How Small Businesses Can Boost Efficiency by Leveraging Electronic Signature Capabilities

Business transactions are shifting to digital patterns, and the security and reliability of the electronic signature have empowered businesses to digitalize their business documents.

Modern-day businesses are now not limited by boundaries, time differences, or physical meetings thanks to electronic signatures. The ability to sign documents online has improved customer experience, changed operation models, and the general work environment.

Multiple corporations and startups have embraced various digital technologies. The technological capabilities have nurtured a thriving digital culture for businesses, creating competitive advantages in the market. With these shifts, electronic signatures have become a popular and successful technological addition to companies. They have brought different departments together, enabling transactions to be completed anywhere in the world regardless of the time differences.

Understanding the Electronic Signature

An electronic signature resembles a real signature, but instead of signing it on paper, it is signed on a digital document such as a PDF file. Unlike traditional signatures, this signing mode allows users to securely and seamlessly authenticate transactions from wherever they are.

An electronic signature is a potent tool that small businesses can leverage to boost their efficiency. It is even more important now that COVID-19 is creating unanticipated logistical and operational changes to multiple enterprises globally. Resorting to electronic signatures can facilitate easy business operations, ensuring that companies do not experience standouts.

How can Businesses Maximize the Use of Electronic Signatures?

Online Invoicing is a vital part of any business out to generate revenue. Electronic invoicing comes in handy, especially in instances of international invoicing for e-commerce stores. Enterprises with electronic certificates can sign e-signatures without any challenges. The signatures ensure smooth auditing of the businesses both online and offline. The accounting department also enjoys transparency and accountability on its transactions.

1. Data Security

E-signatures can come in handy for small businesses trying to shift from analog to digital conduct of their business. It is incredibly efficient in ensuring data security in the current wake of cybercrimes that are affecting the legitimacy of businesses. With e-signatures, you can tell the person who signed a document, the time and place of signing, and more, which helps keep track of the process. Traditional signatures lack these aspects, and companies have experienced numerous instances of fraud in the past.

2. Using e-signatures in Sale Contracts

As businesses continue to make sales every day, there is a need for sale contracts to be promptly signed, or their profits will be affected. Companies can incorporate e-signatures to guarantee a fast and secure signing process enabling them to make more sales and track transactions successfully.

The same strategy can be used in supplier and vendor agreements. Small businesses often experience challenges negotiating with their vendors. Locking the deal in terms of price, terms, and conditions enables the transaction to be completed effectively without much debate. A simple click using the e-signature gets the agreement formalized, and business commences.

3. Co-signing Documents with Multiple Participants

Most businesses experience delayed operations, transactions, and contracts because of the absence of all required signatories. Such instances culminate in significant losses to the industry and even the loss of clients as well. To help solve this, companies should explore electronic signatures to allow complete co-signing of documents by all signatories, even if they are unavailable physically. The strategy helps nurture the credibility of the company and ensures operations continue throughout.

4. Employee Onboarding

Getting confirmation to start working as a new employee using the manual processes and signatures can take time for both the recruit and the company in question. For both new and existing companies, the process of recruiting new staff can be daunting from the numerous paperwork involved. Some of the documents that need signing include

  • Contract forms
  • Enrolment benefits,
  • Paycheck deposits, among others

Electronic signatures simplify the process and ensure the timely induction of the new employee.

Companies using electronic signatures for hiring and recruitment procedures ensure efficiency and accountability since e-documents are not easily manipulated to favor specific candidates.

The functions of electronic signatures are not limited to the above uses. There are immense operations that require the use of e-signatures compared to manual signing to fulfill business needs.

Benefits of Incorporating Electronic Signatures in Business

Electronic signatures have received immense popularity across businesses. They are a powerful tool that offers numerous benefits to any size of the company. Some of its benefits include:

1. Saving Time

Businesses now have time away from tedious paperwork to deal with other vital aspects of their business. A simple click completes transactions, and documents are signed fast and efficiently.

2. Effective Control and Management

The E-signatures’ ability to track signing processes allows businesses to control and manage transactions in their daily operations. The strategy helps minimize risks of fraud from physical documents and signature manipulation in manual signing.

3. Better Accessibility and Mobility

E-signatures have enabled businesses to stay mobile without the confinement of traditional structures. Any C.E.O can take vacations with their family and still observe the company’s operations through e-signature systems. Employees will not have to wait for signatories to be physically present for payments to be processed. Everything functions swiftly, thanks to technology.

4. Cut on Cost incurred on paperwork

Money spent on paper, postage, printing, and other expenses from manual procedures can be re-directed to other avenues to ensure growth in the company. The energy consumed in managing the paperwork is also invested in different channels of the company.

5. Supporting Environmental Course

Paper consumption has been an issue to the environment owing to the increased demands to cut down trees and make paper. Going the electronic signature way means going paperless and thus saving more trees. It is an excellent way of showing the company’s commitment to preserving the environment.

E-signatures are a win-win for the company and the business.

Various Companies that Should Embrace Electronic Signatures

Some businesses require constant paperwork, thus more signing. Adopting the electronic signature software will salvage their business and reduce the time spent on transactions. Such companies include:

  • Finance
  • Human resources
  • Legal
  • Utilities
  • Real Estates
  • Healthcare
  • Banking
  • Insurance

The legitimacy of Electronic Signatures

While making the digital shift to embracing e-signatures, businesses should ensure that their signatures meet the specified country’s legal requirements. In the United States, e-signatures are lawfully recognized on the condition that both parties are in agreement with its use. An e-signature is legally binding provided;

It states the intent of the signer to sign

Proves consent from the signer in transacting the business online.

There is an explicit attribute of the signature.

Presence of Associate or a connection between the signature and the document.

Applying an E-Signature in Business

Applying an electronic signature to normal business operations is not always a smooth process. There are different software companies that you can explore to ensure the effective implementation of electronic signatures in your business and guarantee practical functionality. Small businesses can explore different software’s available. They will indeed be empowered through electronic signatures, which will assist in enhancing efficiency in their operations.

Mark Thomasson
Mark is a biz-dev hero at Invoicebus - a simple invoicing service that gets your invoices paid faster. He passionately blogs on topics that help small biz owners succeed in their business. He is also a lifelong learner who practices mindfulness and enjoys long walks in nature more than anything else.
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