The “print, sign, scan, send” cycle costs more than it looks. It is not the paper — it is the two days that pass before a signed quote comes back.
An electronic signature is not only a technology. It is speed of closing: the shorter the road from “yes” to a signature, the fewer the chances for somebody to change their mind.
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Tell us what you sign most often and we will propose the simplest solution.
The three types, in plain terms
The European framework (eIDAS) recognises three levels. What differs is how strongly they prove who signed.
| Type | What it is | Typical use |
|---|---|---|
| Simple | A scanned signature, an “I agree” click | Internal, low risk |
| Advanced | Uniquely linked to the signatory, detects tampering | Client contracts, quotes |
| Qualified | Advanced + a certificate from a qualified provider | Where equivalence to a handwritten signature is required |
The critical distinction: the qualified signature is the one that, within the European framework, carries the legal effect of a handwritten signature. The other two are not invalid — you may simply have more to prove if they are challenged.
What is not a signature: an image of your signature pasted into a PDF. It proves nothing about who placed it, or whether the document changed afterwards.
Where you actually use it
In order of impact for a small business:
- Quotes and acceptances. This is where you win days.
- Project and service contracts.
- Customer forms: consent, terms, declarations.
- Internal: leave requests, expense approvals.
- Supplier documents.
The first has the biggest immediate benefit. A quote signed on a phone in two minutes closes more often than one requiring a printer.
A caution: certain categories of transaction are excluded or require a specific form (notarial deeds and some property transactions, for instance). Confirm case by case with a lawyer.
Public services in Greece
In Greece, gov.gr offers document certification and issuing services using TaxisNet credentials, along with routes to obtaining a qualified signature through recognised providers.
What that means for you in practice:
- Many documents submitted to the state no longer require you to attend in person.
- Documents issued this way carry verification details that can be checked online.
- For professional use with clients, you usually need a qualified signature provider, not only the public services.
Available services and procedures change — check gov.gr for what applies at the moment you need it, rather than relying on older information.
Want to see what fits you?
Tell us how many documents you sign monthly and we will propose an option with costs.
How to set up the flow in five steps
- List what you sign and how often. Usually three document types cover 80%.
- Build templates for those three, with fields in fixed positions.
- Choose a provider based on the signature level you need.
- Define who sends and who approves — one route, no exceptions.
- Decide where signed documents are archived and for how long.
Step two makes the biggest difference to speed. A template with signature fields already placed goes out in thirty seconds.
Step five is where most people fail: the signed copy sits in somebody’s inbox rather than an organised folder. The storage and backup logic is in cloud migration.
What it costs
| Component | Indicative range |
|---|---|
| E-signature platform | €10 – €40 per user per month |
| Qualified signature (certificate) | €30 – €120 per year |
| Per-document charge (with some providers) | €0.50 – €3 |
| Integration into a CRM or ERP | €300 – €1,500 |
The comparison is against the time lost today: three documents a week × 20 minutes per print-and-scan cycle ≈ 4 hours a month. And that is before counting the delays to closing.
Archiving and data
Three things that must hold:
- The signed file is kept intact, along with the audit trail (who, when, from where).
- A retention period is defined and observed — you do not keep everything forever.
- Personal data inside documents falls under data protection rules like anywhere else — see the framework in GDPR and your website.
And one connection worth making: signed documents can automatically trigger the next step — creating a project, raising an invoice, updating the CRM. The method is in what to automate, and for invoicing the rules are in e-invoicing and myDATA.
Frequently asked questions
Is an electronic signature legally valid?
The European framework recognises all three levels, with different evidential weight. For critical contracts, ask a lawyer which level is required.
Does the client need an account to sign?
On most platforms, no. They receive a link and sign from a phone.
What if it is challenged?
This is where the audit trail matters: identification, timestamp, IP, action history. Which is why a signature image in a PDF is not enough.
Does it work outside Greece?
Within the EU the framework is common. Outside the EU, check country by country.
Where do I start on a small budget?
With your quotes. That is the document with the largest effect on time to close.
The first step
For two weeks, count how many documents you print solely so they can be signed.
If it is more than five, electronic signing pays for itself in the first month — and the time saved is the smallest of the benefits.
Next step
Book a free 30-minute call with the team at The Dev Alley. We will look at your document flow and propose what can be set up in a day.