Handover Protocols System with E-Signature
A handover protocols system replaces paper acceptance forms with a digitally signed document that is generated on site from a template, attaches photos as evidence and lands in a searchable archive in seconds. Both the technician and the receiving party sign on a phone or tablet right at the location, the protocol is locked against tampering with a timestamp, and the PDF is dispatched automatically to the client and accounting — no scanning, no lost forms, no dispute over who accepted what.
What the solution includes
We build it as custom software — the protocol structure, fields and workflow match your exact operation, not a rigid off-the-shelf product with a monthly fee.
- ✓Configurable protocol templates — acceptance, installation, repair, equipment, site handover; each with its own fields, mandatory checkpoints and automatic numbering by year and site.
- ✓E-signature for both parties — finger signature on screen, qualified e-signature or a remote signing link by email; every signature is bound to name, role, time and device.
- ✓Photo and video evidence — the technician documents before/after condition with annotated photos; files are embedded in the PDF and cannot be swapped later.
- ✓Locking and timestamp — once signed, the protocol becomes read-only, gets a hash and timestamp; any later correction is a new version with a full audit trail.
- ✓Searchable digital archive — filter by client, site, date, contractor or status; you find a specific 2022 protocol in 5 seconds instead of digging through binders.
- ✓Offline field mode — the mobile app works with no internet in a basement or plant; the protocol syncs automatically as soon as the device gets a signal.
- ✓Automatic dispatch and integrations — the signed PDF goes to the client by email, attaches to the deal in your ERP system and to accounting via API integrations.
Who it is for
A crew hands over an AC unit, elevator or machine and the client later claims something did not work. With before/after photos and an on-site signature the dispute is gone, and the protocol links straight to the warranty service system.
Apartment or site handover with dozens of remarks. Each item becomes a separate record with a photo and a fix deadline, and the final protocol is signed only when every remark is closed — no paper punch lists lost between acts.
Handover and return of a trailer, forklift, scaffold or rented gear. Condition at handover and at return is compared photo to photo, and damages are documented with the renter's signature before they leave the yard.
How we build it
We do not resell a SaaS product. The system runs on its own backend — protocols, photos and the archive stay with you, with no vendor lock-in and no per-document fee.
1. Analysis of your forms
We take the real paper or Word protocols you use today and break them down into fields, mandatory checkpoints, signing roles and numbering rules. The result is a 1:1 digital template your legal and technical leads recognize immediately, with no retraining of the crew.
2. Field mobile app
We develop an Android/iOS app where the technician picks a template, fills fields, takes photos, hands the tablet to the client for a signature and closes the protocol — the whole cycle takes 2-3 minutes. It works offline and syncs on first connection, so sites with no coverage are not a problem.
3. Signing and locking
We implement on-screen signing plus a qualified or remote e-signature by email for cases when the client is not on site. On finalize we generate the PDF, compute a hash and apply a timestamp — the document becomes immutable and every later version is traceable in an audit log.
4. Archive, roles and integrations
We link protocols to the client, site and deal in your business software, set role-based access and automate dispatch to client and accounting. The archive is full-text searchable with export for audit or tax inspection.
5. Testing and rollout
We run the system with one crew on real sites for 2 weeks, gather feedback, polish the templates and only then scale to all teams. Field training is 30 minutes per person because the interface mirrors the form they already know.
Why Saitami
Prices are fixed in EUR — no monthly subscriptions and no per-document fee. The system runs standalone or as a module of your business software; for service teams we combine it with service business software.
Frequently Asked Questions
Does the e-signature in the protocol hold legal weight?
Yes. An on-screen signature bound to name, role, time and device is an electronic signature under eIDAS / Regulation 910/2014 and is admissible as evidence. For higher-assurance cases (contracts, acts) we add a qualified e-signature or remote email signing with an audit trail. Together with photo evidence and timestamp locking, the protocol stands up in a dispute far better than a paper form.
What if the client is not on site to sign?
The technician finalizes their part and the system sends a remote signing link by email or SMS. The client opens the protocol, reviews the photos and signs from their phone. The protocol stays in "awaiting signature" status with a reminder until it is closed — nothing is lost and you have no half-finished documents in a drawer.
How much does it cost and when is it ready?
From €3,200 for a system with up to 3 templates, on-screen signature, photo evidence, searchable archive and a web admin panel. A mobile app with offline mode, qualified e-signature and ERP/accounting integration starts from €5,500. Typical implementation is 4-6 weeks. The only recurring cost is hosting — usually €25-€60 per month.
Who owns the data and can we leave later?
The system is a custom build on your server or cloud — the code, database and the full protocol archive are entirely yours. No vendor lock-in, no per-document fee, and you can export the whole archive as PDF and structured files at any time. You also receive complete documentation of the solution.
Can it connect to warranty service?
Yes. A signed acceptance protocol starts the warranty period automatically and links to a warranty service system. On a claim you see immediately when and in what condition the object was handed over, with signature and photos — no hunting for a paper form.
Digitize your handover protocols
Send us your current form and a short description of the handover process. Within 48 hours we prepare a demo template with e-signature and photo evidence, tied to a quoted price for the full system.
Request a demo protocol →Related services: custom software · business software · ERP system