How to implement digitalization even in a smaller company and without an IT department

Why it pays off to get rid of paper even in a smaller company

In smaller companies and among sole traders, signing is still handled in the traditional way, on paper. Often, however, this is not because digital solutions are not available, but rather because implementing them is associated with the idea of complex technology or the need to invest in IT infrastructure.

The reality is different. Today’s tools enable simple digitalization of signing even without an in-house IT department or an IT specialist, in a simple way that is understandable even for non-experts.

Why should companies care about paperless signing of documents?

For example, in real estate agencies it is common that contract drafts are sent to clients by e-mail. If the client does not have the option to print and sign the document, the process can be significantly prolonged. If in the meantime they decide on another offer, the deal is lost. Faster exchange of signed documents could in this case mean a significant difference.

In car repair shops, signing handover protocols or confirmations of completed repairs is part of the daily routine. In paper form, this means printing, archiving, and storing documents. With larger volumes, binders gradually accumulate, while finding a specific document afterwards can be time-consuming.

In outpatient clinics and healthcare facilities, it is necessary for patients to sign consents to data processing or informed consents for procedures. If these documents are processed on paper, it creates not only a logistical burden, but also the need to handle archiving in line with legislative requirements. Moreover, the whole process is more time-consuming for staff and patients.

In all these cases, switching to digital signing would mean:

• less administrative work,
• time savings,
• easier storage and searching of documents,
• greater comfort for customers and patients.

IT capacities and budgets are limited in small companies

Smaller companies face very specific barriers when digitalizing. It is not about unwillingness to innovate, but rather about practical limitations that must be taken into account in day-to-day operations. Above all, most small companies do not have their own IT department or IT specialists.

Any technically more demanding solution would require either additional costs for an external supplier, or a significant time investment from the company’s management. In practice, things often remain as they were, even though it would not be necessary.

Another obstacle is the lack of time for employee training. Small teams are used to operating flexibly and quickly. If implementing a new system required several days of training or long explanations, it is likely that its introduction would be continuously postponed.

Equally important is the budget factor. Smaller companies usually cannot afford expensive tools designed for the corporate world. If a digital signature is presented as a solution for “big players”, with complex functionalities and a high price, it is natural that for most smaller companies it remains outside realistic consideration.

However, there are also simple and affordable solutions designed so that they can be used without problems even by small companies that:

• do not have IT specialists,
• do not have space for complex implementations,
• are looking for tools that can be used intuitively and with minimal burden on the team.

Simple tools available to everyone

Development in the area of cloud services has brought a fundamental change in recent years: even small companies today can use digital signing of documents without having to deal with demanding technical implementation. Online tools for electronic signing are designed so that even people without technical knowledge can handle using them. Only a few basic conditions are needed.

Most of these solutions work through a standard web browser. This means that there is no need to install anything, set anything up, or deal with compatibility with company software. It is enough to open the service’s website and log into the interface, where documents can be uploaded and prepared for signing.

From the point of view of a small company, it is also important that the whole process is usable without the involvement of IT specialists. There is no need to call an external company to implement the tool. In practice, the setup can often be prepared by the company owner, the head of administration, or an employee responsible for document management.

From a technical point of view, it is sufficient to have:

• a computer or tablet with internet access,
• a standard web browser (for example Chrome, Firefox, or Safari),
• a business or private e-mail used for communication.

The signing itself is very simple even for the company’s partners or clients. What is important is that the recipient of the document does not need any special account or to go through a registration process. After receiving an e-mail with a link to the document, they can simply open it and sign it, from a computer, tablet, or mobile phone.

Such an approach is important especially for smaller companies that cooperate with many external clients or partners and cannot expect them to be willing to learn a new system or complete registration in yet another service.

How it works in practice

Even though the principle of electronic signing of documents is universal, in practice each company can use it in a slightly different way. The advantage of simple cloud solutions is that they can be easily adapted to different types of operations—from services to administration.

A few examples from practice show how the digitalization of signing can simplify everyday processes even in smaller companies. In car repair shops, customers need to sign handover protocols and confirmations of completed repairs. The usual procedure often means printing the document, physically signing it, and then manually archiving it. A digital solution makes it possible for the protocol to be signed directly when handing over the vehicle, on a tablet or on a computer at reception. The document is then automatically saved into an electronic archive and, if needed, is available for reuse or proof.

In real estate agencies, signing documents is an inseparable part of every deal. Brokerage agreements, reservation agreements, or lease agreements often have to be picked up in person or signed in the office. However, this may not be convenient for everyone. If the document is prepared for digital signing, the client can sign it from home, from a mobile phone or computer, without needing to visit the office. This speeds up the contract closing process and reduces the risk that the deal will be delayed.

In healthcare facilities, consents to data processing, informed consents for procedures, or GDPR-related documents are commonly signed. If these documents are signed on paper, it increases the administrative burden on staff and creates the need for physical archiving. Electronic signing enables patients to sign the necessary documents directly at reception or in the waiting room, for example on a tablet. The signed documents are then electronically archived and are ready for a potential inspection.

In smaller companies or among sole traders, it is often necessary to quickly approve orders, price quotations, or contracts with customers or suppliers. If every document requires waiting for a physical signature and scanning, the whole process slows down. Electronic signing makes it possible for the relevant document to go through an approval process online and be signed remotely as well, without the need for an in-person meeting or exchanging paper.

Practical tips for implementation

Introducing electronic signing into the daily operation of a company does not have to be a large project. In practice, a gradual approach works well, allowing the team and clients to get used to the new way of working without unnecessary complications.

A few basic steps can make this transition significantly easier.

Start simple

It is best to start with one specific type of document that is signed often in the company and where digitalization could bring an immediate improvement.

In practice, these can be, for example:

• contracts with clients or partners,
• orders for goods or services,
• confirmations of completed work,
• GDPR documents.

After mastering this first step, it is easier to expand the use of digital signing to other types of documents as well.

Involve colleagues

For the new process to be successful, it is important that employees understand and accept it as well.

In most cases, it is enough to provide:

• a short internal training or demonstration,
• an explanation of how digital signing works and what colleagues can expect from it,
• answers to potential questions or concerns.

If the new tool is simple and intuitive, most colleagues will get used to it quickly.

Communication with clients

When introducing digital signing, it is good to inform clients or partners in advance as well.

It is important to explain that:

• the signature is legally binding,
• documents are secured and protected,
• signing is simple and does not require registration or special software.

If communication is clear, clients usually welcome the new form of signing because it saves them time and simplifies the whole process.

Gradual expansion

After the company adopts digital signing for the first type of documents, it is possible to gradually expand its use. Most often, additional internal and external documents are added that relate to cooperation with clients, suppliers, or between departments within the company. At this pace, digital signing naturally becomes part of normal processes and gradually replaces paper solutions where it makes sense.

Small steps, a big difference

Digital signing today is no longer only the domain of large companies with strong IT support.

Thanks to simple and affordable solutions, even a small company or a local operation can implement it, without the need to invest in demanding technical systems or change established processes from the ground up.

Any company where contracts, orders, confirmations, or consents are signed regularly can, through digital signing:

• save time when processing documents,
• speed up communication with clients and partners,
• simplify internal administration.

The first step can be very simple—start with an electronic signature for one type of document and gradually expand the solution according to the company’s needs.

For anyone who wants to find out how such a process can work in practice, there is an option to try an electronic signature for free.