Mobile signing in the field: speeding up on-site signing processes

Key points at a glance: With signotec’s mobile signature solutions, signatures can be captured directly at the customer’s premises — in a legally compliant manner, with biometric capture and without any disruption to the paper-based workflow. In addition to the handwriting itself, the system also records pressure, speed and writing rhythm, thereby meeting the requirements for an advanced electronic signature (FES) under eIDAS. For field staff, delivery operations and mobile services, this eliminates the entire process involving paper, scanners and filing cabinets.

Anyone who still visits clients with a clipboard and a pen is losing out in several ways: time, because signed documents have to be scanned, filed and entered into the system afterwards — and legal certainty, because paper signatures are harder to verify in the event of a dispute than those captured digitally. A third issue is particularly significant: paper documents get lost or are returned too late. A service report that does not reach the company on time will not be invoiced — and this has a direct impact on cash flow. Added to this are data discrepancies between paper filing systems and digital CRM or ERP systems, which create sources of error and increase the time spent searching for documents. Particularly in sectors with a high volume of on-site contracts — logistics, insurance field staff, skilled trades, care services — this additional workload quickly adds up to significant costs.

At signotec, mobile signing is first and foremost a software solution: the customer signs directly on the screen of a laptop or mobile device, whilst the software simultaneously records biometric data such as pressure, writing speed and writing rhythm. Where particularly precise capture is required, field staff and service personnel also carry a compact signotec signature pad, such as the Sigma model, which connects to the laptop via USB. The captured biometric data is encrypted and embedded in the PDF file together with a cryptographic signature in a tamper-proof manner — this ensures that any subsequent changes to the document are detectable. The software manages the entire process, from document display and signature capture to automatic filing.

Applications for mobile signing

In logistics and freight forwarding, handover confirmations and delivery notes can be signed directly at the vehicle, eliminating the need for paper returns. In the insurance field service, contracts and claims reports are documented on-site in a legally compliant manner. Tradespeople and maintenance services can have handover reports and service reports signed immediately upon completion of a job. In the healthcare and care sectors, consent forms and treatment records are captured on the go and archived in compliance with the GDPR. And in mobile banking advisory services, account openings and consultation reports can be finalised directly during the customer appointment.

Biometric authentication transforms a signature provided via a mobile device into an advanced electronic signature within the meaning of the eIDAS Regulation. This means: it can be uniquely attributed to a specific person; subsequent alterations to documents can be detected via the cryptographic signature; and for the vast majority of business processes without any statutory formal requirements, this level of security is sufficient. If a qualified electronic signature is required for specific transactions, the process can be extended using signoSign/Universal via a connection to an external trust service provider.

Integration into existing systems

signotec’s solutions integrate into existing CRM, ERP and merchandise management systems via open interfaces (file system, SDK, REST API). Signed documents can thus be automatically assigned to the correct customer or transaction record without any manual disruption to the workflow. For Windows Terminal Server and Citrix environments, signotec also offers documented USB forwarding solutions to ensure that the signature pad functions reliably even in virtualised workstation environments.

Advantages of signature pads for field staff

Mobile signing eliminates the need to switch between paper and digital systems and makes signed documents immediately available in downstream systems. The signature is captured biometrically and is eIDAS-compliant; closing processes at the customer’s premises are speeded up, and the workload associated with paper and archiving is significantly reduced. As documents are no longer lost or returned late, services can also be invoiced more quickly and reliably.

Do you need an internet connection for mobile signing?

Signature capture works offline. A connection is only required for transmission to external systems such as DMS or ERP.

Is a signature captured on a mobile device admissible in court?

Yes, as an advanced electronic signature with biometric capture and cryptographic sealing, it carries significantly greater evidential value than a scanned signature.

Which operating systems are supported for mobile signatures?

signotec signature pads currently support Windows and Linux. For iOS and Android, signotec does not offer a pad, but rather a purely software-based solution for mobile signature capture.

How long does it take to set up within a company?

Depending on the system landscape and scope of integration, it usually takes a few days to a few weeks, including training for field staff.

Is it possible to capture multiple signatures per document on a mobile device?

Yes, signotec’s solutions support multiple signatures, for example when a customer and an employee need to co-sign a document.

Mobile signing makes signature processes in the field faster, paperless and legally compliant all at once. Companies with a high volume of on-site contracts not only save time on follow-up work, but also reduce sources of error caused by media breaks and lost documents. For anyone looking to digitise their field service operations, mobile signing is one of the most effective first steps.