Elektronische Signatur

What is an electronic signature?

An electronic signature is a digital means of confirming the identity of a signatory and ensuring that a document has not been altered after signing. In practice, three levels are distinguished: the simple electronic signature (e.g. a scanned image of a handwritten signature or a checkbox in a form), the advanced electronic signature (uniquely linked to a person, with proof of control) and the qualified electronic signature (QES), which is based on a certified process and is legally equivalent to a handwritten signature in the EU under the eIDAS Regulation. Which level is required depends on the specific use case and applicable legal requirements.

Use in intralogistics and transport

In logistics processes, the electronic signature is most commonly encountered as a digital proof of receipt, known as ePOD (electronic Proof of Delivery). Drivers have recipients sign on a mobile device; the system records a timestamp, GPS coordinates and the signature, and transmits them directly to the transport or warehouse management system. This significantly accelerates invoicing, as freight documents no longer need to be physically archived or returned by post. Electronic signatures are also used for goods issue in the warehouse, for approving inspection records, and for the digital acceptance of equipment.

The following aspects are relevant for integration into existing systems:

• Interfaces to TMS, WMS and DMS must be able to accept signature data in a structured format.
• Retention periods and documentation obligations vary by industry and country — the chosen solution must cover the required storage model.
• Cross-border processes are subject to different national regulations, even within the EU.

What to look for when choosing a solution

The key question is which signature level your process actually requires. For internal approvals or simple proof of delivery, a simple or advanced signature is often sufficient. Contract signings or official documents may require the qualified variant depending on the jurisdiction. A common mistake is treating a scanned signature sheet as a qualified signature — technically and legally, it is not.

You should also consider how the solution can be integrated into carrier processes and customer systems, what data protection requirements apply (particularly regarding biometric signature data), and what costs per signature transaction arise, as vendor pricing models vary considerably. Whether offline capability is supported for areas with poor network coverage also depends on the vendor.