World-class digital signature It is an online service that centralizes the sending, electronic signing, and control of documents, guaranteeing authenticity and legal validity across various devices, such as computers and mobile phones, with structured steps for uploading, defining signatories, authentication, and tracking signatures.
We live in times when digital technologies dictate the rules of the market. As a result, companies of all sizes and sectors are finding themselves needing to transform their work practices in order to adapt to this new reality.
The digital signature is one of the main solutions implemented by organizations in this scenario. Present in Brazil since 2001, with the creation of ICP-Brazil (Infrastructure of Brazilian Public Keys), the practice began to have greater adherence from 2019, in view of the legal obligation for companies with more than 5 employees and the exponential growth of the provision of services in a virtual environment.
The boost to the use of this type of technology in the market has generated demand for digital signature platforms – an essential resource to simplify the management routines of companies.
In this article, we will explain everything about how a digital signature platform works, in addition to bringing a complete step-by-step teaching how to use the ZapSign platform to perform your digital signature for free. Let's go?
Summary
- The concept of electronic signatures and their relationship to digital signature platforms.
- Definition of ZapSign's digital signature platform and its main differentiators.
- Compatibility with computers and mobile devices, as well as integrations with digital channels.
- Complete step-by-step guide to creating a free digital signature on the platform.
- Use of digital certificates and advanced authentication in PDF documents.
- Organizing the signature workflow with signatory order, reminders, and follow-up.
Quick facts
- The banking, financial services, and insurance sector accounts for approximately 26,2% of global electronic signature users, according to... Recent analysis on subscription adoption in 2025.
- The adoption of cloud-based digital signature services is influenced by technical, organizational, and environmental factors, as... empirical study using the TOE model.
- Users tend to perceive remote signatures as more usable, while token-based solutions are seen as more secure, according to... experimental research on the usability and security of digital signatures.
What is a digital signature platform and how does it work?
A digital signature platform is online software that applies electronic signatures to... digital documents, replacing manual paper signatures with structured authentication, legal validity, support for digital certificates, and control of the signature workflow between signatories on different devices.
How to use a digital signature platform step by step.
ZapSign has a proprietary electronic signature platform. Created in 2020, this solution came to facilitate the process of signing documents from a distance - which was fundamental, considering that the world was facing the apex of the Covid-19 pandemic.
With a user-friendly and functional interface, the tool offers a solution capable of simplifying the entire process, in order to collect signatures in less than two minutes, while completely guaranteeing the security and legal validity of the signed documents. Customization with your brand colors is also possible.
Another great differential of the ZapSign digital signature platform is the high level of compatibility and multimedia integration, which can be used both by a personal computer and by a mobile device.
The tool is also integrated with various digital communication media, ranging from traditional email and SMS to the main messaging applications, such as WhatsApp and Telegram – which allows you to subscribe from anywhere.
ZapSign has three different subscription plans – one free and two paid.
| Platform feature | Benefit for the company | How it appears in practice |
|---|---|---|
| Login and access to the dashboard | Centralization of the digital document flow | The user logs into the system and manages all contracts from a single dashboard. |
| Upload PDF file | Standardization and technical compatibility | The document is converted to PDF and sent for signature. |
| Definition of signatories and authentication | Greater control and legal certainty. | Inclusion of signatories and choice of methods such as digital certificates. |
| Sending via email, SMS and messaging. | Speed in collecting signatures remotely. | Subscription links sent through various digital channels. |
| Order of signatories | Organization of the approval workflow | Subscriptions follow the order defined in the panel. |
| Notifications and monitoring of steps | Real-time view of subscription status | The system indicates who has already signed and who is still pending. |
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➡️ Learn how to sign with a digital certificate
➡️ Understand what a digital signature verifier is for
➡️ Need a free digital signature? Click here and create yours now!
How to make a free digital signature through the ZapSign platform
Our tool has an extremely easy and fast process, especially if you follow our tutorial on how to do it. free digital subscription.
Step 1 – Log into the system
First, you must access the our website, and inform your login and password, to then be forwarded to the main page.
Step 2 – Generate a new document
Once you are logged in and inside the ZapSign dashboard, click on the “NEW” button to go to the next screen and generate a new document.
Step 3 – Upload the .PDF file
By clicking on “select document”, you will be able to upload the document to be signed.
This document must be in the format PDF – therefore, if it is in another format, you must convert the file.
The conversion can be done for free on several sites, such as, for example, this one.
Step 4 – Sign with digital certificate
To sign with a digital certificate, it's simple: after logging in to ZapSign and uploading the file, you must select the “Advanced Authentication” option.
Enter the names of the signatories in the field below “Who will sign”. If the signatories are already added to your contact list, click on the “Contacts” option to select and insert them. This option is located below the area for entering the names of signatories.
After defining the signatory, you must click on the “Authentication Method” option and click on the last option, “Digital Certificate”.
About this functionality, it is important to remember a few points:
- the use of this resource has a cost of R$ 0,50 per signature with digital certificate;
- it is not yet possible to position or edit the signature of the signer who will sign the document with a digital certificate;
- signatories with a digital certificate must necessarily be the last ones to sign the document;
- before requesting a signature via digital certificate by ZapSign, you cannot fail to check the validity of the digital certificate of the recipient of the document, or it will not be possible to use this authentication method in the contract.
Step 5 – Add your own signature to the document
If your own signature is also required for document validation, click on the “I will sign” option, enter your name there and tap on the “Continue” button to proceed to the next screen.
Step 6 – Sort between subscriptions and visas
On this screen, you must position in which document locations the signatures and visas must be inserted.
To do so, it is only necessary to click on the chosen space, right after the signatory's name, and choose between signature or visa.
From then on, signatures and visas will be displayed in the places you indicated, just as they usually are on a physical document. Then click on “Save and Continue” to proceed.
Step 7 – Generate and send the subscription links
The time has come to generate the subscription links. If contact with your signatory – regardless of whether they are a customer, partner or distributor – is made by WhatsApp, you must click on the button with the app logo and send the link directly to the person.
If the chosen medium is another, no problem: just go to the blue icon next to the link to copy it and, later, paste it wherever you prefer.
There is also the option to send your document by e-mail – after all, as it is a traditional form of digital communication, most companies adopt e-mail as a standard procedure.
In this case, tap on the “Enable automatic sending by email” option and enter the email addresses of the people who will be signing.
Step 8 – Sort the signatories
If it is necessary to establish a specific order for the signatures, this can be done easily via the “Order signatures” button. In this way, the order will be defined by dragging the names of the signatories on the screen to the appropriate positions.
Once this is done, each signatory will only receive their notification email, advising them to sign the document, when the previous signer has already signed it.
Step 9 – Finish the procedure
Finally, you can also create a personalized message to be sent along with the notification email, in addition to activating notifications with reminders for those who have not yet subscribed.
When all the steps are completed, click on “Submit and Finish” and that's it! The document was duly generated and sent to the respective signatories.
From there, you can follow the progress of the signatures, as your signers open the link and sign the file.
Step 10 – Your signers sign the document
Now that you've done everything you need to, the last step to be taken to sign the contract is no longer up to you, but to your signatories.
Once they have received the link to sign the document – whether by WhatsApp, email or any other means -, they just need to click on the link to open the document, read it very carefully and then, being in accordance with the terms set out therein, click on the “Subscribe” option.
On the next screen, some basic information from the signer will be asked for the purpose of verifying their identity: full name, email address and phone number.
Then, the signatory must click on "Continue" and sign normally, as if it were on paper - however, using the finger, mouse, capacitive pen or in the way that best suits the device used.
Then, just click “Finish” for the document to be signed. The signature will appear at the end of the document, in the signature report, and also in other places where you have placed it.
Frequently Asked Questions (FAQ's)
What is a digital signature platform?
It is an online service that allows you to send, sign, and manage digital documents with electronic signatures, guaranteeing authenticity, integrity, and legal validity, including the use of digital certificates and recording the signature flow between participants.
What is the difference between an electronic signature and a digital signature platform?
Electronic signature is the authentication method applied to digital documents. The digital signature platform is the software that organizes this process, centralizing the sending, collection of signatures, authentication, and tracking of documents.
What is the best digital signature platform for businesses?
The best platform depends on criteria such as legal security, compatibility with different devices, ease of use, integrations with digital channels, and automation features such as signatory order, reminders, and follow-up reports.
Where can I get a free digital signature?
It is possible to use digital signature platforms that offer limited free plans, allowing you to send a basic volume of documents, test authentication features, and validate the signature workflow before migrating to more comprehensive plans.
Is ZapSign reliable for signing digital documents?
ZapSign offers a legally valid platform, digital certificate support, signature registration, and document status tracking, meeting the security and control requirements of corporate routines.
Is it possible to sign digital documents using a mobile phone?
Yes. Mobile-compatible digital signature platforms allow you to open links sent via email or messaging apps, review the document, and perform the electronic signature directly from your mobile phone.
By following the steps in this guide, you will have no difficulty using our digital signature platform perfectly. To get to know the tool better, you can select the free plan and test it by clicking here!
Getúlio Santos is the CEO of ZapSign, a lawyer, technology enthusiast, and entrepreneur.
