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10 criteria you have to consider when choosing a provider for (qualified) electronic signatures

Martin Klappacher
Updated on 20.02.2023

Electronic signatures not only make for a better customer experience, but also for happier employees. E-signature enables transparent processes, saves a lot of time (and money), and speeds up internal and external business processes enormously - all important factors for companies of all sizes that want to develop (and grow) in a demanding business environment.

But not all e-signature solutions offer the same benefits. If you decide to use e-signatures to take the next step in your company's digital transformation (and gain a decisive advantage over your competitors), you should know what to expect from the vendor you trust.

#1 The provider of your choice offers maximum flexibility

a) You can sign anywhere there is Internet

Thanks to the cloud. With sproof sign, you can sign your documents quickly and efficiently from anywhere there is internet. No matter if you use a laptop, smartphone, tablet or even a standalone computer for this purpose. This will save you valuable time in completing the rest of your tasks.

b) All common e-signature standards are supported

QES, AES, SES – never heard of them? No problem, in this overview you will quickly and compactly learn everything you need to know about the different e-signature standards . sproof sign focuses on advanced electronic signatures (AES) and qualified electronic signatures (QES) to give you the best mix of maximum flexibility and legal bindingness.

c) Multiple documents can be signed with just a single release

Batch signature is the magic phrase – and it is one of the most popular features of sproof sign. This feature makes it possible to digitally sign any number of documents at once with just a single authentication. As a result, some of our customers sign thousands of documents almost effortlessly and with the least amount of manpower and time – month after month!

d) Different trust service providers are supported

As you can easily see on the European Union's eIDAS Dashboard , the list of approved trust service providers is constantly growing. As a result, one may have to identify and prove oneself again for different signature solutions if different trust service providers are used. sproof sign already supports a large number of qualified trust service providers and thus enables "real" cross-border digital signing. New providers will be added on an ongoing basis. Your preferred trust service provider is not yet supported? No problem, just contact us !

#2 The solution of your choice is self-explanatory

Highest usability is a matter of honor – we at sproof have only one goal: to develop the signature tool with the best usability on the (European) market. Your time is valuable (your nerves too), with sproof sign you can sign your documents quickly and easily with just a few clicks, without having to deal with complicated and confusing user interfaces. See for yourself – preferably right now, and completely free of charge.

#3 Signing as a team is of course possible

Whether internal, or external – sproof sign makes it easy to get signatures from multiple people and send reminders to sign. This can happen in a defined order, but it is also possible to have several people sign a document at the same time. No matter what your workflow looks like, with electronic signatures you can speed up your signature processes to the speed of light (at least almost)!

It's the little things that make our work lives easier. For example, in her review on OMR Reviews , when asked what problems she solves with sproof sign, Alissa writes, quote (translated from German):

Reminding my supervisors of signatures without having to be annoying myself.

Alissa, Assistant FH Startup Center
Salzburg University of Applied Sciences

#4 You can get started right away (now)

The decision has been made and you would prefer to sign (or have signed) digitally right away, but what's the catch? There isn't. sproof sign is a cloud solution that is ISO 27001 certified and can be integrated into existing IT infrastructures in less than two hours. It also offers comprehensive user, team and cost management as well as automated identity verification (Video-Ident) for qualified electronic signatures. With our solution, you can (have) your documents signed in the shortest possible time and have immediate access to your uploaded documents.

#5 Only you set the boundaries (where your documents are signed)

Compliance worries are a thing of the past. sproof sign is fully eIDAS compliant and complies with FDA 21 CFR Part 11. The latter is a Code of Federal Regulations that specifies the United States Food and Drug Administration (FDA) regulations on electronic records and electronic signatures (ERES). In addition, it is also possible to create signatures in accordance with the Swiss Zert-ES for legally binding digital signatures in Switzerland. This means that nothing more stands in the way of obtaining signatures worldwide!

#6 Comprehensive data protection is part of the digital DNA

Secure handling of your most important data is our top priority. All information is stored exclusively on ISO-certified European servers and processed in a 100% DSGVO-compliant manner. In addition, at sproof sign you can define yourself after which period of time your final signed documents should be automatically deleted.

Furthermore, internally at sproof we rely on strict technical and organizational measures (TOMs) to secure our customers' data and privacy.

#7 Integration is key, especially when it comes to digital tools for daily tasks

Therefore, sproof sign offers out-of-the-box integrations for the most important Office applications, such as Microsoft Teams, Microsoft Word or Google Workspace (Google Drive), but also industry-specific solutions such as ADVOKAT and DATEV are supported. In addition, Zapier support and a proprietary API enable integration with almost any existing application or workflow. With our flexible integration support, we are there to help you in word and deed.

#8 Talking about money (costs) – completely open and transparent

We save you a lot of money. sproof sign offers an absolutely transparent price structure that is individually adapted to the requirements of your company. This not only saves you up to 90% in costs compared to handwritten signatures, but also allows you to get the most out of this purchase. By the way, private use is completely free of charge!

As an aside, digital signatures are also extremely sustainable. For example, saving 500 sheets of paper reduces the consumption of 7.5 kilograms of wood, 130 liters of water and 26.8 kilowatt hours of energy. This not only saves you money, but also resources, making a positive contribution to the environment.

#9 You get the customer support you deserve

As a small dynamic startup, we can offer fast and personal support that you will look for in vain at large corporations (even the "personal contact person" is of little help there). At sproof, we actively respond to our customers' needs and you can count on us to provide fast and straightforward support for all your concerns.

#10 Your brand is always in the foreground

Of course, sproof sign seamlessly adapts to the appearance and corporate identity of your company by means of individual branding if required – and thus provides you with a recognition value. This looks professional and pleases both employees and customers. Did you really believe that the last point would say something different?

sproof sign is the highest-rated provider in the e-signature category on the independent evaluation platform OMR Reviews for Q3 and Q4 2023, as well as Q1 2024.