Online document signing makes it quick and convenient to sign documents digitally, using cloud-based platforms or online. Electronic signatures can be used by businesses of any size and are becoming standard practice across many different industries thanks to the boost to workflow, security, speed, and reduced operating costs that come with their use.
What Is eSigning?
Known as eSigning, the practice of using electronic signatures in place of traditional “wet” signatures has grown in use substantially over the past few years. In short, electronic signatures are digital versions of signatures used with specialised software to ensure the authenticity and validity. In general, eSignature or remote signing providers usually also integrate several other features for client convenience and ease of use.
Particularly in the UK, eSignature use has grown since the Land Registry changed to accept electronic signatures for conveyancing in 2020.
While the new adoption of electronic signatures by HMLR means that conveyancers are swiftly switching away from wet signatures, the reality is that the world is generally becoming more digital. Almost any company or business practice requiring documents to be signed can use electronic signatures, and there are several different companies that provide eSignature functionality.
Be aware that electronic document signing is not the same as legal document management software, although there may be some overlap with features.
With plenty of eSignature platforms out there, it might be time to consider the benefits of electronic signatures for your company, as they have significant advantages over wet signatures.
Why Use Document Signing Software?
The ability to receive, sign and send back documents without the need for printing and scanning drastically improves the workflow for many different kinds of businesses, their employees and clients. Businesses using digital signatures tend to perform better for their clients, especially if the signing process involves them directly.
It’s also worth noting that post-pandemic, with remote working more common than ever, the ability to sign documents online significantly improves internal and external workflow. Along with the workflow and convenience of digital signatures, there are other benefits to using eSignatures for business.
Most obviously, reducing the need for printing and scanning is more environmentally friendly thanks to the reduction in paper use. It’s also kinder on office running costs with less printer and ink usage and negligible postage costs.
Additionally, given the sensitive nature of many documents requiring a signature, digitising them provides greater security. Data is usually held by the eSignature software provider and stored in line with the strict GDPR guidelines.
The best document signing software will also carry data protection certifications that are externally audited, such as Cyber Essentials Plus and ISO 27001. Electronic documents sent and received via reputable eSignature providers are also less susceptible to fraud, giving clients and businesses increased peace of mind.
Best Software for Digital Signatures - Features To Look For
Finding the best eSignature provider isn’t necessarily a one size fits all approach. Each business will have features that are more important to them than others. Likewise, the various platforms also vary in terms of what they offer to their clients.
Despite the broad scope and the plethora of options, there are a few things to consider to help you decide the right fit for your business needs.
Integration
Since one of the main benefits of switching to digital signatures is the speed and convenience of workflow, it’s essential that any software integrates smoothly with existing software used by the business.
Most eSignature platforms are integrated via an application programming interface (API). This works like a bridge between two or more pieces of software, allowing them to talk to one another.
API integration is extremely common in software as a service (SaaS), meaning API integration is supported by many of the most widely used digital productivity tools.
Contact any eSignature providers you’re considering to ensure their product is compatible with any existing software used by your team. The best document signing software companies for small and large businesses will have in-house developers to help with any hiccups during integration.
Convenience
Switching to electronic document signing can be a significant change in workflow for a company, especially larger organisations. The more convenient eSignature software is to use daily, the less disruption there will likely be to workflow.
PDF documents have become one of the most commonly used file types for businesses, as they allow for use across multiple operating systems and device types. In addition, PDFs are harder to alter than word documents and can be password protected as well.
Since PDFs are so versatile and secure, they are the default file type for electronic signatures. However, it isn’t always the case that the document that requires signing is in PDF format, so make sure the eSignature software can provide a workaround for this eventuality.
While some eSignature software accepts multiple file types, these are often still limited in scope. Alternatively, a complete file conversion tool is sometimes packaged with document signing software, giving a more convenient and comprehensive solution.
Compliance
As a business, it’s important that you store any confidential data securely, following the latest guidelines and regulations. Failure to do so can result in expensive fines and a loss of confidence in your brand.
While there are general guidelines for online data protection, some industries, like conveyancing or other legal document services, may have additional regulations around data storage.
As eSignature integration will provide access to some client information and sensitive documents, you should choose a solution that has a responsible, compliant approach to the handling of data. Ideally, it’s even better if the data they hold is stored in the same country they operate in, as they will understand local industry-specific regulations.
Partnership
In most cases, how your business switches to eSignatures will be specific to your workflow and needs. Finding the right document signing software company will make switching from wet signatures significantly easier.
There are some big-name software companies that offer electronic signature platforms. Going for a name you know and trust can be tempting, but be warned. The larger companies are rarely flexible or responsive, meaning that if your documents are business critical, the best document signing software for small business needs is not always the same as for larger companies.
With the growing use of electronic signatures, there are many providers to choose from, and chatting with them is a great way of assessing how flexible they can be in working with your business. You want to find a provider that will work with your business in partnership rather than just sell you a service and move on.
A Quick Recap
Changing to electronic signatures comes with several benefits over traditional signatures. It can boost productivity, reduce costs, provide a better client experience, and help with data storage and compliance.
Which software is best for eSignatures for your company will depend on your exact needs, and with plenty of providers to choose from, it’s worth doing your homework.
On top of the criteria we’ve covered above, it’s worth calling and talking to a few providers (to see how quickly they can pick up a phone if you need help!) and checking reviews from other users. If your industry has specific requirements, such as conveyancer-certified electronic signatures (CCES), see if there are features designed with those requirements in mind.
Additionally, given the increased use of electronic signatures in workflow management, some software providers also include other productivity tools as part of the package with their software. It’s worth checking what additional productivity tools are included, as it might be a deal-breaker for you. It could save you from spending on additional legal document management software or other tools.
Legalesign
Legalesign is a fast-growing company that processes millions of electronic signatures every year. Based in Cambridge, UK, our focus is on providing a comprehensive, bespoke eSignature solution that fits various business needs.
Our development and aftercare teams are fully in-house and UK-based, meaning help with initial integration and ongoing support is just a phone call away.
Additionally, as a consultant during the HMLR process for accepting electronic signatures, our software fully complies with the CCES guidelines for conveyancers. Similarly, all our data is securely stored in the UK to further assist with ongoing compliance.
To hear more about our product features and how we might integrate with your business, give us a call today or book a free demo to see our eSignature software in action.
