Document Signing
Signing documents should be fast, digital, and mobile-friendly. For most businesses, it’s just a step in a process — but it doesn’t have to be a bottleneck. With digital signing, everyone with a phone or email can sign in seconds.
Example conversation:
Business: “Hey customer, I need you to sign this document.”
Customer: “Okay.”
Business: “Check your email.”
Customer: “Got it, read it, signed it on my phone.”
Business: “Refreshed the page, signature’s there. Thanks.”
Customer: “No problem, bye.”
Done. Smooth. Paperless. Less time than making a coffee.
Signing documents should take less than five minutes start to finish — from creating and tailoring the document, to sending, signing, receiving, and saving. This can (and should) happen while speaking with the customer. If the signature is your buy-in, getting it signed faster is always better.
How It Actually Works
Traditional signing is full of roadblocks:
Customers without printers.
Scans and photos that are unclear or incomplete.
Delays — “We’ll sign it after the kids are in bed” — that drag into days or weeks.
Endless chasing, which wastes time and cools off warm leads.
This slows business momentum and frustrates customers. Digital signing removes these barriers and keeps deals moving.
Manual Trigger vs Automated Trigger
Manual trigger: You create and send the document yourself — but a single click or checkbox in your system can instantly send it to the customer. Useful when you’re on a call and need a quick signature.
Automated trigger: The system sends documents automatically when certain conditions are met (status change, field completed, date reached, etc.). This usually requires setup by an automation expert, but once running, it’s seamless and reliable.
Eliminating Errors
Templates save time, but manual processes lead to mistakes (wrong names, outdated versions, copy-paste errors). Automation and AI remove that risk — once set up correctly, they send the right document every time.
Tailored Documents and Branding
Different customers need different documents. Automation makes this easy by pre-filling details, adjusting terms, and keeping your branding consistent (logos, disclaimers, layouts). No more juggling dozens of slightly different templates or worrying about someone using the wrong version.
Pros of Automated Signing
Speed – documents signed in minutes, often during the call itself.
Professionalism – clean, consistent, no messy scans.
Convenience – works on any device, especially mobile.
Security – digital signatures are encrypted and verifiable.
Scalability – the same process works whether you’re handling 5 documents or 500. As your business grows, the system keeps pace.
Cons of Automated Signing
Setup time – templates and flows need configuring. Done properly, this is quick but requires attention.
Training – teams may need a short adjustment period to get used to the new system.
Costs – basic systems are affordable, but advanced setups vary depending on complexity.
Where to Use Automated Signing
Contracts and agreements (sales, suppliers, employment).
Customer approvals (quotes, project sign-offs).
Compliance and legal documents (NDAs, policies).
Finance paperwork (loan documents, authorisations).
Onboarding forms (new employees, contractors).
