How to Choose an Electronic Signature Software
A 10-point decision grid to choose the electronic signature software suited to your business.
Certyneo Team
Writer — Certyneo · About Certyneo
A Structuring Decision
Choosing an electronic signature software means choosing a tool that your teams will use several times a day, for several years. Mistakes are paid for in migration costs and daily friction.
The 10 Selection Criteria
1. eIDAS Compliance
Non-negotiable. Without eIDAS compliance, your signatures will not have the same legal value. See eIDAS regulation.
2. Signature Levels
Minimum: SES + AES. QES if your sector requires it.
3. Hosting and Sovereignty
EU to preserve sovereignty, avoid the American Cloud Act.
4. Transparent Pricing
Monthly flat fee with quota, no billing per OTP/signatory.
5. Native Integrations
CRM (HubSpot, Pipedrive), HRIS (PayFit, Lucca), ERP (Sage), Zapier, API.
6. Templates
To industrialise recurring documents.
7. Advanced Workflow
Parallel/sequential order, reminders, CC, approvers.
8. Signatory UX
Mobile-first, no account required, journey < 3 minutes.
9. Archiving
10 years minimum, PAdES format, exportable.
10. Support
In English, responsive, clear documentation.
Pitfalls to Avoid
- Too low entry price: often offset by OTP billing
- Phantom features: listed but rarely reliable in production
- Non-existent support: endless chatbot without real human contact
- US Cloud without clear Cloud Act mention
- Long commitment contracts without exit clause
Selection Method
- List your requirements: volume, level, integrations
- Pre-select 3-5 solutions
- Test for free in real conditions (10-20 sends)
- Question support with complex cases
- Simulate over 12 months the real cost
Summary Table
Profile | Typical Solution
Freelancer / Micro-business | Free plan, budget < £20/month
SME 20-250 employees | European pro plan, £50-200/month
Mid-market 250-5000 employees | Business plan, SSO, custom API
Regulated sector | EU hosting + advanced KYC
Real-Life Case: SME 60 Employees
An SME in construction evaluated 4 solutions over 6 weeks:
- demo + hands-on for each
- test of 15 representative sends
- 12-month cost simulation
- support interview
Final choice: European solution at £79/month vs US solution at £250/month. Native HubSpot integration. Clear ROI.
How Certyneo Helps You
Certyneo ticks all 10 criteria: eIDAS, SES/AES, EU hosting, transparent pricing, native integrations, templates, advanced workflows, modern UX, 10-year archiving, English support. Free plan to test before committing.
Discover Certyneo's electronic signature solution
FAQ
How long does the selection take?
4-8 weeks with a proper evaluation.
Should IT be involved?
For an SME: an external consultant is enough. For a mid-market firm: yes.
Can you switch if you're not satisfied?
Yes, migration is a managed project. Avoid commitments > 12 months.
Is the cheapest the best?
No. Look at the total cost (flat fee + OTP + signatories + integrations).
Is English enough for support?
No if your teams are English-speaking and need support in another language.
Conclusion
Choosing an electronic signature software is a structuring project. Invest the necessary evaluation time — it will save you a costly migration in 2 years.
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