Digital Signature (QES & AES)
Digital Signature (QES & AES)
The process is digital — until the signature: print, sign, scan, send back. With DocuWare and sproof, the signature stays in the digital flow too: documents are delivered for signing straight from the workflow — as an advanced (AES) or qualified electronic signature (QES), which is legally equivalent to a handwritten signature. The signed document returns to the archive automatically with its audit trail, as a new version of the original.
How the digital signature works
The right signature level for every case
Not every document needs the same level — with sproof, all of them come from one platform:
- Advanced electronic signature (AES): the standard for everyday business — quotes, order confirmations, protocols, internal approvals
- Qualified electronic signature (QES): legally equivalent to a handwritten signature — for contracts and wherever written form is required; in Austria conveniently via ID Austria
- Which level each document needs is something we clarify together — with your legal counsel where in doubt
Straight from the DocuWare workflow
The signature is a workflow step like any other: once a document reaches the defined status — such as internal approval — it is handed to sproof automatically and delivered to all signers. Internal and external signers sign digitally, without DocuWare access and without software of their own.
Signed and back in the archive — versioned
Once complete, the integration automatically fetches the signed document with its audit trail: the signed copy becomes the current version, the original stays in the history. No “_final_signed” files, no manual filing — and the workflow continues straight on, for example into the contract file or the personnel file.
European, eIDAS-compliant, GDPR-clean
sproof is the European signature platform from Austria: eIDAS-compliant, hosted entirely in the EU, with qualified signatures via A-Trust, among others. Your documents never travel through a US cloud — an argument data protection officers appreciate.
Typical use cases
Where the digital signature saves time immediately:
- Employment contracts: created automatically from the template, signed digitally, straight into the personnel file
- Purchase and framework agreements with customers and suppliers
- Quotes and order confirmations with a binding signature
- Acceptance protocols and agreements in the field
Four steps to the digital signature
From the signature case to the signed document in the archive.
Review signature cases
Which documents get signed, by whom — and which signature level does each case need?
Workflow connection
The signature is built into your DocuWare workflows as a step; signers and positions are defined.
Testing
The complete cycle is verified with real documents — delivery, signature, return, versioning.
Operation
Signatures run automatically in daily business — traceable with the audit trail in the archive.
At a glance
- AES and QES from one platform (sproof)
- QES: legally equivalent to a handwritten signature
- Signature as a step in the DocuWare workflow
- Signers need neither DocuWare nor any software
- Signed document + audit trail automatically versioned in the archive
- eIDAS-compliant, EU hosting — sproof partner since 2026
Frequently asked questions
QES or AES — which one do we need?
For everyday business the advanced signature (AES) is usually enough. The qualified signature (QES) is legally equivalent to a handwritten signature and belongs wherever written form is required — for certain contracts, for example. We set up both levels; where each is legally required is something to clarify with your legal counsel when in doubt.
Is the digital signature legally valid?
Yes — the levels are regulated in the EU-wide eIDAS regulation. The qualified electronic signature (QES) is legally equivalent to a handwritten signature; in Austria, signers conveniently sign via ID Austria.
Do signers have to install anything?
No — delivery runs via sproof, signing happens in the browser. External partners need neither DocuWare access nor software of their own.
What happens to the signed document?
It returns to the archive automatically with its audit trail and is stored as a new version of the original — the history stays complete, and the workflow continues straight on.
How much experience do you have with this?
We have been a sproof partner since 2026 and have implemented the signature integration successfully in two projects — including workflow connection and automatic return to the archive.
Sign digitally now
Bring a real signature case — we will show you the cycle live, from workflow to the signed version in the archive.
Contact us now