How to choose electronic signature software

A structuring decision

A structuring decision

Choosing electronic signature software means choosing a tool that your teams will use several times a day, for several years. Mistakes pay for themselves in migration costs and daily friction.

The 10 selection criteria

1. eIDAS complianceNon-negotiable. Without eIDAS compliance, your signatures will not have the same legal value. SeeeIDAS regulations ⬥⬥⬥.

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 plan with quota, no billing to the OTP/signatory.

5. Native integrations

CRM (HubSpot, Pipedrive), HRIS (PayFit, Lucca), ERP (Sage), Zapier, API.

6. Templates

6. Templates

To industrialize recurring documents.

7. Advanced workflow

Parallel/sequential order, reminders, CC, approvers.

8. UX signatory

Mobile-first, no account, journey < 3 minutes.

9. Archiving

10 years minimum, PAdES format, exportable.

10. Support

French, responsive, clear documentation.

• Pitfalls to avoidCall price too low ⬥⬥⬥: often compensated by OTP billing
• Ghost functionalities ⬥⬥⬥: those listed but rarely reliable in productionNon-existent support ⬥⬥⬥: infinite chatbot without a real human
• Cloud USCloud US
• without clear mention of the Cloud ActLong commitment contracts
• without exit clauseMethod of choice

List your needs ⬥⬥⬥: volume, level, integrations

1. Pre-select 3-5 solutionsTest for free
2. in real conditions (10-20 shipments)
3. Ask supportwith complex cases
4. Simulate over 12 monthsthe actual cost
5. Summary tableProfile | Typical solution

Profile | Typical solution

Freelance / TPE | Free plan, budget < €20/month

SME 20-250 employees | European pro plan, €50-200/month

ETI 250-5000 employees | Business plan, SSO, custom API

Regulated sector | EU hosting + advanced KYC

Concrete case: SME 60 employees

An SME in construction evaluated 4 solutions over 6 weeks:

demo + getting started for each

• test of 15 representative shipments
• 12-month cost simulation
• support interview
• Final choice: European solution at €79/month vs. US solution at €250/month. Native HubSpot integration. Obvious ROI.

How Certyneo helps you

Certyneo ticks the 10 criteria: eIDAS, SES/AES, EU hosting, transparent pricing, native integrations, templates, advanced workflows, modern UX, 10-year archiving, French support. Free plan to test before committing.

Discover the Certyneo electronic signature solution

Discover the Certyneo electronic signature solution

FAQ

How long does the choice take?

4-8 weeks with a real assessment.

Should we involve the IT department?

For an SME: an external consultant is enough. For an ETI: yes.

Can we change if we are not satisfied?

Yes, migration is a controlled project. Avoid commitments > 12 months.

Is the cheapest the best?

No. Look at the total cost (package + OTP + signatories + integrations).

Is English enough for support?

No if your teams are French-speaking.

Conclusion

Choosing signature software is a structuring project. Invest the necessary evaluation time — this will save you from a costly migration in 2 years.

Try Certyneo to send, sign and track your documents online simply, quickly and securely.