Digital Works Certification: How to Speed Up Milestone Payments and Avoid On-Site Disputes

The construction and engineering sector faces a clear paradox. While projects are designed with advanced digital models, structural simulations and collaborative BIM environments, the final validation of work performed still depends, in too many cases, on paper documents signed in difficult conditions.

The most critical point is works certification. This document certifies that a milestone has been completed in accordance with the project and triggers the corresponding payment. When certification is delayed, lost or disputed, the impact is not only administrative: it directly affects cash flow and the financial stability of the project.

Digitising this process is not a matter of convenience but a strategic decision that combines financial agility and legal protection.

The Recurring Problem of On-Site Signing

The construction site is a dynamic environment. Decisions are made quickly and often under pressure.

One of the most common risks is postponing the signature. Scope changes, measurement adjustments or conflicting prices are agreed verbally with the promise of “we’ll sign it later”. When budget overruns or contractual disputes arise, the absence of a valid signature makes that agreement worthless.

Added to this is legal uncertainty about the validity of signing on a tablet or mobile device. The reality is clear: electronic signatures are fully legally valid, provided a solution is used that guarantees identification of the signer, document integrity and a complete evidentiary record of the process.

Three Critical Use Cases for Electronic Signatures on Site

Milestone Certification and Payment Release

Monthly or phase-based certification is the main financial bottleneck for many projects.

With a digital flow, the Site Manager generates the certification and sends it electronically. The Project Supervisor can review and sign it from a tablet or from the office, with no need for site visits or intermediaries. The signed document includes a timestamp and is ready to trigger immediate invoicing.

The result is a sharp reduction in payment lead times and a direct improvement in the contractor’s cash flow.

Change Management and Conflicting Prices

Projects evolve. Material changes, alternative technical solutions or modifications requested by the client are part of day-to-day work.

Electronic signatures make it possible to formalise these changes at the moment they are agreed. A change acceptance document is generated and signed by the parties involved. Thanks to document integrity technologies, any later alteration of the content is ruled out objectively.

This turns each change into a solid contractual addendum and avoids later disputes about the actual scope of the modification.

Occupational Risk Prevention and PPE Handover

Occupational health and safety (OHS) management is another area of high legal exposure. Staff turnover on site is constant and the company bears the burden of proof in the event of any accident.

Digitising worker onboarding makes it possible to sign electronically the handover of PPE, receipt of safety instructions and mandatory training. These documents are stored securely and are readily available for submission to labour inspectors or in court proceedings.

Traceability as the Basis for Profitability

In construction and engineering, profitability depends not only on doing the work well but on being able to prove it. Every certified milestone, every approved change and every safety obligation fulfilled must be backed by solid evidence.

Electronic signatures provide that full traceability, turning the classic “we discussed this on site” into a verifiable, legally defensible document. For AECO sector companies, this shift means fewer disputes, fewer payment defaults and much more predictable project management.

Frequently Asked Questions (FAQ)

Is signing a works certification on a tablet legally valid?
Yes. As long as the electronic signature solution guarantees identification of the signer, document integrity and a complete evidentiary record, the signature is fully valid.

Can project changes be signed on site?
Yes. Electronic signatures make it possible to formalise modifications in real time, avoiding later discrepancies over prices or scope.

Is this documentation accepted in the event of litigation?
Electronically signed documentation, with traceability and timestamps, is admissible as evidence under procedural rules and the principles of the eIDAS Regulation.

Conclusion

Digital works certification is not a trend; it is a direct response to the sector’s long-standing problems. It speeds up payment, reduces conflict and provides legal certainty in an environment where every decision counts.

For construction and engineering companies, adopting electronic signatures on site means turning document traceability into a real competitive advantage.