Electronic Signature for Sales: How to Choose the Software That Closes Deals Instantly

The Enemy of Sales Is Friction

In the sales department, there is a golden rule: time kills deals. Every minute that passes from the moment the customer says “Yes, I’m interested” until they sign the contract exponentially increases the chance they will go cold, get a counter-offer or simply change their mind.

Asking a customer to print a PDF, sign it, scan it and send it back is an anachronism that costs money. But choosing the wrong signing software can be just as damaging: if you force the customer to install an app or use a complex digital certificate, the sale stops dead.

For a Sales Director, electronic signature software is not primarily a compliance tool (though it does that too); it is a revenue acceleration tool. Below we look at the key factors for choosing a solution that removes friction and increases your close rate.

1. Customer Experience: “Instant Sign” on Mobile

Your sales team lives on their phones, and so do your customers. The modern closing moment does not happen in a boardroom with fountain pens; it happens on a smartphone, between meetings or at an airport.

The key criterion: Zero barriers
The tool you choose must let the customer sign the commercial proposal from their own mobile device with no prior steps.

• No downloads: Do not require the customer to install an app.
• No sign-up: Do not require the customer to create an account and validate their email before seeing the document.
• Agile security (Advanced Signature + OTP): The winning formula in sales is Advanced Signature via SMS code (OTP). The customer reviews the quote, clicks to sign and receives a code on their mobile to validate the action. It is legally binding, secure and takes under 60 seconds.

2. Operations: Sign from Console or from the CRM?

Your sales team’s efficiency depends on where they spend their time. If they have to leave their working environment to prepare a contract, they lose focus. A good signature provider should offer two ways of working:

A. User Console (For agile teams and custom proposals)

Ideal for consultative sales where each proposal is unique and needs manual preparation. The salesperson uploads the final PDF to the web platform, sets up the signers and sends.

• Key feature: Automatic reminders. The system chases the customer for you. You can set it so that if they have not signed within 2 days, they get a friendly automatic reminder, freeing the salesperson from follow-up admin.

B. API and CRM Integration (For the sales machine)

For teams using Salesforce, HubSpot, Microsoft Dynamics or Pipedrive, signing should be invisible.

• The ideal flow: The salesperson clicks “Generate Contract” in the opportunity record in the CRM. The system creates the PDF with the customer’s data and the signature API sends it automatically.
• Automatic close: When the customer signs on their mobile, the API returns the signed document to the CRM and sets the opportunity status to “Closed-Won” automatically. No manual step, no filing errors.

3. Avoid “I Never Received It”: Certifying the Proposal

In B2B sales, it is common for a customer to delay a decision by claiming they did not get the quote or that it went to Spam. Traditional read receipts have no legal value and are often blocked by mail servers.

The competitive advantage:
Choose a solution that uses Certified Email technology for sending the signing request.

• Real traceability: You will know with technical certainty (proof of delivery) when the customer received the proposal on their mail server.
• Negotiating power: If the customer says they did not receive the offer before a promotion’s expiry date, you have the evidence that says otherwise, so you can handle the situation with objective data.

4. Cost Model: Flexibility for Sales Peaks

Sales are seasonal. A quarter-end push or Black Friday can send contract volume soaring.

• Avoid rigid per-seat licensing: If you have a network of 50 external sales agents, paying a monthly licence for each one can be expensive when not everyone sells every month.
• Look for usage-based or envelope models: Paying for what is signed (or sent) lets you scale spend in line with revenue. Also look for “Signing Envelopes” so you can send Quote + Contract + Direct Debit Mandate (SEPA) in one send for a single credit.

5. Legal Certainty: Advanced Signature Is Enough

Sometimes legal departments slow down commercial agility by insisting on “Qualified Signature” (equivalent to handwritten in all respects). For private commercial contracts, quotes and purchase orders, however, Advanced Electronic Signature is the right market standard.

By linking the signature to the decision-maker’s email and mobile (OTP) and ensuring document integrity with a timestamp and cryptographic hash, you get a contract that is fully valid in court without the friction (and lost sales) of requiring digital certificates from your customers.

Frequently Asked Questions (FAQs)

Is a signature made with a finger on a mobile legally valid?
Yes. If an advanced electronic signature platform is used that captures technical evidence (IP, timestamp, OTP), the on-screen stroke is a valid and binding expression of consent for commercial contracts.

What if the customer wants to change a clause?
The best tools let the signer “Reject” the document and add an explanatory comment. This alerts the salesperson immediately so they can renegotiate, instead of the contract sitting in limbo.

Is integrating with Salesforce or HubSpot expensive?
It depends on the approach. Building a custom integration via API takes some effort but gives maximum automation. Check whether the provider has clear API documentation to keep this effort down.

Does it work for Purchase Orders (PO)?
Absolutely. Turning a Purchase Order into a digitally signed document secures acceptance of the general terms of sale and greatly simplifies later collection, avoiding disputes.

Conclusion

In sales, the best signing tool is the one that shortens the distance between the verbal “Yes” and the signed contract. Prioritise mobile usability and CRM integration over any complex technical feature.

If you make life easier for your customer at the critical decision moment, your conversion rate and sales cycle speed will improve sharply.