You run a small business. You send contracts, proposals, and agreements regularly. You have been doing it the old way: email a document, wait for them to print it, sign it, scan it, and email it back. It works, but it is slow, and you have lost track of more documents than you would like to admit.
This guide walks through the practical steps of adopting digital signing in a small business context.
First, a reality check
Digital signing is not complicated. The industry has made it seem more complex than it needs to be because enterprise customers need complex solutions. Small businesses do not.
At its simplest: you upload a document, mark where signatures go, send a link to the signer, and they sign in their browser. That is the whole process.
What you need to get started
The requirements are minimal:
- ✓Documents you regularly send for signature (contracts, proposals, agreements)
- ✓An e-signature platform (covered below)
- ✓Email addresses for your signers
- ✓About 15 minutes to send your first document
You do not need special hardware. You do not need technical expertise. You do not need to change how you create documents. If you can attach a file to an email, you can send a document for e-signature.
Choosing software
There are dozens of e-signature platforms. For a small business, the decision criteria are straightforward:
Does it work with what you already use?
If your business runs on Microsoft 365, look for platforms that integrate with Outlook and OneDrive. If you use Google Workspace, look for Gmail and Google Drive integration. Starting from your existing tools means less friction.
Is the pricing predictable?
Some platforms charge per document or per user. Others offer unlimited documents for a flat fee. Neither model is objectively better, but flat pricing is easier to budget and removes the mental overhead of counting usage. Be aware of hidden costs that can catch you by surprise.
What is the signer experience?
Your clients interact with the signing interface, not you. Test the signer experience before committing. Can someone sign without creating an account? Does it work smoothly on mobile? These details affect whether your clients actually complete the signing.
Where do signed documents go?
Some platforms store documents on their servers. Others save directly to your cloud storage. The second option means your files stay in your system and you are not dependent on the platform for access.
Trial periods matter
Getting clients to adopt
The concern most small businesses have: will my clients actually use this? The answer, in almost all cases, is yes.
Electronic signatures are not new. Your clients have likely signed documents electronically before, whether for a software agreement, a bank application, or an online purchase. The concept is familiar.
Make it easy to say yes
The key is removing friction. When your client receives a signing request:
- ✓The email or WhatsApp message should come from you (not a system they don't recognise)
- ✓The subject line should clearly state what needs signing
- ✓One click should open the document
- ✓Signing should not require account creation
- ✓Mobile should work as well as desktop
If these elements are in place, most clients sign without hesitation.
Address objections proactively
Some clients will ask whether e-signatures are legally valid. They are. In South Africa, the ECT Act has recognised electronic signatures since 2002. Similar legislation exists in the EU (eIDAS) and US (ESIGN Act). For a deeper dive into the legal framework, see our guide on digital signing legality in South Africa.
A brief explanation in your initial email can head off this question: “This document will be signed electronically. Electronic signatures are legally binding under the ECT Act, and you will receive a signed copy with a full audit trail once complete.”
Making the transition
You do not need to switch everything at once. A gradual approach works well:
Week one: test with low-stakes documents
Start with documents where delays do not matter. Internal approvals, non-urgent agreements, or documents with colleagues who can give you feedback. Get comfortable with the workflow.
Week two: expand to regular client work
Once the process feels natural, start using it for your standard client documents. Proposals, engagement letters, service agreements. Monitor completion rates and timing.
Week three onwards: make it the default
Stop offering the print-and-scan option unless specifically requested. Most clients will not ask. The few who do can still sign the traditional way, but you will find this becomes rare.
Common concerns addressed
My clients are not tech-savvy
E-signature is simpler than most technology. Open email, click link, tap to sign. If your client can check their email, they can sign electronically. The signing experience is designed to be obvious.
What if someone refuses?
It happens occasionally. Have a fallback process: print the document, mail it, have them sign and return. But in practice, refusals are rare. Most people appreciate not having to find a printer.
What about documents that need witnesses?
Most standard business documents do not require witnesses. For those that do, e-signature platforms typically support multiple signers. Documents that require witnesses to be physically present (like wills in South Africa) still need traditional signing.
Is my data secure?
Reputable platforms encrypt documents and use secure connections. Check that the platform you choose uses industry-standard security. Many platforms are more secure than email attachments, which is how you were probably sending documents before.
Measuring the impact
After a month of using e-signatures, you will likely notice:
- ✓Documents that took a week now close in a day
- ✓Fewer follow-up emails asking about signature status
- ✓A clear record of who signed what and when
- ✓Less time spent on administrative coordination
- ✓More deals actually closing instead of going cold
The efficiency gain is immediate and tangible. Deals close faster because signatures are no longer the bottleneck.
Here is the reality that is easy to overlook: when signing is difficult, some clients simply do not sign. They meant to. They wanted to. But finding a printer, dealing with the scan, emailing it back—it gets pushed to tomorrow, then next week, then it slips off their radar entirely. They go with the competitor who made things easier, or they just do not move forward at all.
Removing friction does not just speed things up. It closes deals that would otherwise have gone cold.
The bottom line
Digital signing is one of those changes that seems bigger than it is. The tools are ready. The legal framework is established. Your clients are familiar with the concept. The only question is when you start.
Most businesses that make the switch wonder why they waited so long.
NomaSign is built for small businesses transitioning to digital signing. See how it works or view our pricing.