Why should you make e-invoicing a priority in your company?

Electronic invoices are commonly used in most countries, as they are as legal as a paper document and save time and cost for both parties. There are still many organizations that are reluctant to change their old systems and continue to follow the same pen and paper method.

Digital signing of invoices or e-invoicing is much better than the paper and post system-

Due to the importance and sensitive nature of these documents, it is important to take steps to make sure invoices remain secure and no alterations are made. With the eSignly digital signature verification option, users can check and verify if the signed document is genuine or modified.

Recently, The Indian Union Budget 2015-16 has allowed Invoices, Challans, Consignment notes, etc., to be digitally signed with digital signature certificates and sent to recipients via email. As per Rule 11 Sub-rule (8) of Central Excise Rules, 2015 and Notification number 5/2015-service tax dated 01.03.2015 rule 4c- Any invoice issued under rule 4A or consignment note issued under rule 4B may be authenticated by means of a digital signature with effect from 1st March 2015.

Why go for an Electronic Signature to sign invoices, delivery orders, challans, consignment notes, form16s, and other documents-

  • Automated electronic processes are cheaper
  • Electronic and Digital signatures are as authentic as handwritten signatures
  • Electronic documents are easy to handle and transfer
  • Electronic documents can be immediately delivered to recipients over email
  • Electronic documents are easy to archive and retrieve whenever needed
  • Digital signatures can protect the authenticity and integrity of archived data
  • Companies can have integrated workflow. Signing, transfer, and processing of electronic documents can happen within the system itself
  • Digital signatures provide a green, environment-friendly alternative to paper-intensive processes

Verifying digital signatures-

For the digital signature verification in PDF documents, users can open the document with Adobe. For any modification done after the signature, a message will flash mentioning the document has been changed after signing

For other file formats, it gets converted into .p7m or .p7b format depending upon if an attached or detached signature was used. This signed document looks like a garbage file when accessed normally and if any change/s are made to it, then verification fails with the message “Signature Corrupted”.

eSignly ensures that documents are secure and when a recipient receives an invoice they can easily confirm its authenticity by independently verifying it.

eSignly provides customize solutions as per user requirements depending on the number of signatories, the number and type of documents that need to be signed, and the type of device with which to sign the document. With eSignly, users can sign documents in a bunch in the shortest time in an automated manner whereas, SuperSigner Software Development Kit (SDK) can be integrated with any third-party application to enable browser-independent signing through any web interface.

eSignly solutions are especially useful for the finance department which sends hundreds of invoices, payroll, POs, monthly expenses, and many other documents on a regular basis.

Requirements:

  • Ability to automate the signing process without user intervention
  • Ability to sign PDF documents
  • Ability to sign with a digital certificate stored on HSM
  • Logging for success or failure in signing

Benefits:

  • Completely automate and implement invoicing process paperless improving operating efficiency, reducing cycle time
  • Eliminate Paper, Print, and Postage cost
  • Ensure Compliance and legal validity of signed invoices 

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