Guide
Electronic Signatures: Close Orders Without a Printer
·5 min read·digitalWAS solutions
An electronic signature on the order replaces the trip through printer, scanner and letterbox: you send the quote or order confirmation as a link, the customer reads it on their phone, signs there, and the signed document lands in your document store. For most everyday business the simple electronic signature under eIDAS is enough, because quotes, orders and order confirmations are not subject to any statutory form. Below: the three signature levels, where written form applies and a qualified signature is required, and the process from quote to signature on a phone.
Three levels under eIDAS
Regulation (EU) No 910/2014, known as eIDAS, has applied directly in all member states since 2016 and distinguishes three levels. This is orientation, not legal advice.
Simple. Under Article 3(10), data in electronic form attached to or logically associated with other data and used by the signatory to sign: a signature drawn on a phone, a click on a confirmation button, a typed name. Article 25(1) states that such a signature may not be denied legal effect or admissibility as evidence solely because it is electronic or not qualified.
Advanced. Under Article 26 it must be uniquely linked to the signatory, capable of identifying them, created under their sole control, and linked to the data so that any later change is detectable.
Qualified. An advanced signature created by a qualified signature creation device and based on a qualified certificate from a trust service provider (Article 3(12)). Only this level has the same legal effect as a handwritten signature under Article 25(2); in Germany it replaces statutory written form under section 126a of the Civil Code, unless the law provides otherwise.
| Level | Legal basis | Typical use | Replaces written form? |
|---|---|---|---|
| Simple | Art. 3(10), Art. 25(1) eIDAS | Quotes, orders, confirmations, acceptance reports, timesheets | No, not needed for form-free cases |
| Advanced | Art. 26 eIDAS | Higher evidentiary needs, internal approvals | No |
| Qualified | Art. 3(12), Art. 25(2) eIDAS, s. 126a Civil Code | Statutory written form, where electronic form is not excluded | Yes |
When the simple signature is enough and where written form applies
German law allows freedom of form. Orders for installation, maintenance, goods or consulting come into existence without any particular form. The signature is evidence that both sides agreed on this content, not a condition of validity, so a simple electronic signature is sufficient if it is documented who confirmed which document and when.
Some transactions require written form under section 126 of the Civil Code, a handwritten signature on paper. Here only a qualified signature under section 126a helps, and only where the law does not exclude electronic form. Termination of employment (section 623) and guarantees (section 766) exclude it expressly; fixed-term employment contracts and consumer loans require written form. Check specific contracts with your legal adviser.
Where contracts say amendments must be in writing, section 127(2) of the Civil Code lets email suffice in case of doubt.
Evidentiary value
For a qualified signature, section 371a of the Code of Civil Procedure applies the rules on private deeds. Simple and advanced signatures are subject to free evaluation of evidence under section 286, so software quality matters: timestamps for delivery, opening and signing, the address the release link went to, the document stored unchanged, and a log of these steps make a simple signature far more valuable.
From quote to signature on a phone
In digital scaleUp solutions you prepare the quote as usual and store it in the document library. The customer receives an external release link, needs no user account, opens the document in the browser and signs electronically, on a phone if they like. The signed document is stored with permissions per team, and rule-based workflows can notify the team and move the deal on. Times, expenses and services later go to sevDesk or lexoffice without retyping; see time tracking to invoicing with sevDesk and lexoffice.
Storage with permissions per team and external release links
Permissions per team mean sales sees quotes and orders, installation sees acceptance reports, and nobody sees more than necessary. External release links give customers, subcontractors or your tax adviser access to exactly one document without an account. See customer files and CRM for small businesses.
Data protection and retention
E-signing processes personal data, so you need a data processing agreement under Article 28 GDPR and should check for third-country transfers; with hosting in Germany, as with digital scaleUp solutions, that question does not arise. More in GDPR-compliant CRM software. Orders, confirmations and quotes are commercial correspondence with retention periods under section 257 of the Commercial Code and section 147 of the Fiscal Code.
Getting started
Sort documents into form-free and written-form cases, define permissions per team, start with the order confirmation and review after four weeks. Acceptance and inspection reports combine well with digital checklists, with the customer signing at the end.
Frequently asked questions
Is a simple electronic signature legally valid?
Yes, for all transactions without a statutory form requirement. In court it is subject to free evaluation of evidence, which is why documenting delivery and timing matters.
When do I need a qualified signature?
When the law requires written form and does not exclude electronic form, for example a fixed-term employment contract. Quotes, orders and order confirmations do not require it.
What does e-signing cost?
Documents and e-signature are part of digital scaleUp solutions: Starter at 49 euros per month for up to 5 users, Business at 129 euros per month for up to 25 users, Enterprise on request. More in the FAQ or via the contact form.
Close your next order without a printer
Try digital scaleUp solutions free for 30 days, no credit card required. Or book a consultation and we will review your documents for form requirements and process.