Choosing the best electronic signature software

Choosing a new business tool can become a tedious task if we don’t have enough information. With a wide range of options available for all kinds of tools, the situation can overwhelm the person responsible for making this decision. When it comes to choosing the best electronic signature software, the situation is no different. In fact, not knowing what to look for is normal, a common reality faced by companies.

For this reason, at Viafirma we have decided to draw up a list of the main points you should take into account when choosing the best electronic signature software, understanding “best software” to be the one that best suits your needs. The list is based on an objective approach in which we have taken into account a series of essential elements that can make a difference for a company.

5 Factors that will help you choose the best electronic signature software

Among the different factors that can influence your choice of the best electronic signature software from the various options available, the most important are legal validity, security, whether it offers integrations, its design and its cost.

Recognition and legal validity: the basis of any proposal

Although there are several factors to consider when choosing good electronic signature software, without a doubt, the legal aspect is the factor you should consider above all others. In other words: does the software we are considering comply with any relevant standards in this area? If it does, this not only affects the country to which the company offering the software belongs, but also involves the country to which the company seeking to implement it belongs.

In Europe, the eIDAS Regulation is the most important regulation in this area: it defines the types of signatures (simple, advanced and qualified) and their legal effects. It is essential that the software complies with the legislation. If maximum legal validity is required, this is ensured by a qualified electronic signature, which is equivalent to a handwritten signature.

Encryption and software security to protect integrity

Given the growing threat of cyberattacks on users around the world, which has prompted companies such as Apple and Google to issue new security warnings, it seems clear that the more security measures we adopt in our daily activities, the better. This obvious fact also applies to electronic signatures because, although there are several solutions on the market, not all of them have security as one of their pillars.

In this sense, a good electronic signature tool not only complies with regulations, but also offers a number of additional features that serve as internal strengths:

• Strong cryptographic mechanisms to protect information.
• Guarantees the traceability of the process. Know who signed what, when and from where through an immutable record.
• Data protection. The provider must guarantee the privacy and security of business and personal data, in accordance with GDPR compliance.

Integrations with your work environment

The tools used on a daily basis, such as the one discussed in this article, earn extra points if they offer robust integrations that eliminate the need to constantly switch applications, copy and paste data, or download and re-upload documents, ensuring a smooth connection and reducing human errors.

Specifically, it is essential to integrate the software with key programmes such as CRM, as this allows documents and contracts to be sent directly from the customer’s profile and automatically archived once they have been completed by the parties involved. For the sales and customer service team, this automation can help them save time and focus on other tasks, making it a tool that is fully connected to the digital infrastructure.

Intuitive design and usability for administrators

Although we have so far focused exclusively on technical aspects, electronic signature software is still just that: a technological tool. For this reason, if we are drawing up a list of factors that will help us choose the best electronic signature software, we cannot overlook such an important factor as ease of use.

Usability in technological tools refers to how intuitive, accessible, and efficient it is for users to perform the task for which it is designed. To be an optimal tool, it must have been developed with a user-centric focus from the outset; incorporate a clear interface (be understandable and easy to use, with logical menus, buttons and workflows); provide feedback to the user on what is happening; and not require too many steps.

Applied to the sector we are discussing, some options could gain popularity if they are multi-device, use cloud solutions or local certificates.

Cost analysis

Finally, as with the purchase of any product or service, cost is a crucial factor. However, it is not the most important one, which is why we have placed it last on our list. Rather, we recommend considering it a final point once greater weight has been given to security needs, functionalities, or ease of use.

Understanding needs to make meaningful choices

There is no magic formula for choosing the best electronic signature software, just as there is no magic formula for making other business decisions. Choosing an option is not a goal in itself, but rather the beginning of a deeper journey to streamline internal processes and optimise workflows, providing an extra layer of security and allowing you to sign from anywhere, without the need to print or scan.

That’s why at Viafirma we go beyond simple digital signatures. We are committed to agile digital solutions that integrate a wide range of advanced features, designed to respond to the complexity of today’s business environment. Our approach focuses on agility and versatility, offering options ranging from batch signing to digital certificate management, always complying with the highest legal and security standards (such as the eIDAS Regulation). Interested in learning more about how we can help you? Book a meeting with our sales team today and take a step towards digitalisation.