Why should we go for electronically signed invoices?

July 9, 2021
Artemy Kirnichansky

To address this question, we need to identify the difficulties that companies face during manual invoices. For that, the administration staff needs to prepare the documents and, after that, get approval from all stakeholders.

If someone suggests changes, they need to implement and again go for the same process. Once it is done, the next procedure is to get the signature of all physically. For that, either the document will be sent to each stakeholder and got back at the end.

After finishing this task, the management will send copies of the original document with the attestation to all. It is a long procedure, and companies need to spend days in completion.

On the other hand, when we use a digital signature, we can get the following benefits:

  • The approval and signing process can be completed on electronic gadgets like computers, tablets, or smartphones.
  • The changes can also be sent, and the management gets approval from all online.
  • All stakeholders are on board and know how to create customized contracts and modify them.
  • The whole process can hardly a few minutes if all stakeholders are online.
  • You do not need printers, scanners, pens, and papers for completing the procedure. In this way, management can save a huge amount of money.
  • These applications told the users why to use E-Signature apps in the Covid-19 Pandemic.
  • The legal authorities and officials consider a digital signature equivalent to a handwritten signature.
  • The stakeholders can also use the hard copies of digital signature online PDF documents for consultation.
  • You can also send the electronic documents through email or place on a cloud database.
  • Creating archives and retrieving from there is also convenient and smooth.
  • You can also retain the authenticity and integrity of these documents more conveniently.

Integrated Workflow with Digital Signature

The integration process becomes easy and smooth, as the signing, processing, transmitting, and approval can be managed from a central location. The management can create customized contracts and take approval immediately to start the process.

Moreover, the whole system is defined, and all are involved in it. All stakeholders get notifications after every signature and approval. So, we can say that customized contracts help businesses integrate the workflow more conveniently.

Verification of Digital Signature

The users can get the PDF files of the signed contracts from the management. They can get the prints of these documents and consult the authorities in the case of finding any discrepancies or issues in the procedure.

And if someone tries to modify or alter the signed contract, all stakeholders will get the notification to keep monitoring the document. Other file formats can also be used for these contracts according to the requirement of the stakeholders.

If the task or project has been completed successfully, it will become part of the archives and can be considered as a consulting document. If someone tries to alter it after the completion, the system will also generate the message.

The electronic signature providers incorporate this system to control the changes, as if they will allow it, any of the parties can go for a lawsuit. These solutions also permit the recipient to confirm the authenticity of the document independently if required.

The dependency of customized solutions

Customized solutions are dependent on numerous aspects. For example, the number of signatories should be defined in the contract. The reason is that the document cannot be a legally binding contract if all the signatories did not sign the document yet.

The type of document and device should also be defined. Some applications allow us to sign the document in a bunch. In this case, the time is also defined and all the signatories need to sign the document in that period.

Some applications use third-party tools to help the users browse independently by using a web interface of their choice.

Digital Signature for managing business operations

To understand the use of electronic signature for business operations, we can give an example of a finance department. The finance team generates numerous documents like purchase orders, sales invoices, payroll receipts, and monthly expenses and incomes.

For helping the finance department, electronic signature provides them the opportunity to sign all these documents digitally and finalize the processing in a short time.

The benefits of digital signature online solutions

  • The management knows how to manage electronic signature in Word document with an electronic signature.
  • These solutions allow automating the signing process without permitting the users to intervene.
  • You can also sign PDF documents without any issue.
  • Some applications also have a system that tells you how to create customized contracts by using these applications.
  • For improving the security of the contract, some applications ask you to get third-party certificates. In this way, you can consider your documentation process the most secure one.
  • You can also create a log through which the failures and successes can also be recorded during the signing process.

The Last word

Implementation of paperless processing by using a digital signature allows you to automate the whole business system. With that, the expenses on paper, print, ink, and courier can also be minimized. Moreover, ensured compliance, authenticity, reliability, legal validity can also be confirmed.

SystemX logo white

The All-in-one business management platform

Free for 14 days.
Try it now!
The All-in-one business management platform
line rightline right

You may also like...

Understanding Expense Reports: Why They Matter and How to Create Them

Read more

What is the Minimum Wage in Quebec in 2023

Read more

What is the Minimum Wage in Alberta in 2023

Read more
SystemX logo white
AI Drives Your Business Forward
Contact us
Tel: (905) 238-7613
Toll Free: 1 (844) 764-4238
Email: info@systemx.net
Fax: (905) 238-7615
Subscribe to our newsletter
Start dreaming the undreamable, and delegate the rest to AI. Contact us to get started with SystemX today.

    menu linkedin facebook pinterest youtube rss twitter instagram facebook-blank rss-blank linkedin-blank pinterest youtube twitter instagram