Learn how to make electronic signature for companies

Nowadays, constant technological advances are perceived as essential elements for companies that wish to modernize their processes. management, such as the electronic signature for companies. 

After all, once the public has a better perception of the brands whose services are improved through the implementation of innovative digital tools.

In this sense, the electronic signature business document management stands out as one of the most beneficial solutions when it comes to growing a business. 

In fact, there are so many organizations adhering to the tool, that it would be correct to say that the electronic signature for companies is no longer a trend, but a reality that establishes itself in an undeniably solid and definitive way within the corporate scenario.

Even so, despite the fact that it is a growing format in the market, many people, including experienced managers, still have doubts about the use of electronic signatures for companies, not understanding its concept very well, how it works and its main benefits. 

To elucidate these points once and for all, we have produced this comprehensive guide. Read on!

What, after all, is the electronic signature?

Initially, we can define the concept of electronic signature as a form legal and efficient way to obtain approval or consent from someone through recognition that takes place electronically. 

Indeed, we can say that the electronic signature works – in a secure, verifiable and legally valid – as a modern and safe way to replace the traditional handwritten signature, mainly of documents e contracts.

Thus, all processes involved in manual signature of a document that include trips to registries or sending papers by post or motorcycle courier for an agreement to be signed can be dispensed with by purchasing an electronic signature, as everything takes place in a virtual space.

We add that this same principle is also valid for other forms of recognition, which can also be considered different electronic signature types. 

Some common examples are the biometric recognition, when you go to the bank and need to insert your finger into the ATM, or the tokens used to recognize the user identification of some Internet service, or even perform a login using a personal password.

Therefore, although in analog times the most common form of personal recognition was the signature (which, in some cases, needs to be notarized), this range is much more varied in age of electronic documents, which even facilitates the hiring of employees, suppliers and customers.

Especially nowadays, when a good part of the work is carried out via  home office, this is very beneficial, as it makes it possible for people not to need to be in your office to sign the documents that prove the new partnership or contract. 

They can be anywhere to sign them as long as they have access to the necessary tools.

💡 Tip! Need a free digital signature? Click here and create yours now!

What are the main benefits of electronic signature for companies?

There are several benefits offered by digital and electronic signature for businesses. Below, we highlight some of the main ones.

Reduced costs

Working with physical documents is still a recurring practice in many traditional companies, which do not realize how this involves a series of costs that could be avoided.

To begin with, printing physical documents involves a lot of investment in paper and toner for the printer – and the reflection of this on your billing can be too high.

Also, if signers can't get to your office or live in another city or country, you have to spend money on sending the paper to the person to sign and return it to you.

These processes do not exist in digital and electronic signatures, making them more advantageous in the sense financial.

administrative organization

When you start to have a lot of printed documents in your company's management, you need a place to store them. In some cases, a closet is enough, in others you have to reserve an entire room to store everything. Finding a single document among so many papers can take up a significant portion of your time.

In the electronic signature, you have a better organization since all the documents are sorted in the electronic platform, just do a search to find the one you need.

Agile

The advancement of technology and communication in recent years has made us all accustomed to faster and faster processes. With subscriptions, it couldn't be different.

O contract signing process which, when done traditionally, can take up to a few days – while, with electronic signature, this can be done instantly, facilitating an exponential increase in the number of hires per month.

Student Exchange

Even though the office is the central point of your work activities, you are not there all the time: there are times when you need to be away to take care of other matters, which previously represented an obstacle to face-to-face actions, such as document signature.

However, times have changed, with the electronic signature you can do it from anywhere.

Safety

It is extremely common for consumers to be afraid of buying a product or contracting a service from a company because it does not have a well-known brand or well-defined contracting steps.

After all, an agreement made via email exchange or merely verbal, without a contract, gives an impression of little Safety, making the person reluctant to go any further because they are not sure that they are in contact with a serious company.

On the contrary, the electronic contract makes the public feel more secure, since the signature allows all parties to be legally protected, and certain that each point raised in the document will be honored during the duration of the contract.

Less bureaucracy

Signing a physical document is very bureaucratic, especially when it requires notarized signature. This process is carried out with the purpose of guaranteeing the authorship of the signature made by a person who receives reinforcement of public faith, as the notary can affirm, in fact, that the signature belongs to the person constituted as signatory.

Thus, the contractual process ends up being very laborious for the parties, which contributes to some people leaving the contract aside in order not to have to go through all these steps that can delay the beginning of the agreed work.

However, as said, the right way is not to stop signing the document, but to do it in a more practical way, as proposed by the electronic signature that simplifies all this at the simple click of a button.

⚠️ Also check out these related articles ????

➡️ What is electronic signature API and how it benefits the management of a company
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➡️ Why You Need to Enter the Age of Electronic Documents Today

How to make electronic signature for companies by ZapSign

At first glance, electronic signature for businesses may seem complex to some. 

In fact, however, it is an extremely simple procedure, as you will be able to see by following the step-by-step that we will present now. As a basis, we will use the steps of the ZapSign platform.

1. Upload the document to the platform

First, convert the digital document to PDF format. If you have the document on Google Drive, just go to “File / Download / PDF Document”. If you have it in .doc format on your computer, you can use PDF converters like this.

Then, within the platform dashboard, click on “+NEW” to submit a new document. 

On the next screen, upload the document saved on your computer by clicking on “select document”. 

2. Determine the signatories

After entering the full name of the other people who will have to sign, click on “continue”, unless you want to use the advanced authentication feature.

When clicking on the button of the same name, the screen above will appear with the name, e-mail, authentication method, telephone number and role of the signatory (witness, sign to approve or to acknowledge receipt). It is also possible to require a selfie and ID.

There is also the option to position in which area of ​​the document the signature should be inserted. If you don't find it necessary, just continue without positioning.

3. Send the signature link to the parties

In this step, ZapSign will generate a link that you can send to your signers. The option “I want ZapSign to send signature links to signers” also allows you to send the link via email. 

When recipients receive the link and click on it, they see the following screen.

After clicking on “sign”, the platform asks signatories to enter their full names, emails and phone numbers. By doing so, they then agree to the privacy policy, and that's it: the electronic signature is successfully completed, and in just a few steps!

Now that you understand how beneficial the use of electronic signatures is for companies, how about learning more about ZapSign's electronic signature solution? 

Simple and practical, our platform can be used both from a computer and from a mobile device, in addition to being integrated with the main messaging applications on the market. To learn more about us, just click here!