What should a program for signing documents in large companies have?

Large companies handle a large number of documents daily that require the signatures of employees, clients, suppliers, and other stakeholders. These can include contracts, invoices, payroll, budgets, and documents related to internal training, among others.

Managing electronic signatures involves a series of challenges and risks that can affect a company's performance, security, and reputation. Therefore, it is essential to have a document signing program that adapts to the needs and characteristics of each organization.

In this article, we're going to talk about the qualities you should look for when choosing the most suitable one, focusing especially on those that can be used for managing  FUNDAE-subsidized training courses .

Signing documents on paper presents a number of drawbacks that can pose a risk to the company, and a suitable software program can solve these problems. Let's analyse them.

Saving time and money

The process of printing, sending, receiving, signing, and filing paper documents is slow, expensive, and inefficient. Time is lost waiting for documents to arrive; there is a risk of them getting lost or damaged, and unnecessary expenses are incurred for paper, ink, envelopes, and stamps.

A suitable SaaS solution allows you to send, sign, and receive documents instantly, without the need for printing or using postal mail. This reduces waiting time, eliminates paper costs, and optimises workflow.

Greater security and control

Paper documents are vulnerable to theft, forgery, tampering, and unauthorised access. Furthermore, it is difficult to track and control which documents have been signed, which are pending, and which have expired.

A good document-signing program ensures the security and integrity of documents through the use of encryption systems, digital certificates, timestamps, and electronic signatures.

Furthermore, it allows for complete control and visibility of documents, with information on the status, date, time, and location of the signature.

Ensure compliance with regulations

Paper documents may not comply with the legal and tax requirements of the relevant authorities. For example, they may lack legal validity, fail to guarantee the identity of the signatories, disregard personal data protection, or hinder auditing and traceability.

The document signing software complies with the legal and tax standards governing electronic signatures, both nationally and internationally. For example, it complies with the European eIDAS Regulation, which regulates electronic identification and trust services in the European Union.

Not all document signing software is created equal. Some may offer more features, greater security, or more flexibility than others. Therefore, it's important to choose the software that best suits the needs and characteristics of each company.

Some of the qualities that a good document-signing program for large companies should have are the following:

• Ease of use: It must provide a satisfactory user experience for both senders and recipients of documents. It should have an intuitive interface that allows users to create, send, sign, and manage documents quickly and easily, without requiring technical expertise.
• Compatibility and accessibility: It must be compatible with major document formats, such as PDF, Word, Excel, etc. Furthermore, it must be accessible from any device, such as computers, mobile phones, or tablets, and from any operating system.
• Personalisation and adaptation: It should allow the customisation and adaptation of documents to the image and style of the company, as well as to the preferences and needs of each user.
• Integration and scalability: The program must be able to integrate with the tools and systems the company already uses, such as email, CRM, ERP, cloud storage, etc. Furthermore, it must be scalable, meaning it can grow and evolve according to evolving demands and changes.

Within the document management of a company, we find the particular case of those that want to obtain the bonuses that FUNDAE offers for the training they provide to their employees.

For this situation, the software used must offer a series of added functionalities that allow the bonus application process to be streamlined and minimise errors with the maximum guarantees.

Therefore, at SoWeSign we have developed our corporate solution, specifically designed to meet the needs of large companies in this area. With Corporate, it is possible to

• Collect signatures from students and trainers using different methods: through the trainer's device, via a QR code, or by sending a signature request by email.
• Verify the signatures and request a correction if any anomaly is detected.
• Manage training sessions that were not initially planned.
• Automatically generate all documents required by FUNDAE.
• Integration with the company's ERP.
• Customise all aspects of the signing process.

And many other features that have earned it the trust of numerous prestigious large companies in several countries.

Want to explore them all? We make it easy – just request a demo whenever you like. Go for it!