How to choose electronic signature software
10-point decision grid for choosing the electronic signature software suited to your business.
Updated on
Writer — Certyneo · About Certyneo
A structuring decision
Choosing an electronic signature software means choosing a tool your teams will use several times a day, for years. Mistakes come at the cost of migration expenses and daily friction.
The 10 selection criteria
1. eIDAS compliance
Non-negotiable. Without compliance eIDAS, your signatures won't 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 hosting to preserve sovereignty and avoid the US Cloud Act.
4. Transparent pricing
Monthly plan with quota, no billing per OTP/signer.
5. Native integrations
CRM (HubSpot, Pipedrive), HR software (PayFit, Lucca), ERP (Sage), Zapier, API.
6. Templates
To streamline recurring documents.
7. Advanced workflow
Parallel/sequential order, reminders, CC, approvers.
8. Signer UX
Mobile-first, no account required, journey under 3 minutes.
9. Archiving
At least 10 years, PAdES format, exportable.
10. Support
French-speaking, responsive, clear documentation.
Pitfalls to avoid
- Prices that seem too good to be true: often offset by per-OTP billing
- Phantom features: listed but rarely reliable in production
- Nonexistent support: endless chatbot with no real human
- US cloud with no clear mention of the Cloud Act
- Long-term contracts with no exit clause
Selection method
- List your needs: volume, level, integrations
- Shortlist 3-5 solutions
- Test for free under real conditions (10-20 sends)
- Question the support team with complex cases
- Simulate over 12 months the actual cost
Summary table
Profile | Type of solution
Freelancer / micro-business | Free plan, budget under €20/month
SME 20-250 employees | European professional plan, €50-200/month
Mid-sized company 250-5,000 employees | Business plan, SSO, custom API
Regulated sector | EU hosting + advanced KYC
Real case: 60-employee SME
A construction SME evaluated 4 solutions over 6 weeks:
- demo + hands-on trial 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 checks all 10 criteria: eIDAS, SES/AES, EU hosting, transparent pricing, native integrations, templates, advanced workflows, modern UX, 10-year archiving, French-speaking support. Free plan to test before committing.
Discover Certyneo's electronic signature solution
FAQ
How long does the selection process take?
4-8 weeks with a proper evaluation.
Should IT be involved?
For an SME: an external consultant is enough. For a mid-sized company: yes.
Can we switch if we're not satisfied?
Yes, migration is a manageable project. Avoid commitments longer than 12 months.
Is the cheapest option the best?
No. Look at the total cost (plan + OTP + signers + integrations).
Is English support enough?
Not if your teams are French-speaking.
Conclusion
Choosing a signature software is a structuring project. Invest the necessary evaluation time — it will save you a costly migration in 2 years.
Try Certyneo to send, sign and track your documents online simply, quickly and securely.
Try Certyneo for free
Send your first signature envelope in under 5 minutes. 5 envelopes/mo for 14 days, then 2/mo, no credit card required.
Go deeper on the topic
Reference articles on this topic.
Go deeper on the topic
Our comprehensive guides to master electronic signatures.
Certyneo Community
A question about electronic signatures?
Join the Certyneo community: ask your questions, share your answers and connect with thousands of users and our team.
Continue reading about Enterprise
Deepen your knowledge with these related articles.
Delegation of Powers: Electronic Signature in Business
Delegation of power is an essential legal tool for any business. Electronic signature and eIDAS compliance: master every step.
Wire Transfer Mandates: Secure Them with Electronic Signature
Wire transfer fraud costs billions to European companies every year. Discover how electronic signature and strong authentication transform your wire transfer mandates into tamper-proof documents.
AML Compliance and Electronic Signature in Finance: 2026 Guide
Anti-money laundering regulations impose strict requirements on financial actors, and electronic signature plays a central role in identity verification and traceability. Discover how to align AML compliance with electronic signature in 2026.