members, clients, or employees who can’t sign with local eID methods like MitID, BankID, FTN, or .beID? Penneo Sign supports three signing methods to help you collect secure and compliant signatures. No printer or manual upload needed.

What Is International Signing?

Penneo Sign supports international signing with three methods:

• ID Verifier
• itsme®
• AusweisApp

Depending on the method, signers can use their passport or German ID card to sign, eliminating the need to upload or draw signature images, or physically handle printed documents. The signatures you receive still maintain strong legal validity.

Is International Signing the Right Solution for You?

The following international signing methods are ideal for organisations that:

• ID Verifier: Work with international signers, such as board members, clients, or employees, who don’t have access to national electronic IDs supported by Penneo (i.e., MitID, MitID Erhverv, BankID NO, BankID SE, FTN, and .beID)
• itsme®: Work with signers located in the EU but don’t have access to local electronic IDs supported by Penneo
• AusweisApp: Work with signers in Germany who may not have access to a passport, or who prefer to sign with their government-issued eID

Which Option Fits Your Needs?

Check our Legality Guide to determine which signature type best fits your business needs.

Need More Information?

• How to enable international signing methods: Account admins can enable ID Verifier, itsme® and/or AusweisApp as signing methods under Configure → Company → Signature Settings.
• Signatures made using ID Verifier, itsme® or AusweisApp will cost an additional 12 DKK / 18 SEK / 18 NOK / 1.7 EUR per signature line. If needed, you can always disable these methods under Company Settings.
• How to sign with ID Verifier, itsme® or AusweisApp: Learn more here.

Stay up to date with the latest enhancements in Penneo Sign! In the second half of 2024, we introduced new features and improvements to make document signing even more secure, efficient, and user-friendly. Explore the updates below to see how they can benefit your workflow.

Removal of the “Client” Field in Penneo Sign

As part of our ongoing efforts to optimise Penneo Sign, we evaluated several features introduced on a trial basis. One such feature was the “Client” field in the case file creation form.

After assessing its usage and gathering feedback, we found that the field was rarely used and did not add significant value to the workflow. To streamline the user experience, we removed the “Client” field on September 2, 2024. This change had minimal impact on daily operations while simplifying case file creation.

Send automatic messages in signer’s preferred language

With the new “Language per Signer” feature, you can now choose the language for each signer to receive default signature requests, reminders, and case file updates.

This is especially helpful when some signers prefer a different language than the one you’ve set for the case file.

Note: If a signer is set to receive a custom request message, the language and content of that custom message will remain unchanged, even if you choose a preferred language for them.

Automate Workflows with Penneo Sign and Caseware

Penneo Sign integrates with Caseware, enabling auditors and accountants to digitally sign documents directly within their audit and accounting workflows. This integration ensures a secure, compliant, and efficient signing process, reducing manual work and simplifying document management.

Key Benefits

• Send and sign documents seamlessly within Caseware
• Ensure compliance with legally binding electronic signatures
• Automatically store signed documents for easy access and audit trails

With Penneo Sign and Caseware, firms can improve efficiency, enhance compliance, and maintain full control over their document workflows.

Learn more about the integration here.

Effortless KYC and digital signing in one solution with Penneo and Ratios

Simplify compliance and document workflows with the Penneo and Ratios integration. Manage KYC, digital signing, and document storage seamlessly in one platform.

How It Helps You

• Automated KYC workflows – Create KYC cases in Ratios and let Penneo handle the process without duplication.
• Integrated digital signing – Send agreements for signature directly from Ratios, with automatic document updates.
• Real-time compliance tracking – Monitor KYC status and signed documents in Ratios.
• Secure & compliant – Ensure AML compliance with automated KYC checks and GDPR-compliant digital signatures.
• Optimized workflows – Reduce manual work, improve efficiency, and simplify task management.

Learn more about the integration with Penneo and Ratios here.

Stay up to date with the latest enhancements in Penneo Sign! In the first months of 2024, we introduced new features and improvements to make document signing even more secure, efficient, and user-friendly. Explore the updates below to see how they can benefit your workflow.

SMS verification: Added layer of security in document signing

We have introduced SMS verification as an additional security measure in Penneo Sign. This feature ensures that only the intended recipient—verified through their phone number—can access and sign documents.

Key Benefits

• Enhanced Security – Reduces the risk of unauthorized access, particularly for Simple Electronic Signatures (SES) or signing requests sent to shared email accounts.
• Global Accessibility – Works with all international phone numbers, providing a flexible solution for users without local eIDs.
• Improved Data Privacy – Strengthens GDPR compliance by ensuring only authorized individuals can access sensitive documents.

Learn more about SMS verification here

Document viewing and signing restrictions (UX changes)

What’s New?

• A refreshed recipient settings interface for an improved user experience.
• An updated signer experience, where recipients enter a six-digit SMS code before accessing documents.

Learn more about document viewing and signing restrictions here

QES with itsme® now available in Penneo Sign

Penneo Sign now supports Qualified Electronic Signatures (QES) via itsme®, ensuring the highest level of legal validity under the EU eIDAS regulation.

What’s New?

• Security setting updates: Signed documents can only be saved in the Penneo archive if the Security setting is enabled. Otherwise, signers receive them via email.
• New signer flow: Signers interact with the itsme® app twice—first to share their qualified signing certificate, then to confirm their signature.
• Belgian social security number validation discontinued: SMS verification is now available as an alternative.

Learn more about QES with itsme®

Penneo Sign now integrates with M-Files

Penneo Sign now integrates with M-Files, allowing businesses to digitally sign documents directly within their document management system. This integration ensures a secure, compliant, and efficient signing process, eliminating manual steps and simplifying document workflows.

Key Benefits

• Send documents for signing directly from M-Files
• Ensure security and compliance with legally binding electronic signatures
• Automatically store and manage signed documents in M-Files

With Penneo Sign and M-Files, businesses can optimise their document workflows while maintaining full control over signed agreements.

Learn more about the integration here.

Simplify signing processes with Penneo Sign and Instaclause

Penneo Sign now integrates with Instaclause, enabling businesses to digitally sign contracts as part of an automated contract management workflow. With this integration, users can create, edit, and send contracts for signing directly within Instaclause, ensuring a seamless and compliant process.

Key Benefits

• Generate and send contracts for signing in one streamlined workflow
• Ensure compliance with legally binding electronic signatures
• Automatically store and manage signed contracts

With Penneo Sign and Instaclause, businesses can accelerate contract execution while maintaining full control over their documents.

Learn more about the integration here.

In our continuous efforts to enhance the security and efficiency of your digital signing experience, we’re introducing SMS verification: an access restriction method that allows you to safeguard your documents by controlling who is authorized to view and sign them.

The introduction of SMS verification also brings a refreshed appearance to recipient settings for viewing and signing documents when creating case files. 

Why SMS Verification?

• Enhanced Security: SMS verification allows only the intended recipient with the specified phone number to view and sign the documents, reducing the risk of unauthorized access. It adds an extra layer of security especially for use cases such as Simple Electronic Signatures (SES) or when a signing request is sent to a shared email account.
• Global Functionality: SMS verification works with all global mobile phone numbers, offering a flexible and convenient verification solution for international signers that do not have access to local eIDs. 
• Data Privacy: SMS verification enables increased GDPR compliance by protecting sensitive documents, ensuring that only the authorized individuals can access and view documents.

What’s New?

• User Interface Enhancements: With SMS verification, signing and viewing restrictions for recipients get a visual refresh. This is purely a design update and no existing functionality is changing as a result, other than the inclusion of SMS. We are also introducing new tooltips in this section to guide the users better. 

• Changes to Signer Experience: When SMS verification is enabled, signers need to enter a 6-digit code which they will receive as a text message. This step occurs before a document can be viewed. After their identity is confirmed, signers will have access to existing signing methods as configured: eIDs and SES. 

Learn More

For a full guide on how to enable and use SMS verification, visit our Help Center.

We are excited to announce that Penneo Sign now supports Qualified Electronic Signatures (QES) through itsme®’s signing service. As of April 2024, all signatures made with itsme® in Penneo Sign meet the highest level of legal validity under the EU eIDAS regulation.

What’s Changing?

Signers can only choose to save the signed documents to their Penneo document archive when you have enabled the Security setting on the case file.

• When the Security setting (also referred to as “Sensitive”) is disabled, signers can only access the signed documents via email.
• Your company admin can choose a default value for the “Sensitive” setting in the company settings.
• As the sender, you can always access the signed documents in your Penneo customer account.
• Signers will interact with the itsme® app twice in a row to sign documents

Signers will interact with the itsme® app twice in a row to sign documents.

• First to share their qualified signing certificate with Penneo.
• Then to confirm the signature of the specific Penneo documents. 
• This all happens in a single seamless flow, as shown in this demo: 

Validation of Belgian social security numbers will no longer be available. As an alternative, we introduced SMS verification. Read more here. 

Learn more

You can read more about QES with itsme® here and check out the following articles from our blog: 

• Signing Documents Digitally in Belgium with itsme®
• How to check the validity of a digital signature
• Electronic Signature and Electronic Seal Standards

The following changes will take effect on Wednesday, November 1st, 2023, at 9 a.m.

MitID signatures with Name and Address Protection (NAP) will be rejected by default in Penneo Sign

If your signers try to sign with MitID and they have Name and Address Protection (NAP) enabled in the CPR register, they will be presented with an error page informing them that they need to contact the case file owner – unless you have allowed an alternative signing method.

This update is meant to ensure that the signer’s name is always visible in the signed documents.

To this end, you can allow your signers to sign using an image of their handwritten signature instead – which the Danish Business Authority recognizes as valid for annual reports and exemption statements.

How to enable SES via Image Upload

To allow your signers to use Simple Electronic Signatures (SES) via Image Upload, this signing method needs to be enabled at a company level by an administrator

Once you have enabled SES at a company level, your signers who have MitID with NAP will be able to use SES Image Upload to sign (even if this signing method had not been enabled individually for them during the case file creation process).

Do you want your signers to sign using MitID with NAP, nonetheless?

Digital signatures made via MitID with NAP are legally valid in most cases. Although the signer’s name is hidden, in the event of a dispute over the validity of the signature, public authorities can still access the CPR register to confirm the identity of the signer based on their unique MitID serial number.

Therefore, if you want, you can still let your signers use MitID with NAP by enabling MitID with protected name as an allowed signing method in your company settings.

If you enable MitID with protected name as an allowed signing method, the signers will still see a warning that their name won’t be included in the document. They will have the option to choose another signing method (if available) or use MitID with CPR confirmation. If they choose MitID with CPR, they will be asked to repeat the MitID identification process and type their CPR number.

The resulting digital signature will appear in the final document in an anonymized form, as shown in the image below:

When opening the signed document in Adobe Reader, you can click on the paperclip icon to see the signature files as attachments, but the name of the signer will still be anonymized.

You can check the validity of the signature and the identity of the signer using Penneo’s Validator.

Summary

Signers using MitID with NAP will see an error message when they try to sign. To ensure they can sign, please enable SES Image Upload or MitID with protected name in your company settings.

Please keep in mind that Penneo does not recommend enabling digital signatures made using MitID with NAP, as some parties – including the Danish Business Authority – require the signer’s name to be visible in the signed documents.

Should you have any questions on the updates above, please don’t hesitate to contact our support team.

If you work in an organization that uses Local IdP, you can now use your Local IdP credentials to log into Penneo Sign, validate your identity, and sign documents while representing your company.

• What does this mean for you as a Penneo Sign customer?

Local IdP will be enabled by default as an allowed login and signing method in your Penneo account if you have MitID enabled.

If you want to start using Local IdP as a login method, you’ll need to log into Penneo with your existing credentials and add Local IdP as a login method.

If your signers have access to MitID Erhverv, they will now have the option to choose between their MitID Erhverv and Local IdP when signing a document sent via Penneo.

If you use the Access Control feature to restrict access to documents, your signers will now be able to use Local IdP to identify themselves and access the documents.

• Why did we enable Local IdP as an identification and signing method?

At Penneo, we want to help you meet your internal security requirements. We understand that your company might have chosen to employ Local IdP for user authentication, and we want to allow you to use it in Penneo as well.

Additionally, NemID Medarbejdersignatur will be discontinued on the 31st of October, 2023. Therefore, we recommend that customers using Local IdP start using it with Penneo before that date.