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Introduction #
Kafinea includes an electronic signature service that allows you to have documents signed directly within the application, without printing or mailing them. Documents are sent to signatories via email and signed online with legal validity. This feature is accessible from the relevant records (quotes, contracts, etc.).
1. Send a document for signature #
To record using a PDF document template (quote, purchase order, contract, etc.):
- Generate the PDF document using the button Export PDF
- Use the action Electronic Signature to start the process
- Enter the signatories' information (name, email) and the signature locations on the document
- Send the request for a signature
The signatory receives an email containing a secure link to view and sign the document online.
2. Tracking signatures #
From Kafinea, you can track the status of each signature request:
- Pending: The document has been sent and is awaiting signature
- Signed: All signatories have signed the document
- Rejected: A signatory refused to sign
- Expired: The deadline for signing has passed
Once signed, the final document with the signatures is automatically archived in Kafinea.
3. Legal validity #
The electronic signature offered by Kafinea has legal validity recognized by the European eIDAS Regulation. The signed document is time-stamped, and a signature certificate is generated, ensuring the integrity of the document and the identity of the signatories.
Important: An electronic signature has the same legal validity as a handwritten signature for most business documents (quotes, contracts, purchase orders). Certain specific documents may require a qualified electronic signature.
4. Automatic signing via workflows #
Electronic signatures can be triggered automatically by a workflow, without any manual intervention. This is particularly true for employment contracts: when an employee is assigned to a project, Kafinea can automatically generate the contract, lock it, and then send the signature request to the signatory.
This automated process is described in detail on the "Employment Contract Templates" page.
Good to know: Automating the signing process via workflows is particularly well-suited for organizations that handle a large volume of documents requiring signatures (short-term contracts, temporary assignments, etc.).
5. Frequently Asked Questions #
Does the signer need a Kafinea account?
No, the signer receives a link via email and can sign directly from their browser without creating an account.
Can I send a document to multiple signers?
Yes, you can designate multiple signers and set a signing order if necessary.
Can the signed document be edited?
No, once signed, the document is sealed and can no longer be edited. Any attempt to edit it would invalidate the signature.