Electronic signature software built into your ERP

6 reasons to choose KiboERP electronic signatures

Most ERP vendors delegate signing to a paid third party. KiboERP integrates the Signature module natively into every document workflow, at no additional cost.

Legal compliance: eIDAS and OHADA

The legal validity of an electronic signature rests on two pillars: reliable identification of the signer and proof of document integrity. KiboERP satisfies both requirements.

eIDAS Regulation (European Union)

The eIDAS regulation defines three levels of electronic signatures. KiboERP produces an Advanced Electronic Signature (AES): the signer is identified by verified email, the cryptographic link between the signature and the document is guaranteed (SHA-256), and any post-signature document alteration is detectable. This signature is admissible before EU courts and in any country recognising eIDAS.

OHADA Law — West & Central Africa

The OHADA Uniform Act on general commercial law and contract law expressly recognises electronic signatures as equivalent to handwritten ones, provided a reliable identification method is in place. KiboERP's audit trail — with IP address, timestamp, and document hash — constitutes precisely that reliable method.

Multi-party signature workflow

Professional contracts rarely involve a single signer. KiboERP manages the entire signing workflow, from initiation to archiving.

Sequential signing

Define a strict order: the employee signs first, then the manager, then the client. Each signer is notified by email only when their turn arrives. If a signer declines or misses the deadline, an automatic reminder is sent.

Parallel signing

All signers receive the request simultaneously. Useful for multi-party NDAs or consortium agreements. The document is considered fully signed only once all signatures are collected.

Witnesses and observers

Add observers (witnesses, legal counsel, notaries) who receive a copy of the final document without being active signatories. They are included in the audit trail with their email address and document-opening timestamp.

Native integration across all modules

KiboERP's electronic signature is not an isolated module. It activates directly from every document workflow, without copy-pasting or exporting.

HR — employment contracts

Generate an employment contract from the employee profile, add signatories (employee + HR manager), send the request. The signed contract is archived in the employee's HR file and in the DMS. Works for permanent contracts, fixed-term contracts, amendments, mission letters and certificates. Learn more about the HR module.

CRM — quotes and commercial proposals

From a quote in "Sent" status, click "Request signature". The client receives a secure link, signs from their mobile, and the quote automatically moves to "Accepted". The sales rep is notified instantly. Learn more about the CRM module.

Procurement — purchase orders and supplier contracts

Purchase orders and framework contracts can require dual signature from buyer and supplier. The external supplier signature requires no KiboERP account — a secure email link is sufficient. Learn more about the Procurement module.

Accounting — invoices and mandates

Electronic invoices with probative value (in regulatory contexts requiring it) and direct debit mandates can be signed directly from the Accounting module. The signature is attached to the accounting document in the DMS.

DMS — official correspondence and miscellaneous documents

Any document imported or generated in the DMS can be put up for signing. Official letters, assembly reports, minutes: KiboERP's DMS becomes your signed document vault. Learn more about the DMS module.

Use cases by sector

Banks & financial institutions — KYC and client contracts

Account opening generates a significant document flow: KYC forms, account agreements, direct debit mandates, loan contracts. KiboERP enables electronic signing of each document from onboarding, with an audit trail compliant with BCEAO and local regulatory requirements. The on-premise version ensures client data remains within the bank's own infrastructure.

Law firms

Fee agreements, powers of attorney, confidentiality agreements: law firms handle documents requiring proof of consent on a daily basis. KiboERP reduces signing turnarounds from several days to a few hours, while building an auditable file in case of dispute.

Medical practices — patient consent

Informed consent forms (surgery, anaesthesia, treatment) must be retained and produced on demand. KiboERP digitises and archives these consents with timestamps, eliminating the risk of document loss.

Schools & universities — enrolment

School regulations, tuition contracts and parental authorisations can be signed electronically by parents from their smartphone, without any visit required. Signed enrolment files are archived by academic year in the DMS.

Notaries & bailiffs

For deeds not requiring authentic form, KiboERP allows collecting party signatures before the appointment, accelerating deed preparation. The timestamped audit trail completes the evidentiary file.

Comparison: KiboERP vs DocuSign, Yousign, Adobe Sign, SignNow

The e-signature market is dominated by vendors charging per envelope or per user, with no native ERP integration. KiboERP takes the opposite approach.

SaaS or On-premise: which to choose?

KiboERP offers both deployment modes. Choose based on your sovereignty, connectivity and budget constraints.