How to speed up the approval of business contracts using electronic signatures

An electronic signature helps simplify this process. A contract can be prepared, sent for approval and signed online without printing, scanning or meeting in person. This allows the sales department to shorten the time between reaching an agreement and obtaining the final signature, while also gaining a better overview of the document's status.

Where time is most often lost in contract approval

With sales contracts, time is not lost only during legal or managerial review. A large part of the delay occurs between the individual steps.

A typical process may look like this:

1. the sales representative prepares a draft contract,
2. the document is sent to a manager or the legal department,
3. after approval, it is sent to the client,
4. the client downloads and prints the document,
5. the contract is signed, scanned and sent back,
6. the sales representative checks whether the correct and complete version was received.

Each additional step creates room for delay. The document may go unnoticed in an email inbox, the client may not currently have access to a printer, or signing may be postponed. The process becomes even more complicated when the contract is signed by multiple people or must pass through several levels of internal approval.

Electronic signing reduces the number of manual steps. Instead of repeatedly sending attachments, the document can be made available to the designated people, directing them straight to the required action: review, approval or signature.

Step in the process	Where delays arise
Contract preparation	Missing information or repeated document revisions
Internal approval	Waiting for a manager, lawyer or managing director
Sending to the client	The document gets lost among other emails
Signing the contract	The client does not have a printer or scanner, or postpones signing
Document review	The sales representative checks whether the correct and complete version was received

 

Why email is not enough for fast contract approval

Email is a practical communication tool, but it is not designed to manage a contract's life cycle. When a document is sent as an attachment between a sales representative, manager, lawyer and client, multiple versions can quickly arise:

• contract_final.docx,
• contract_final_2.docx,
• contract_final_corrected.docx,
• contract_for_signature.pdf,
• contract_signed_scan.pdf.

After several rounds of comments, it may no longer be clear which version is current, who last edited it, and whether the client signed the correct document. In addition, the sales representative often has no immediate overview of what is happening with the contract.

They do not know whether the client has opened it, whether it is awaiting internal approval, or whether the client has simply forgotten to sign it. They therefore have to send further messages or make phone calls. Online signing works with a specific document designated for signature. This reduces the risk that the parties will confuse versions or that the signed document will remain stored in only one email inbox.

Approval by email	Online process with an electronic signature
Multiple attachments and document versions	One specific document designated for signature
It is unclear who is currently responsible for the contract	Clearly defined order of approval and signing
The document's status is checked by phone or email	The contract's status can be monitored continuously
Printing, handwritten signature and scanning	Signing directly online
Higher risk of sending the wrong version	All parties work with the same document

How online contract signing works in the sales process

An electronic signature can be incorporated directly into the existing sales process. There is no need to change the content of the contract or the way the sales department negotiates with the client. The main change is in the final stage: approval and signing.

The process can proceed as follows:

Preparing the final contract

The sales representative prepares the document according to the agreed terms. Before sending it, they verify that it contains the correct information, attachments and all required signature fields.

Internal approval

If the contract is subject to review by a manager, managing director or legal department, the document can be forwarded to the relevant person without printing or physical handover. For contracts with multiple approvers, it helps to clearly determine who should review the document and in what order.

Sending it to the client

After internal approval, the client receives a request to sign. They can review and sign the document online without having to print or scan it.

Signature by all parties involved

Depending on the type of deal, the contract may be signed by the client, sales representative, managing director, or several representatives of the respective companies. The digital process also makes coordination easier when the signatories are in different locations.

Storing the signed document

Once signing is complete, the parties involved receive the final document. The sales department can store it according to the company's internal rules or process it further in downstream systems.

More information about gradually introducing digital document workflows can also be found in the article 5 simple steps to the digital transformation of documents in your business.

What the sales department gains from faster approvals

Faster contract approval means more than just less administrative work. It has a direct impact on the pace of the sales process and the client experience.

Shorter sales cycle

The deal can be closed as soon as an agreement is reached, without waiting several days for the document to be printed, delivered or scanned. This is especially important for deals where the client is comparing several offers or needs to begin working together within a short timeframe.

Less manual administration

Sales representatives do not have to repeatedly download attachments, rename files, check scans or remind the client about individual steps. They can devote the time saved to customer care, preparing offers and developing new sales opportunities.

Better overview of contract status

In an organised online process, it is easier to distinguish which documents are awaiting approval, which have been sent for signature, and which have already been completed. The sales manager therefore does not have to determine the status of each contract separately through the sales representative.

A simpler experience for the client

The client does not have to find a printer, sign the document by hand and create a scan. They can complete the process online from wherever they are. The simpler the final step of the sales process, the lower the risk that the client will postpone signing.

Further practical benefits are described in the article 5 reasons to introduce electronic signing in your company.

Benefit	Significance for the sales department
Shorter sales cycle	Less time between reaching an agreement and receiving a signed contract
Less administration	Sales representatives do not have to print, scan and check attachments
Better overview	The team knows which contracts are awaiting approval or signature
Simpler process for the client	The client can sign the document without visiting the office
More time for sales	Sales representatives can focus on customers and new opportunities

 

Online contract signing for field sales representatives

Sales representatives do not spend the entire day at a desk. They meet with clients, visit business premises, present solutions or travel between branches. With a paper-based process, this may mean that the contract is not ready for signature until they return to the office. The sales representative must prepare and print the document, bring it to another meeting, or send it to the client by email. Online contract signing makes it possible to complete this stage regardless of location.

A sales representative can, for example:

• send the prepared contract to the client remotely,
• make the document available during an in-person meeting,
• sign the contract with the client on a mobile phone or tablet,
• proceed to the next step of the deal after signing.

This approach is useful in real estate, financial services, insurance, sales of business solutions, logistics and other areas where deals are often closed outside the office.

For companies operating in sales and online commerce, an electronic signing solution for sales and e-commerce is also available.

Why electronic signatures speed up closing deals

Timing also matters when closing a deal. The client may be ready to sign the contract immediately after the offer is approved, but each additional administrative step creates an opportunity for delay.

A paper-based process often requires the client to:

• open the attachment,
• print the document,
• sign all required pages,
• create a legible scan,
• find the original email,
• send the document back.

With online signing, these actions can be replaced by one continuous process. The client opens the document, reviews it and provides the required signature. The fewer steps between the client's decision and the final signature, the lower the risk that completion of the deal will be postponed.

An electronic signature does not, however, mean that the company must speed up contract review at the expense of quality. The aim is to eliminate unnecessary delays after the commercial and legal terms have been agreed.

If concerns about electronic signing persist in your company, we also recommend the article 6 most common myths about electronic signatures.

How to start speeding up contract approval

Digitalisation does not have to start with a large-scale project. The first step can be one specific type of sales contract that the company signs regularly.

Choose, for example, a contract for which:

• there is often a wait for the client's signature,
• sales representatives spend a great deal of time on follow-ups,
• multiple versions of the document are created,
• the signatories work in different locations,
• the paper-based process unnecessarily delays the start of the collaboration.

Then map out who prepares the contract, who approves it, who signs it, and where the resulting document should be stored. This will give you a simple process that can first be tested on selected deals and later expanded to other documents.

Less waiting, more closed deals

Contract approval does not have to be an administrative obstacle at the end of a successful sales negotiation. Electronic signatures help eliminate printing, scanning, sending different versions of attachments and waiting for an in-person meeting. Sales representatives gain a clearer process, clients get an easier way to sign, and the company can shorten the time needed to close a deal.

The OKdokument service allows you to sign documents online and request signatures from clients, colleagues or business partners. You can try electronic signing without unnecessary paper-based steps and verify its benefits directly on the documents you use in your sales process.