Best Electronic Signature Software For Business Documents: The world is quickly adopting digitalization and replacing paper-based processes with more efficient electronic options. This transformation includes many uses, including official documents, exams, payments, and online document signing.
Using a pen to sign documents needs to be updated. The COVID-19 pandemic has made remote work more common, increasing online document signing as the leading choice. Using traditional signatures for personal and business purposes is impractical, especially when dealing with people far away.
Physical signatures can be a hassle because they require in-person appointments and additional steps like scanning, printing, mailing, or faxing the document. This process is long, takes up much time, and requires much effort.
Esignature software is helpful in this situation! It makes things easier and saves you time. If you want to boost your productivity and streamline your workflows without dealing with the problems of traditional signatures, now is your opportunity.
What’s an Electronic Signature?
An electronic signature, also known as eSignature, is a coded version of a signature that shows agreement to an electronic contract or document. Electronic signature software refers to the software that allows individuals to sign documents online.
You can easily upload a document from your computer, tablet, or smartphone and share it with multiple people using the software. It allows them to sign it online instead of following the usual process.
Electronic signature apps make it easy to collect and store signatures. You can add entry forms to your documents.
Don’t worry about security; these software types let you verify the signature and protect all data with strong encryption. Software providers who are good at work can also provide additional security features like audit logs, authentication, and more.
For instance, you could have used your mobile or tablet to sign your name when receiving a package from a courier service. What is an eSignature?
Some use cases:
- Sales contracts
- Supplier or vendor agreements
- Fresh customer forms
- Customer approvals
- Change orders
- Employee onboarding
- Legal documents like intellectual property linens
- Age verification and parental consent
- Non-disclosure agreements and channels
Are e-signatures Legal?
Are eSignatures legal? This is a common question that many people have.
Electronic signatures are legally valid.
In 2000, the US passed the ESIGN Act, which made eSignatures legal for virtual use. Europe’s elDAS and other regions around the world did the same.
Companies and solopreneurs no longer need to be restricted to using paper contracts.
How Does Electronic Signature Work
Signing a digital document creates a special code as part of the electronic signature process. This code helps keep your signature unique and unidentifiable. It consists of letters and numbers. So, the document cannot be changed even if someone tries to copy your electronic signature.
Digital signatures are a specific kind of electronic signature that use the Public Key Infrastructure (PKI) protocol. The provider needs to generate two long numbers or keys to use PKI. It’s a math process with two keys: public and private.
A signer uses a securely stored private key to create the signature when signing documents electronically. Like a cipher, the mathematical method creates a hash from signed text to encrypt it.
A digital signature is the encrypted result of data. The signature marks the time and becomes invalid if the document changes after signing.
To send a digital signature, follow these steps:
1. The sender selects the file to be digitally signed within the document platform or application.
2. The sender’s computer generates a special code for the file’s content.
3. The sender’s private key encrypts the value to create a digital signature.
4. The recipient gets the original file and the digital signature.
5. It makes the process easy and secure.
How can it help your business?
E-signatures are becoming extremely popular. Forbes predicts that the e-signature market will grow at a rate of 26.6% annually until 2030.
What’s the reason?
Let’s understand.
Speedy workflow to save time
With eSignature, documents can be assigned instantly online, saving time. You don’t need to wait for the person to arrive and sign it, which slows down work by delaying tasks for a long time. This technology is an excellent help for healthcare and other essential businesses that require quick approval.
Increased convenience
Traveling to faraway places to seek approval seems like an old practice now. With the internet and eSignature software, you can quickly get approvals, making things more convenient for everyone involved.
Eco-friendly
Every year, a large amount of paper is used in paper production, which harms the environment. Choose to go paperless to help save trees and protect the environment. Doing so can ensure that future generations inherit a greener and healthier ecosystem.
Save resources
eSignatures save time and money. Save your resources by avoiding travel expenses and unnecessary purchases of ink and paper. By digitizing documents, you can also free up employees who were previously responsible for scanning, printing, and delivering them. It allows them to focus on other essential tasks.
Now you know how choosing eSignature over physical signatures can greatly benefit you with simple things.
Difference Between Electronic Signature and Digital Signature
Digital and electronic signatures are used to authenticate and sign digital documents, but they have essential differences. The differences are related to technology, security, and legal consequences. Here are a few essential differences between the two:
1. Technology & Security
Electronic signatures rely on various technologies, such as typing one’s name, using a stylus or finger to create a signature, or capturing an image. One example of it is scanning a handwritten signature.
Additionally, it offers a basic level of security that can be taken away or faked. Additionally, it typically does not employ strong encryption techniques found in digital signatures.
Digital signatures use two keys and asymmetric cryptography. There is a private key used for document signing. The second public key is used to verify documents.
To enhance security, digital certificates, hashing, and encryption are used to verify the authenticity and integrity of the document, making it more secure. Additionally, digital signatures offer a robust defense against tampering because any changes made to the document would make the signature invalid.
2. Authentication
Electronic signatures rely on various authentication methods, including entering a name and using a password, username, or biometric. Verification levels vary, so it only sometimes ensures a strong link between the signer’s identity and their signature.
A digital signature connects a signer’s public key and identity with the signature using digital certificates from reliable Certificate Authorities (CAs). It provides a dependable and steady method to verify the signer’s identity.
3. Legal Validity
Electronic signatures are legally valid in various countries, but providing additional evidence of their validity and purpose is important. However, digital signatures are usually more legally binding because they provide cryptographic proof of integrity and identity.
Digital signatures are used to verify identity and ensure document integrity. They are legally accepted in various countries. Also, it is legally binding for any transaction.
4. Use Cases
Electronic signatures are commonly used to sign contracts, complete online forms, and confirm email receipts. It’s suitable for transactions that need less security and are not very sensitive.
Digital signatures are strongly suggested for secure transactions like email exchanges, financial transactions, legal contracts, and government documents. This signature type is commonly used to verify the document’s authenticity, and the signer’s identity is crucial.
5. Verification
Electronic signatures verify the identity and intention of the person signing. But it may not provide the same level of cryptographic proof as digital signatures.
Digital signatures use cryptography to verify the signer’s validity. Additionally, if applicable, the document includes its integrity and timestamp.
6. Cost and Complexity
Electronic signatures are known for being simple and cost-effective to use. This signature is perfect for essential use because it’s cost-effective.
Digital signatures can be expensive due to the need for complex setup and authorization from Certificate Authorities (CAs).
Deciding on signature types depends on a few key factors. Consider your specific goals, the level of security you need, and your compliance obligations.
12 Best Electronic Signature Software for Business Documents
Here we list some of the best electronic signature software for business documents.
1. signNow
Signing documents online is made simple with signNow. This platform allows you to create electronic signatures for different purposes, helping to enhance your productivity. Easily send documents to multiple recipients for signing or sign your own files with just a few clicks. The eSignatures API is powerful and easy to use. It allows you to quickly add signatures to your website or app.
You can easily create a unique link for signing documents, add optional payment sections to your forms, and personalize the messages sent for signing invitations. Include a carbon copy (CC) for recipients who may require notifications, along with an expiration date. signNow will notify you if a recipient declines to sign your document.
This system meets the requirements of PCI DSS, GDPR, HIPAA, SOC 2 Type II, and 21 CFR Part 11. It also has advanced threat protection features. The RESTful API of signNow is excellent and can be easily integrated with other tools.
Website: https://www.signnow.com
2. Nitro Sign
Make your prospects’ eSigning experience easy and convenient with Nitro Sign.
It removes usage tiers and overages and doesn’t charge per signature. Nitro makes eSigning easier for documents like contracts, spreadsheets, forms, blueprints, and more.
It works on different web browsers and mobile devices. Nitro Sign is safe and follows US eSignature laws. It helps people work together efficiently by sharing and reviewing documents online and making notes in the cloud.
Invite others to comment on documents and track workflows with analytics and real-time notifications. Nitro Sign uses two-factor authentication, audit trails, and compliance certifications like HIPAA, SOC Type II, and Privacy Shield to keep your documents and data safe.
Improve your projects and enhance customer experience by quickly creating, combining, converting, and editing PDF files on your device. Therefore, it reduces human errors in the process.
Website: https://www.gonitro.com
3. Adobe Sign
You might also consider using Adobe Sign. This tool makes sending documents as easy as sending emails. To send a file, upload it, enter the signer’s email, and click ‘send.’
The signer can quickly sign in by clicking the link you sent using any device like a smartphone or computer. You don’t have to sign up or download anything with Adobe for your convenience.
You can quickly check the status of your signature, send reminders, see detailed audits, or cancel your transaction requests. Adobe Sign integrates with various tools, allowing you to easily send documents from platforms such as Microsoft 365, Dropbox, Box, and more.
It meets security standards such as PCI DSS, SOC 2 Type 2, and ISO 27001. The software supports various file formats such as Adobe PDF, MS Word, Excel, PowerPoint, Text, WordPerfect, and graphics like PNG, GIF, JPG, JPEG, TIF, and BMP. It also works with HTML and HTM files.
Website: https://www.adobe.com/sign/electronic-signatures.html
4. PandaDoc
Use PandaDoc to seal your deals easily and legally with convenient eSignatures.
Over 20,000 companies are already using this solution to save time and resources. PandaDoc is a tool for sending proposals, quotes, and contracts and collecting payments that need approvals.
You can use this solution anywhere and on any device to streamline work quickly. PandaDoc prioritizes security and ensures full compliance with UETA and ESIGN for its eSignature technology. They also give an electronic certificate for every signed document.
To avoid guessing, you can use document analytics and notifications. This will give you instant updates when your prospect opens or views and comments on the documents you’ve sent. They have over 200 professional templates that will make your business look impressive.
PandaDoc works with many integrations to help you work faster. Some examples of these tools are HubSpot CRM, Zoho, PayPal, Dropbox, and Slack.
Website: https://www.pandadoc.com
5. Zoho Sign
Zoho Sign makes e-signing easy and secure, allowing you to manage it from anywhere.
Firstly, it offers various signing options, such as drawing, uploading, and typing. You can save your preference, and it will be used unless you change it later.
It can be used for both in-person and mobile signing. The first option involves collecting signatures using your laptop or smartphone. Mobile signing refers to the process of using Zoho Sign’s iOS or Android apps to sign or send documents for signature while on the move.
The best feature is integrated document management, which makes it easy to transfer documents from cloud storage solutions like Google Drive, OneDrive, DropBox, Zoho WorkDrive, etc., to Zoho Sign. It also includes backups for added convenience. It works with popular formats such as PDF, JPEG, DOCX, and others.
Additionally, you have the option to include a note on the document, which can be either public or private. This feature allows for instant commenting to prevent unnecessary back-and-forth communication. Additionally, it includes a feature for checking the status of document signing and the ability to send reminders to expedite the process. With Zoho Sign, you can easily recall a document to make corrections or cancel the signing process.
You can customize your documents with logos, colors, and more to protect your brand identity. It also lets the recipient sign in their native language.
Zoho Sign allows businesses to create templates for common use cases. It can work with your current apps using plugins and REST API.
Zoho Sign uses AES-256-bit encryption to ensure a highly secure environment, similar to what banks use. Additionally, you have the option to use multi-factor authentication to enhance the security of your documents and accounts. With blockchain-powered timestamps, you can easily view the complete history of activities like sending, viewing, signing, and more. This ensures transparency and eliminates any chance of malpractice.
Signatures done using Zoho Sign are legally binding under international regulations like the ESIGN ACT, UETA, EIDAS, and others.
Website: https://www.zoho.com
6. Fill
This eSignature solution is currently considered the best and most comprehensive option available. Filling in PDFs and sending court-worthy signatures is likely the simplest way. Fill is excellent because it works on any computer, iOS, or Android device. It helps with using different platforms and making things accessible.
Users can feel confident and secure knowing that they are in good hands. Fill meets global security and privacy standards. They also prioritize security by following best practices. Fill is widely used in healthcare, law enforcement, real estate, and financial services industries.
Your data is stored securely with military-grade encryption and compliant with HIPAA. Users will be pleased to hear this. Fill provides users with intelligent analytics. It is helpful for many types of businesses.
Website: https://www.fillhq.com
7. Xodo Sign
Use Xodo Sign to automate client-facing and internal signatures and approvals. This tool makes signing secure and accessible on any device, benefiting businesses of all sizes.
The software has an editor with handy tools for quickly modifying, signing and sending documents. Eversign offers a user-friendly and robust JSON-based REST API for automating tasks.
The features of this tool are similar to what you’ve seen before, like templates, audit trails, in-person signing, integration, compliance, and more. They use 256-bit SSL encryption to ensure security and closely monitor their infrastructure.
It can schedule documents to automatically expire, permanently remove, or export them to a private location. You can have up to 25 members on a team or manage multiple businesses.
You can use it for free for up to 5 monthly and 3 API documents. Alternatively, you can use its paid monthly plans, which start at $9.99. These plans offer unlimited document usage and additional features.
Website: https://eversign.com
8. DocuSign
Speed up your work with DocuSign. It helps with contracts, offer letters, account openings, and invoices. Easily send and sign agreements online, securely, from any device.
Save time and money by avoiding repetitive tasks. Take advantage of their convenient features and impressive offerings. You can use it on Android, Windows, and iOS to work from anywhere.
Track the progress of your agreement and set reminders to get updates at each step. You can add standard fields like date and signature to your contract. Alternatively, you can create your custom fields and save them.
DocuSign lets users sign in 43 languages and send documents in 13 languages. Save time by storing frequently used documents and reusing recipient routing, custom fields, and other details. Standardize the process and streamline your workflow.
Easily connect and integrate eSignatures with your favorite tools and software using DocuSign. They support over 350 integrations and leading APIs, including Salesforce, Google products, SAP, and more. DocuSign’s strong infrastructure ensures 99.99% availability, which is crucial for your work.
DocuSign ensures high-security standards globally, including in the EU and US. It employs advanced encryption technologies to protect your data. No need to worry about security. It follows regulations like UETA, the US ESIGN Act, and EU elDAS. They keep detailed records of your documents.
Website: https://www.docusign.com
9. Docsketch
Docsketch is a free tool that makes signing documents faster and easier. It allows you to create electronic signatures intuitively. This tool is easy for anyone to use, regardless of skill level. It stores and safeguards your signed documents to prevent any unauthorized changes.
Docsketch complies with eSignature laws in both the US and globally. You can choose to have the signing process ask them one by one. By setting an order, the person involved will receive automatic notifications when it’s their turn. It will also show the number of people remaining to sign your document.
You can make a document into a template for easy access anytime. You get a detailed report with legal information when you sign a file. The tool can automatically detect blank lines in your files, making it easier to position the fields correctly. As a result, setting up documents to fill out becomes quick and simple.
With the ‘Send as Sales Document’ feature, you can quickly get approval for specific documents like bids, estimates, and proposals. Click the ‘Approve’ button to approve and follow the guided steps.
Website: https://www.signwell.com
10. SignEasy
SignEasy has been innovating for over ten years and has assisted over 35,000 organizations in automating their signature process using eSignatures. Don’t worry about printing, scanning, or faxing documents anymore. Instead, try this user-friendly tool that provides an excellent signing experience.
Use your finger, stylus, or mouse to add signatures to a document. Alternatively, you can upload a picture of your handwritten signature on paper. You can send documents to multiple people simultaneously, in parallel, or one after the other. You can allow people to sign in a specific order: one by one or all at once.
To review the progress of sent documents, check who still needs to sign them and who has already done so. Receive reminders through push notifications or emails and stay informed when an action occurs. Some other features are wide integration, compliance, global recognition, advanced security with fingerprint authentication, passcodes, and SSL certification.
It can handle file formats such as MS Word, Excel, PDF, Pages, PNG, and more. You can save your unfinished documents and come back later to make edits. You can also access the files offline. Quickly bring your documents from various sources like the cloud, SD cards, emails, and other apps.
The quality of its signatures is also high, just like physical signatures. You can use existing templates to work faster and add images, annotations, initials, custom fields, and email footers. SignEasy is available in 24 different languages. To be sure, you can try their free trial for 14 days.
Website: https://signeasy.com
11. HelloSign
Trusted by thousands of individuals and businesses worldwide, HelloSign is an effortless eSignature solution. Now, Dropbox owns it, allowing you to harness the power of both incredible platforms.
You can access it through a web interface, Salesforce add-on, or developer-friendly API.
You can reuse signature documents as templates and enjoy various features such as custom branding, signer attachments, team management, embedded eSignatures, and Salesforce integration. HelloSign is HIPAA compliant, so there is no need to worry.
Its pricing starts at $15/month when you pay annually. You can try HelloSign for free without providing your credit card information.
Website: https://www.hellosign.com
Conclusion
Electronic signatures are now necessary for both businesses and individuals in today’s world. Businesses widely accept it, and compliance regulations support it when dealing with clients from different countries. What are you waiting for? Sign now and speed up your workflow with signature software!
