To address this question,
we need to identify the difficulties that companies face during manual
invoices. For that, the administration staff needs to prepare the documents
and, after that, get approval from all stakeholders.
If someone suggests changes, they need to implement and again go for the same
process. Once it is done, the next procedure is to get the signature of all
physically. For that, either the document will be sent to each stakeholder and
got back at the end.
After finishing this task, the management will send copies of the original
document with the attestation to all. It is a long procedure, and companies
need to spend days in completion.
On the other hand, when we use a digital signature, we can get
the following benefits:
- The approval and signing
process can be completed on electronic gadgets like computers, tablets, or
smartphones. - The changes can also be
sent, and the management gets approval from all online. - All stakeholders are on
board and know how to create customized contracts and modify them. - The whole process can
hardly a few minutes if all stakeholders are online. - You do not need printers,
scanners, pens, and papers for completing the procedure. In this way,
management can save a huge amount of money. - These applications told the
users why to use E-Signature apps in the Covid-19 Pandemic. - The legal authorities and
officials consider a digital signature equivalent to a handwritten signature. - The stakeholders can also
use the hard copies of digital signature online PDF documents for consultation. - You can also send the
electronic documents through email or place on a cloud database. - Creating archives and
retrieving from there is also convenient and smooth. - You can also retain the
authenticity and integrity of these documents more conveniently.
Integrated
Workflow with Digital Signature
The integration process becomes easy and smooth, as the signing, processing,
transmitting, and approval can be managed from a central location. The
management can create customized contracts and take
approval immediately to start the process.
Moreover, the whole system is defined, and all are involved in it. All
stakeholders get notifications after every signature and approval. So, we can
say that customized contracts help businesses integrate the workflow more
conveniently.
Verification
of Digital Signature
The users can get the PDF files of the signed contracts from the management.
They can get the prints of these documents and consult the authorities in the
case of finding any discrepancies or issues in the procedure.
And if someone tries to modify or alter the signed contract, all stakeholders
will get the notification to keep monitoring the document. Other file formats
can also be used for these contracts according to the requirement of the
stakeholders.
If the task or project has been completed successfully, it will become part of
the archives and can be considered as a consulting document. If someone tries
to alter it after the completion, the system will also generate the message.
The electronic signature providers incorporate
this system to control the changes, as if they will allow it, any of the
parties can go for a lawsuit. These solutions also permit the recipient to
confirm the authenticity of the document independently if required.
The dependency of customized solutions
Customized solutions are dependent on numerous aspects. For example, the number
of signatories should be defined in the contract. The reason is that the
document cannot be a legally binding contract if all the signatories did not
sign the document yet.
The type of document and device should also be defined. Some applications allow
us to sign the document in a bunch. In this case, the time is also defined and
all the signatories need to sign the document in that period.
Some applications use third-party tools to help the users browse independently
by using a web interface of their choice.
Digital
Signature for managing business operations
To understand the use of electronic signature for business operations, we can
give an example of a finance department. The finance team generates numerous
documents like purchase orders, sales invoices, payroll receipts, and monthly
expenses and incomes.
For helping the finance department, electronic signature provides them the
opportunity to sign all these documents digitally and finalize the processing
in a short time.
The benefits of digital signature online solutions
- The management knows how to
manage electronic signature in Word document with an
electronic signature. - These solutions allow
automating the signing process without permitting the users to intervene. - You can also sign PDF
documents without any issue. - Some applications also have
a system that tells you how to create customized contracts by using
these applications. - For improving the security
of the contract, some applications ask you to get third-party certificates. In
this way, you can consider your documentation process the most secure one. - You can also create a log
through which the failures and successes can also be recorded during the
signing process.
The
Last word
Implementation of paperless processing by using a digital signature allows you
to automate the whole business system. With that, the expenses on paper, print,
ink, and courier can also be minimized. Moreover, ensured compliance,
authenticity, reliability, legal validity can also be confirmed.
