Electronic Signature System with QES
We build electronic signing systems for contracts, offers, HR documents and other files, tailored to your process. You get SES, AES or QES, signing order, templates, audit trails and integration with your CRM, DMS or contract management software.
Is an electronic signing system right for your process?
If a document is printed, signed, scanned and sent back, part of the process remains outside your systems. This makes it harder to track versions, send reminders to signatories and archive the completed contract.
A custom system is suitable for B2B companies, HR departments, and legal and accounting firms that work with recurring documents and more than one signatory. The workflow can start in a CRM, by email, through an internal request or in a DMS, and end with a signed file in the right archive.
What does the system include?
| Component | How it works |
|---|---|
| Simple Electronic Signature (SES) | Signing with a mouse, touch or stylus in the browser. Suitable for internal approvals, declarations and documents with lower regulatory requirements. |
| Advanced Electronic Signature (AES) | Strong authentication and a certificate based on the selected process, for example via email, SMS or additional identity verification. |
| Qualified Electronic Signature (QES) | Integration with Stampit, Borica B-Trust or Evrotrust through the available provider and the appropriate local or cloud interface. |
| Signing order | Sequential or parallel signatories, rejection with comments, deadlines, reminders and the status of each participant. |
| Templates and fields | Word or PDF templates with counterparty details, date, amount, initials and signature fields, without manually copying information. |
| Audit and archiving | Activity log, document versions, signing time and metadata for subsequent verification. |
| Mobile signing | Signing from a phone or tablet when the process requires it, including through integration with a mobile app or cloud signature. |
How does it connect to your other software?
The system can send events to CRM, DMS and contract management software via API or webhook. When a document is signed, the deal status is updated, a task is created, the file is archived with its metadata or the next step in the process is started.
For PDF documents, PAdES can be used, while XML or CMS containers use the corresponding signing format. If needed, a timestamp from a selected provider and validity checks can be added based on your requirements. The specific format, QES provider and storage method are agreed before development.
If you do not have an existing system, we connect signing to a new CRM, ERP or internal portal. See what custom software development includes and how we handle API integrations and software connectivity.
What do you get with the different options?
| Option | Suitable for | Includes | Price |
|---|---|---|---|
| Signing workflow | Internal approvals and standard contracts | SES or AES, templates, signing order, reminders, action history and basic archiving | €3,000-€29,300 |
| Integrated signing | CRM, DMS or contract management system | Everything in the workflow package, plus API or webhook, status synchronisation, metadata and automatic archiving | €3,000-€29,300 |
| KEP platform | Regulated documents and processes requiring a qualified electronic signature | Integration with your chosen provider, suitable signature format, audit trail, roles, permissions and a mobile workflow if needed | €3,000-€29,300 |
The stated range is an estimate for custom software. The price varies depending on the number of roles and document types, the selected KEP provider, the number of integrations, mobile access, archiving rules and the implementation approach.
How does the project work?
- 01Document and participant mapping
You describe which documents you sign, who creates them, who signs them, whether there is a specific sequence and where the completed files need to be stored.
- 02Choosing the signature level and provider
We determine where SES or AES is sufficient and where KEP is required. We check the available interface for Stampit, Borica B-Trust or Evrotrust, along with the requirements for local or cloud-based signing.
- 03Workflow prototype
We prepare a sample template, roles, screens, notifications and statuses. This lets you see what the employee will do and what the signatory will receive before we build all the modules.
- 04Development and integrations
We build the system, templates, permissions, audit log and connections to CRM, DMS or other software. Your team provides sample documents, access rules and technical data for the integrated systems.
- 05Testing and rollout
We test different roles, rejection, expiry, version changes, resending and failed signing. Once approved, we implement the live process and prepare brief instructions for the team.
What can go wrong with a different implementation?
- The signature is stored as an image rather than as a verifiable signed document.
- Signatories receive the wrong version because there is no version control.
- The CRM shows the contract as completed, but the file has not been archived in the DMS.
- KEP works on one machine but not in the actual workflow used by the other employees.
- There is no log showing who opened, rejected or signed the document and when.
That is why we start with the process, not the “Sign” button. Testing also covers failed scenarios because they are what reveal whether the system will be usable after implementation.
Frequently asked questions
What is the difference between SES, AES and KEP?
SES is a basic electronic signature, AES adds stronger identification and a link to the signatory, while KEP is a qualified signature provided through an authorised provider. The required level depends on the document and the specific process.
Can the system work with my existing KEP?
We check the provider, certificate type and available interface. For cloud-based KEP, we integrate via API; for local signing, we need to account for the token, card, driver and the signatory’s environment.
Can documents be signed from a phone?
Yes, if the selected signature and provider support it. The mobile workflow can use a responsive web interface, cloud-based signing or a dedicated mobile app.
What do we need to prepare for a quote?
Send sample documents, a list of roles, the required integrations and a description of the current process. It is useful to specify which documents require KEP, where they are currently stored and what should happen after signing.
Contact
Send a description of the process and a sample document through the contact form. We will review the required signature levels, integrations and scope so we can prepare a specific offer.
Frequently asked questions
- What is the difference between SES, AES and KEP?
- SES is a basic electronic signature, AES adds stronger identification, while KEP is a qualified signature issued through an authorised provider. The required level depends on the specific document and process.
- Can the system work with my existing KEP?
- Yes, after checking the provider, certificate and access method. For a cloud-based KEP, an API is used; for a local signature, we take the token, card and required driver into account.
- Can documents be signed from a phone?
- Yes, when the selected signature and provider support it. The mobile scenario can use a responsive web interface, a cloud-based signature or a mobile app.
- What do we need to prepare for an offer?
- You will need sample documents, roles, the required integrations and a description of the current process. Also specify which documents require KEP, where they are currently stored and what should happen after signing.
