Photo par Kampus Production via PexelsSending a contract by email, printing it, signing it, scanning it and sending it back takes several days on average. Electronic signature software cuts this delay to a few minutes, while keeping the same legal value as a handwritten signature. The key is choosing the right signature level and the right solution for the type of documents handled.
What is electronic signature software?
Electronic signature software is a tool that lets one or more signatories apply a digital signature to a document, with signatory identification and proof of the signed file’s integrity. Unlike a scanned signature or an image pasted onto a PDF, which has no evidentiary value, an electronic signature relies on a certified technical process: timestamping, encryption and sometimes identity verification.
The difference with a scanned signature
A scanned signature is a simple image, copyable and with no technical link to the document. It guarantees neither the signatory’s identity nor the file’s integrity after signing. Electronic signature software, by contrast, generates a certificate proving the document was not altered after signing, a decisive factor in the event of a dispute.
The three electronic signature levels under eIDAS
The European eIDAS regulation, in force since 2014 and updated by eIDAS 2.0, distinguishes three electronic signature levels. Each level corresponds to a degree of security and a different set of use cases.
| Level | Description | Identity verification | Typical use cases |
|---|---|---|---|
| Simple | The most common level, a checkbox or a click is enough | None or minimal | Terms and conditions, quotes, low-stakes documents |
| Advanced | The signatory is reliably identified | By SMS, email or ID document | Commercial contracts, employment contracts, purchase orders |
| Qualified | The most secure level, with a certificate issued by an accredited provider | Enhanced identity verification, electronic certificate | Real estate deeds, notarial acts, certain public contracts |
For most business uses, advanced electronic signature covers the bulk of the need. The qualified signature remains reserved for acts where the law explicitly requires it.
The legal framework for electronic signatures in France
Under French law, the electronic signature draws its value from Article 1367 of the Civil Code, which sets a clear equivalence between a handwritten signature and an electronic signature.
“When electronic, [the signature] consists of the use of a reliable identification process guaranteeing its link with the act to which it is attached.” Source: French Civil Code, Article 1367, paragraph 2
The eIDAS regulation completes this national framework at European level: it requires all 27 member states to recognise electronic signatures and prohibits rejecting one solely because it is electronic, regardless of its level. This dual legal basis, national and European, secures the use of electronic signatures for almost all of a company’s contractual documents.
Documents excluded from electronic signature
Certain acts remain subject to specific formalities that limit or exclude simple or advanced electronic signatures: private acts related to family and inheritance law, certain personal or real security acts under private agreement, and acts requiring the involvement of a public officer such as a notary. For these cases, the qualified signature or the electronic notarial deed remains the appropriate route.
How to choose your electronic signature software?
Choosing electronic signature software depends on four main criteria.
The signature level required
Before comparing prices, determine the signature level needed for most of the documents handled. A company that mainly signs commercial contracts and employment contracts needs an advanced level. A company in the real estate or notarial sector must check that the vendor actually offers a qualified plan.
Data hosting
For a company subject to GDPR, hosting data in France or the European Union reduces compliance risk. Several French vendors, Yousign, Universign, Oodrive Sign, Docaposte and Docage, host their data exclusively in France. Some, like Oodrive Sign, additionally hold the SecNumCloud qualification issued by ANSSI, relevant for sensitive documents.
Integration with the existing information system
Electronic signature software isolated from the rest of the information system creates manual re-entry work. Most vendors offer connectors to CRMs, ERPs and invoicing tools. This integration logic mirrors the one described in our guide to choosing an ERP, where fitting with the other software components determines the tool’s real adoption.
The pricing model
| Vendor | Model | Indicative pricing | Distinctive feature |
|---|---|---|---|
| DocuSign | Monthly subscription | About 9 to 38 euros per month depending on the plan | International player, broad integration ecosystem |
| Yousign | Monthly subscription | About 9 to 38 euros per month depending on the plan | French vendor, hosting in France |
| Universign | Pay per signature | About 1.50 euro per signature | Usage-based billing, no fixed subscription |
| Oodrive Sign | Subscription | On quote | SecNumCloud qualification, suited to sensitive data |
Pricing changes regularly and varies by volume, so it should be checked directly with each vendor before any decision. For most companies, the main cost item is rarely the licence itself, but the time needed to integrate with the existing information system and to train teams.
Common uses of electronic signature in business
Three families of use cases account for most electronic signature volumes in business.
- Commercial contracts: signed quotes, purchase orders, framework agreements with suppliers or clients, generally using an advanced signature.
- HR documents: employment contracts, amendments, expense reports, where electronic signature speeds up onboarding and reduces administrative processing times.
- Financial and invoicing documents: electronic signature naturally complements invoice digitalisation. Our comparison of electronic invoicing platforms details the solutions covering this second aspect of document digitalisation, alongside our article on PDP electronic invoice platforms for companies subject to the e-invoicing mandate.
Mistakes to avoid when rolling out electronic signature
- Choosing a qualified signature level for all documents, when the advanced level is sufficient in most cases, which unnecessarily increases cost and complicates the signing process.
- Neglecting integration with existing tools (CRM, ERP, invoicing software), which recreates manual re-entry and cancels out part of the time saved.
- Ignoring the data hosting location for a company subject to stricter compliance requirements, particularly in regulated sectors.
How to roll out electronic signature software?
- Map the documents to be signed: list document types, their monthly volume and the signature level required for each.
- Select the appropriate signature level for each document category, rather than a single level for every use case.
- Check the hosting and compliance of the chosen solution against GDPR and, if needed, the SecNumCloud qualification.
- Test the integration with existing tools (CRM, ERP, invoicing software) before a large-scale rollout.
- Train teams on the new signing workflows, especially when several signature levels coexist depending on the document.
Frequently asked questions
What is electronic signature software and how does it work?
Electronic signature software lets you sign a digital document with the same legal value as a handwritten signature, provided it meets the conditions of Article 1367 of the French Civil Code. The process identifies the signatory, guarantees their consent and seals the document to prevent any later modification. The European eIDAS regulation distinguishes three signature levels, simple, advanced and qualified, each matching a level of security and a set of use cases.
What is the legal value of an electronic signature in France?
In France, Article 1367 of the Civil Code gives an electronic signature the same value as a handwritten signature, provided it identifies the signatory and expresses their consent to the act. The eIDAS regulation states that no electronic signature can be rejected by a court solely because it is electronic. The qualified signature, the most secure level, benefits from a presumption of reliability and remains mandatory for certain acts, such as real estate deeds.
How much does electronic signature software cost?
Pricing varies by business model. Subscription-based solutions, such as DocuSign or Yousign, start at around 9 euros per month for an entry-level plan and rise to 35 to 40 euros per month for advanced plans with multiple users. Universign works on a pay-per-signature model, at around 1.50 euro per signature. Cost mainly depends on the volume of documents signed and the signature level required.
Which electronic signature level should I choose for a commercial contract?
For a standard commercial contract, the advanced level is recommended: it verifies the signatory’s identity, for example by SMS or ID document, and offers a good balance between security and ease of use. The simple level is sufficient for low-stakes documents, such as accepting terms and conditions. The qualified level, with a certificate issued by an accredited provider, remains mandatory for certain regulated acts, notably in real estate.
Is electronic signature software GDPR compliant?
GDPR-compliant electronic signature software must host data in France or the European Union and document its personal data processing. Several French vendors, including Yousign, Universign and Oodrive Sign, host their data exclusively in France. Oodrive Sign additionally holds the SecNumCloud qualification issued by ANSSI, an extra guarantee level for sensitive data.