Electronic Signature Software

The Qoobiss electronic signature software is a fast and safe way for documents to be signed online. Supporting digital workflows across regulated and non-regulated industries. This electronic signature solution ensures that all documents are legally binding and tamper-proof. By removing the need for handwritten signatures, this Qoobiss product can be used on any device, offering an instant and legal way to sign documents. Qoobiss Signature supports different signature types, including simple electronic signatures, advanced electronic signatures, and qualified electronic signatures.

Solution Positioning

With the electronic signature solution, legal and compliance teams, regulated businesses, and product or operations leaders can enable digital signing processes aligned with legal and regulatory requirements. The solution supports secure, tamper-evident signing and helps reduce the risk of forgery through controlled authentication and cryptographic integrity mechanisms. An e-signature is often used for less critical documents; however, it is still considered a legally binding signature and is enforceable when the following criteria are met:

• User has the intent to sign

• All parties provide consent

• Identity verification has been completed

• The electronic signature adheres to laws and regulations in the jurisdiction where it is being used

 These signatures are recognized in countries around the world, making an electronic signature a simple way for a business to streamline processes and reduce paperwork. 

One Solution, Multiple Signature Levels

A secure electronic signature can take different forms. All of these are legally binding, though they do serve different purposes. With the Qoobiss electronic signature software, the following forms of e-signatures are supported:

• SES (Simple Electronic Signature) – This is the basic form of an e-signature, It does not require mandatory identity verification and is typically used to capture user intent and consent in low-risk scenarios. This e-signature is best used for day-to-day activities such as accepting terms and conditions, sales forms, or information acknowledgements.

• AES (Advanced Electronic Signature) – With AES, there is user authentication required. This is typically achieved through strong authentication mechanisms such as OTP verification or controlled access codes. These signatures also require a digital certificate that must be included to complete the transaction. Offering stronger identity assurance, these are best used for loan applications, B2B agreements, employment documentation, or NDAs.

• QES (Qualified Electronic Signature) – This is the most secure signature type that Qoobiss offers and represents the highest level of electronic signature under the eIDAS Regulation, legally equivalent to a handwritten signature. It is created using a qualified certificate issued after remote identity verification by a Qualified Trust Service Provider, and generated within a Qualified Signature Creation Device (QSCD). By using a multi-factor authentication system, every signature will have an audit trail attached. These types of signatures are often used for high-risk or legally sensitive documents that must withstand regulatory scrutiny or legal challenges.

How the Electronic Signature Solution Works

Any device can be used to sign a document and can be used within an application through a web component or API integration. With REST API, the process is automated and allows for adding documents, retrieving documents that have been signed, and managing tokens for future signing sessions. Alternatively, the JavaScript Web Component can be used to handle all signature confirmations, identity verifications, and OTP input. 

To complete an electronic signature, the document must first be prepared and submitted through the signing solution. Based on the signature type, the signer may be authenticated or identified before applying the electronic signature. Once complete, the electronic signature software will encrypt the document, which prohibits any future alterations. An audit trail is then generated, which documents all steps of the process. 

For Advanced Electronic Signatures (AES) and Qualified Electronic Signatures (QES), OTP-based verification is used to enhance security and confirm signer intent. In the case of a Qualified Electronic Signature, a qualified digital certificate is issued following identity verification and used to create a signature that is legally equivalent to a handwritten signature under eIDAS.

Key Capabilities

Electronic signature solutions include multiple capabilities. While eliminating the need for any handwritten signature, this software provides a simple and legally binding way to add a signature to any document. Some of the key capabilities when using our software include multi-device accessibility and document management. 

One important capability is the generation of audit trails. With the Qoobiss electronic signature software, there are complete logs of all actions that are taken. This includes IP addresses and timestamps, which are used to ensure compliance. Our platform also allows for embedded signing experiences. The software can be used within any app or website.

Compliance & Legal Validity

Whether using a simple electronic signature, an advanced electronic signature, or a qualified electronic signature, they are all legally binding and admissible in court. To adhere to regulations and remain compliant, our electronic signature applications provide a complete audit trail and use the latest encryption software to ensure data integrity. The software is designed to build trust and is aligned with GDPR, eIDAS, and EU standards. This ensures that all signatures are legal and valid.

Integration & Scalability

Our electronic signature solution offers seamless integration and scales effortlessly to meet evolving business requirements. By leveraging a REST API, the entire workflow - from initiating document signing to retrieving completed, legally binding documents - can be fully automated. This integration approach allows organizations to programmatically submit documents for signature and retrieve them immediately after completion, enabling efficient, end‑to‑end document management.

In addition, Qoobiss provides an embeddable JavaScript Web Component, which can be integrated directly into existing web applications. This is an interface that can be embedded and used on an existing web application. This will handle the OTP verification, document signing, and confirmation. With this component, the software can be customized using the configuration settings and CSS.

Both integration models can be used to complete electronic signature services, from a simple signature to the complex QES. 

When it comes to scalability, our product can be adapted to handle a few signatures each month to thousands for daily operations. The scalable platform has the ability to handle increased volumes of users and documents, which is essential for any growing business.

How Electronic Signature Fits into the Qoobiss Platform

Qoobiss delivers a modular compliance ecosystem that focuses on digital onboarding, automated AML screening and identity verification. The electronic signature solution can be integrated with ONTRACE. This is the identity verification software from Qoobiss and is a complete KYC solution. ORIGIN is a platform for managing digital workflows that assist with digital onboarding. In some cases, onboarding will require a signature, and the electronic signature services can be used here. 

The Qoobiss platform will initially verify the user’s identity through ONTRACE before an e-signature can be performed. Once identity is verified, the electronic signature will be legally bound to the user. 

Request a demo today and see how this electronic signature software delivers a secure and legal way to instantly sign and manage documents.