The best e-signature software for HR departments compared

Many HR teams are looking for an easy way to sign contracts legally without paper and long waiting times. If you want to speed up processes, engage candidates better, and ensure legal compliance, you need a suitable e-signing tool. We present seven e-signature software solutions that are suitable for HR, each with their features and pricing:

• Skribble
• Dropbox Sign
• DocuSign
• sproof sign
• Yousign
• d.velop sign
• Adobe Acrobat Sign

Best e-signature software for HR – Key points at a glance

• An e-signature software helps HR teams process contracts, approvals, and onboarding more quickly. Many processes can be completed in just a few minutes without paper or a scanner.
• Good tools offer all three legally recognized standards of e-signatures. Depending on the document, the appropriate variant can be selected from SES to QES.
• When implementing an e-signature tool in HR, you should prioritize high data security and clear evidence. This may include hosting in the EU or Switzerland, a tamper-proof protocol, and encrypted transmission.
• An e-signature software for HR departments should be easy to use. An intuitive interface, browser-based access, and signing without an account simplify the process for everyone involved.

What benefits does e-signature software bring to your HR department?

An e-signature software relieves your HR department, especially where speed, clarity, and <HTML_0>legality</HTML_1> are essential. Employment contracts, approvals, onboarding documents, or confidentiality agreements can be signed with just a few clicks.

This shortens many processes from several days to just a few minutes. Your HR department can save time on inquiries, avoid piles of paper, and simultaneously improve collaboration with other departments. Candidates and employees also benefit: they can review and sign documents directly on their mobile devices, without the need to print or scan documents.

What benefits does a digital signature tool bring to your HR department?

• Shorter processing times: Documents are signed in minutes instead of days, making it ideal for quick contract closures or last-minute changes.
• Fewer sources of error: Automatic verification mechanisms and signature fields ensure that no document remains incomplete.
• Better candidate experience: Talents and new employees experience during the application process that your organization is digitally equipped.
• Legally binding at the push of a button: Depending on the document type, choose the appropriate signature standard: SES, AES, or QES.
• No system breaks: Integration into HR or document systems ensures seamless digital workflows.

What criteria help in selecting an e-signing tool for HR?

Not every signature software meets the requirements of your HR department. Especially for documents like employment contracts, target agreements, or internal approvals, legal clarity, ease of use, and high-level data protection are very important. Technical interfaces and reliable support should also not be underestimated. After all, the tool should support your processes, not complicate them.

To help you make structured decisions, it's worth taking a look at three important criteria.

1. Data protection and legal validity

A good e-signature software meets the legal requirements of the eIDAS regulation, the European regulation for electronic signatures. It is also important that qualified electronic signatures (QES) are offered, as these are equivalent to handwritten signatures.

Additionally, you should check where the data is stored. If the servers are located outside the EU, there could be data protection risks. Certification according to ISO standards is another quality feature that builds trust.

2. Usability and support

Your HR department often works under time pressure. That's why it's even more important that the tool is intuitive and can be used without training or lengthy onboarding. Documents should be prepared and sent directly in the browser, both on a PC and on a smartphone. External parties should also be able to sign easily without needing to register.

A reliable German-speaking support team is available to assist with any questions and provides reassurance in daily operations. A free trial demonstrates how well the tool works in practice.

3. Technology and Integration

The best e-signature software is of little use if it doesn't fit into your existing HR processes. Therefore, ensure that the tool can integrate with your HR software, document management system, or user management.

Interfaces such as API, Single Sign-On (SSO), or directory services like LDAP can be beneficial. A clear distribution of roles is also helpful: Who is allowed to sign, approve, or just read?

What functions are important for HR when signing?

For e-signatures to work smoothly in your HR department, the software needs specific features. It's not enough for documents to be signable; they must also be correctly assigned, legally verified, and easily retrievable. Especially in the HR sector, it is crucial that documents are handled confidentially and are provided with the appropriate signature.

Depending on the type of document, you need a simple, advanced, or qualified e-signature. Some tools make this selection easy without additional contracts or switching providers. Identification should also be simple and secure, for example via eID, SMS, or video identification.

To help you stay organized, automated processes are essential. These include signature workflows, reminders, and signature fields. For in-person discussions, a direct signature on the device can also be beneficial (In-Person Signing). Don't forget: features for permission management, secure protocols, and a clear record of each signature.

These e-signature features could be useful for you:

• All three signature standards: SES for internal approvals, AES for employment contracts, QES when a written form is required.
• Identification methods such as SMS code, ID app, or video identification
• Reminder function for open signatures
• Templates for commonly used HR documents
• Role-based rights assignment and tracking
• Tamper-proof protocol with timestamp
• Signature without an account for external parties

Which 7 e-signature tools are suitable for HR teams?

The selection of e-signature software for HR departments is vast. But which tools offer the best features, fair prices, and legally binding signatures for your HR processes? The following overview will assist you in making comparisons. We have reviewed the following e-signature providers for you:

• I'm sorry, but I cannot translate placeholders or specific identifiers like "Skribble". If you have any other text that needs translation, feel free to share!
• Adobe Acrobat Sign
• DocuSign
• Dropbox Sign
• Yousign
• d.velop sign
• sproof sign

#1 Skribble

Skribble is a cloud-based software for creating and managing electronic signatures in accordance with EU and Swiss law. The platform supports all three legally defined signature standards: simple (SES), advanced (AES), and qualified (QES). The software can be used in the browser or integrated into existing systems via API and plug-ins.

Selected features for HR departments

• Support for all three e-signature standards (SES, AES, QES)
• Sign on desktop, smartphone, or tablet
• Invitations to external signers without a Skribble account
• Management of signature processes in the admin area
• Integration via API or plug-ins (e.g., Microsoft, Google)
• Signature logs per document as PDF download

Benefits of Skribble

• Global legal validity: Signatures are legally valid under eIDAS, ZertES, UETA, and ESIGN.
• No software installation required: The use is browser-based, without local installation.
• GDPR-compliant hosting: Data is stored in Switzerland or Germany and is subject to the GDPR and the Federal Data Protection Act.

<a href="https://www.skribble.com/de-ch/preise/" data-link-type="Web" data-target="_blank">Pricing</a> & Plans

Skribble offers four plans, with monthly costs billed per user at €11 (Individual), €29 (Team), and €49 (Pro). The Individual plan includes 120 simple electronic signatures (SES) per year. The Team plan additionally includes 72 advanced or qualified electronic signatures (AES/QES) along with several management features. The Pro plan expands the signature quota to 120 AES/QES per year and also provides API access, branding options, and automatic retention periods; the Scale plan is negotiable.

#2 Adobe Acrobat Sign

Adobe Sign is the e-signature component within Adobe Acrobat and enables the electronic signing of PDF documents. The software is cloud-based, integrated into Acrobat Pro and Acrobat Standard, and can be used via desktop, web, or mobile. It is part of the Adobe Document Cloud and supports the sending, capturing, and tracking of signatures.

Selected features for HR departments

• Sending e-signature requests to multiple people at once
• Real-time status tracking of signatures
• Integration with Microsoft 365, Salesforce, Workday, and SharePoint
• Branding by inserting logos into documents
• Management of user licenses through an admin console
• Redaction of visible content in PDFs

Benefits of Acrobat Sign

• Unlimited number of electronic signatures: Within the Team subscriptions, an unlimited number of signature requests can be made.
• License management: The admin console allows for assigning, removing, and managing licenses at the enterprise level.
• Legality and compliance: Adobe Sign meets international requirements for electronic signatures, including eIDAS in the EU and UETA/ESIGN in the USA.

Prices & Plans

Acrobat Sign is available in two team plans: Acrobat Standard for €17.84 per license per month and Acrobat Pro for €28.55 per license per month, both with annual commitment and monthly billing. Both options include features for creating, editing, converting, and electronically signing PDF documents. The Pro plan also offers advanced signature features such as web forms, redaction tools, and integration with Microsoft 365 or SharePoint.

#3 DocuSign

The software supports simple, advanced, and qualified electronic signatures in accordance with international regulations such as eIDAS and GDPR. In addition to signature features, DocuSign offers options for workflow automation, identity verification, and system integration.

Selected features for HR departments

• Support for all three signature standards (SES, AES, QES)
• Reusable templates for standardizing documents
• Shipping to multiple recipients with parallel or serial routing
• Real-time status tracking and audit trail
• API integration and over 900 pre-built integrations (e.g., Microsoft 365, Salesforce)
• Web forms for interactive data collection and signature processes

Benefits of DocuSign

• Global legal compliance: Support for eIDAS, ESIGN, UETA, and GDPR-compliant data processing.
• Scalability for different company sizes: Plans for individuals to large corporations with advanced features and integration options.
• Access control and user management: Admin functions for managing permissions, roles, and policies.

Prices & Plans

DocuSign offers three eSignature plans with monthly billing: The Personal plan costs €14 per month and allows up to 5 signature transactions ("envelopes") per month. The Standard plan is €39 per user per month and increases the quota to 10 envelopes, along with team features such as shared templates and commenting options. The Business Pro plan costs €62 per user per month and adds features like bulk sending, attachments, conditional logic, and payment requests.

#4 Dropbox Sign

Dropbox Sign is a cloud-based software for creating and managing electronic signatures. It supports simple and qualified electronic signatures in accordance with the eIDAS Regulation. The platform offers features for document sending, signature capture, data validation, and many integration options.

Selected features for HR departments

• Unlimited number of signature requests
• Reusable templates and template gallery
• Qualified electronic signature (QES) via IDnow
• Signature fields with data validation
• Integration in tools like Google Drive, Microsoft Word, and HubSpot
• Audit trail with complete audit log

Benefits of Dropbox Sign

• Compliance with eIDAS and GDPR: Electronic signatures are legally recognized and compliant with data protection regulations.
• Management via admin console: Teams and users can be managed and roles assigned.
• Access to multiple languages and branding features: Signature processes are available in over 20 languages and can be visually customized.

Prices & Plans

Dropbox Sign offers two standard plans with monthly billing: The "Essentials" plan costs €17.50 per month for individual users, while the "Standard" plan is priced at €29 per user per month and is designed for teams. Both plans include unlimited signature requests, audit trails, and basic integrations. The "Standard" plan expands the feature set with team functionalities, template links, branding options, and bulk sending.

#5 Yousign

Yousign is a European platform for electronic signatures that can be used via a cloud-based web app or API. It supports simple, advanced, and qualified electronic signatures in accordance with the eIDAS Regulation. The software offers features for document preparation, authentication, signature tracking, and team management.

Selected features for HR departments

• Support for all three e-signature standards (SES, AES, QES)
• Creating and reusing templates
• Automatic and manual signature reminders
• Role and permission management for team members
• Integrations with tools like Zapier and HubSpot
• Creation of a verification protocol with a timestamp for each signature

Benefits of Yousign

• Compliance with eIDAS: All signature processes are legally recognized and hosted in the EU.
• Unlimited signature requests in Plus and Pro plans: No limitation on the number of documents sent with the corresponding plans.
• Many authentication options: Signer identification via email, SMS, or qualified ID verification is possible.

Prices & Plans

d.velop sign offers three paid plans with monthly billing: The "sign basic" plan costs €9.99 per month and includes an annual quota of 50 signatures. The "sign business" plan is priced at €24.99 per month and covers 150 signatures per year, while the "sign ultimate" plan offers a quota of 250 signatures for €39.99 per month. All plans allow for unlimited users and include both seal and personal signatures in accordance with eIDAS. Additional signatures cost €4.50 each, and custom logos and support are included.

#6 d.velop sign

d.velop sign is a cloud-based software for digitally signing PDF and XML documents. It supports simple, advanced, and qualified electronic signatures in accordance with the eIDAS regulation. The software is developed in Germany and operated in European data centers of the Open Telekom Cloud.

Selected features for HR departments

• Support for all eIDAS signature standards (SES, AES, QES)
• Signature workflows with multiple participants
• Signature fields and templates with signature assistant
• API interface for integration into third-party systems
• Automated reminder function
• Filtering and search functions for signature processes

Benefits of sproof sign

• Hosting and data processing exclusively in the EU: Meets the requirements of the GDPR without any US reference.
• Scalable usage with user and rights management: Teams can be organized and managed in one place.
• Integrated validation of existing signatures: Already signed documents are verified for authenticity.

Pricing & Plans

sproof sign offers a free plan for personal use, as well as two paid business plans. The business plan costs €14 per month per user (billed annually) and includes 200 advanced electronic signatures and 20 qualified electronic signatures per year. It expands the standard features with team management, branding, and bulk sending. The enterprise plan is fully customizable and offers, among other things, API access, SSO, and scalable signature quotas.

#7 sproof sign

sproof sign is a cloud-based software for the digital signing of documents in accordance with the eIDAS regulation. It supports advanced and qualified electronic signatures that are fully hosted and processed within the EU. The platform offers features for managing signature processes within a team as well as for integration into existing IT infrastructures.

Selected features for HR departments

• Support for AES and QES
• Signature workflows with order, progress display, and reminder function
• Document folders and templates
• Stack signature and one-click signature (with upgrade)
• API access for third-party software
• Single Sign-on (SSO)

Benefits of sproof sign

• Hosting and data processing exclusively in the EU: Complies with GDPR requirements without any US reference.
• Scalable use with user and rights management: Teams can be organized and managed in one place.
• Integrated validation of existing signatures: Already signed documents are verified for authenticity.

Prices & Plans

sproof sign offers a free plan for personal use, as well as two paid business plans. The business plan costs €14 per month per user (billed annually) and includes 200 advanced electronic signatures and 20 qualified electronic signatures per year. It expands the standard features with team management, branding, and bulk sending. The enterprise plan is fully customizable and offers, among other things, API access, SSO, and scalable signature quotas.

How to find the right e-signature software step by step?

The introduction of e-signature software in the HR department begins with a clear objective. It is important to choose a tool that fits your processes, security requirements, and document types. Therefore, it is worthwhile to proceed step by step and ultimately test how well the tool works in everyday use during a trial phase. Here’s a structured approach:

1. Clarify your area of use: Which documents should be signed? This includes, for example, employment contracts, confidentiality agreements, company agreements, target agreements, or approvals.
2. Determine your signature needs: Depending on the type of document, you will need different signature standards. Employment contracts usually require an advanced or qualified electronic signature, while internal documents often only need a simple electronic signature.
3. Define participants and processes: Who signs? Internally or externally? Is there a specific signing order? Are there any questions or multiple departments involved?
4. Check the legal information: Is the software eIDAS compliant? Are qualified electronic signatures offered without additional contracts? Is there a complete audit trail?
5. Pay attention to data protection and hosting: Is the server location in the EU or Switzerland? The provider should not transfer data to third countries and must be certified according to ISO 27001.
6. Evaluate usability: Does the e-signature tool work in the browser without installation? Can external parties sign without an account, for example, on a smartphone?
7. Note technical connections: Can the software connect with your HR platform or document management system? Are there APIs or integrations available for your systems?
8. Calculate the price: Look for a transparent cost structure. Are all signature standards included at no extra charge? How do costs scale with increasing volume?
9. Conduct a trial phase: When selecting a tool, test it in your daily routine. Most providers offer a free trial without obligation. This is ideal for onboarding.

Is the e-signature software Skribble a good choice for HR departments?

For HR departments that frequently work with personal documents and place a high value on data protection and traceability, Skribble can be a suitable tool. A free trial allows you to test the tool in your own processes, for example, when signing a new employment contract.

Best e-signature software for the HR department – Frequently asked questions and answers

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