Is an electronic signature legal? Everything you need to know

Now this functionality is also available in Pipedrive CRM in the form of Smart Docs.

The use of electronic or digital signatures is legal and just as enforceable in court as handwritten signatures.

Electronic signatures are already accepted in more than 180 countries, which is also useful for sales teams working with international clients.

Electronic signatures are becoming increasingly popular as more and more people rely on digitalisation and are also switching to working from home.

However, there is sometimes a concern that electronic signatures are not legally binding and that documents signed in this way are not valid.

However, the legality of an e-signature is the same as the paper equivalent in most countries (but you should always check the latest legislation where you live and where your other signatories live).

Are electronic signatures and digital signatures different?

These terms are commonly used interchangeably, even though they serve similar purposes. Digital signatures are an advanced type of electronic signature.

It primarily offers:

• Advanced security and compliance features
• Have enhanced authentication features and backend tools to ensure authenticity
• They use an algorithm to create a digital fingerprint or private key unique to each document

Pipedrive 's Smart Docs tool now allows you to collect digital signatures (with public key infrastructure - PKI and certification for added security) specifically designed for sales.

5 benefits of digital signatures

1. Electronic signatures are generally legally enforceable.
2. Using this tool allows you to close deals efficiently and conveniently.

3. You save money - you reduce printing and paper costs and generally the cost of the lengthy approval process.

4. Advanced security controls protect your data and documents. Security is a high priority for any business.

5. An overview of the approval process. If you use Smart Docs, the signed contract is stored for the relevant business case in Pipedrive.

And how do you choose the right tool for your business?

There are a few general considerations to keep in mind when choosing an e-signature tool.

Business needs - How many users will need access to the documents? Will you need cloud storage? With Pipedrive Smart Docs, you have the option of a solution that fits the current needs of your sales team, but is ready to continue to adapt as requirements grow. The tools you choose should integrate easily with your existing systems, and the integration should be simple to get your team up and running quickly.

Other features to consider:

• Do you want to auto-fill documents? Smart Docs Pipedrive users can auto-populate documents. They can also create templates to automatically download product information from their catalog or from a custom Pipedrive field. This results in faster delivery of quotes and lower error rates due to less manual data entry.
• Give your entire team instant access? Templates and documents are easy to access. With Smart Docs, collect up to ten signatures on a single document.

• Can you integrate this tool with your existing systems? Look for a solution like Smart Docs with one-click integration with Google Drive, or even Microsoft OneDrive.

• Is the tool secure? Smart Docs includes decryption and encryption technology. The tool also uses authentication using identifiable data, including IP addresses. Once the necessary signatures are collected, the document is encrypted using a private key infrastructure and certification, as well as a time stamp is added.

Would you like to try Smart Docs in Pipedrive? Set up a free 30-day trial and the electronic signatures are yours.

Contact us: adela.hricova@davame.cz, tel.: +420 773 660 828