Digital signatures for businesses — how it works in 2026

In digital signature is a fast, secure and legally valid way to sign contracts, quotations and documents without using paper. For businesses that still print, sign by hand and scan documents back, the transition to digital signatures means both shorter lead times and better control. In this guide, we explain how digital signatures work, what the law says, how they differ from a standard electronic signature, and how to get started with digital signature in your business.

What is a digital signature?

A digital signature is an electronic method of approving and signing a document. Instead of a pen, a verified identity — in Sweden, usually BankID — is used, which is linked to the document the moment you sign it. The result is a tamper-proof document with a signing certificate that shows exactly who signed it, when it happened and by what method.

Many people confuse the two terms digital signature, electronic signature and e signature. In practice, they mean the same thing: signing digitally rather than on paper. Technically, there is a subtle difference — a digital signature is the cryptographic lock that protects the document, whilst the signature is the actual act of approving it. When you use BankID, you get both automatically.

Is a digital signature legally valid?

Yes. Within the EU, digital signatures are regulated by the eIDAS Regulation, which stipulates that an electronic signature may not be rejected in court solely on the grounds that it is digital. The Regulation classifies digital signatures in three levels:

• Simple electronic signature (SES) — e.g. clicking ”I agree” or entering their name in a field. Valid, but of weaker evidential value.
• Advanced Electronic Signature (AES) — linked to a uniquely identified individual, e.g. via BankID. High level of security and most commonly used for business contracts.
• Qualified electronic signature (QES) — the highest level, legally equivalent to a handwritten signature throughout the EU.

For the vast majority of business contracts in Sweden, an advanced signature using BankID is more than sufficient. It carries greater evidential weight than a standard handwritten signature on paper, as the identity is verified and the document is protected against alterations.

Digital signature using BankID

Over nine million Swedes use BankID, making it the obvious choice for digital signature, BankID in Sweden. The process is simple: you upload the document to a signing service, specify who needs to sign it, and send it out. The recipient opens the link, reviews the document and signs it using BankID on their mobile or computer. Within seconds, the agreement is finalised and all parties receive a signed copy.

The advantage of BankID is that the identity has already been verified — you do not need to ask for proof of identity or verify who actually signed the document. For agreements with foreign parties or suppliers who do not have BankID, the service should also support Freja eID as well as verification via email or text message.

Digital signature vs. paper signature

The difference between signing digitally and on paper is greater than many people realise. Here is a comparison of what this means in practice:

For a company that handles dozens or hundreds of contracts a month, the time saved quickly becomes significant. Instead of chasing signatures via email and post, you can have contracts signed on the same day — and you don’t have to worry about documents getting lost or never being returned.

How to get started with digital signatures

Getting started with digital signatures doesn’t require a major IT project. With the right tools, you can be up and running in an afternoon:

1. Choose a signing service which supports BankID and meets the eIDAS requirements.
2. Upload your document — usually a PDF containing your terms and conditions.
3. Insert signature field and specify who is to sign it.
4. Please sign — the parties are sent a link and sign using BankID.
5. Archive — The signed document is automatically saved in a searchable archive with a complete history.

Med Boomr Sign you can use BankID for digital signatures directly within the same platform you use to manage the rest of your business. You can send out agreements, track their status in real time and receive a notification as soon as the document is signed — without having to switch between different systems.

Digital signatures as part of the overall contract process

A digital signature is most valuable when it is integrated with the rest of the contract process. Many companies stop at signing digitally, but then leave the contracts to languish in inboxes and shared folders afterwards. This means you quickly lose track of which contracts are active, when they are due for renewal, and who is responsible for what.

By linking your signature to a centralised contract management system, you’ll have a digital archive where every signed document is searchable, complete with reminders for renewals and terminations. If you’d like to organise your entire contract portfolio, you can read more about Contract management with Boomr Contract — it’s a natural next step once the signatures are digital.

For businesses involving vehicles and travel, this often goes hand in hand with more digital processes. The same logic that makes contracts paperless also applies to digital logbook with Boomr Fleet — automatic, traceable and free from manual paperwork.

Frequently asked questions about digital signatures

Is a digital signature legally binding?

Yes. Under the EU’s eIDAS Regulation, an electronic signature is legally valid and cannot be rejected in court simply because it is digital. An advanced signature using BankID also establishes a strong link between the person and the document, making it at least as reliable as a pen-and-paper signature.

What is the difference between a digital signature and an electronic signature?

In everyday language, the terms are used interchangeably. Technically, a digital signature is the cryptographic method that locks the document and proves that it has not been altered, whilst a digital signature is the entire process of signing electronically. When you sign with BankID, you effectively get both: a verified identity and a tamper-proof document.

Do both parties need to have BankID to sign digitally?

No. The person sending the document needs a signing tool, but the recipient can often choose between BankID, Freja eID or email/SMS verification. For agreements with private individuals and Swedish companies, BankID is most common, but a good platform supports multiple methods so that foreign counterparties can also sign.

Can you sign a PDF digitally?

Yes. Most digital signature services allow you to upload a PDF, add signature fields and send the document for signing. Once all parties have signed, the PDF is locked and provided with a signing certificate that shows who signed it, when and using which method.

How does digital signing save time for businesses?

Instead of printing, scanning, posting and sending reminders manually, documents are sent digitally and signed in a matter of minutes — often directly on a mobile phone. Companies switching from paper report that the turnaround time for contracts is reduced from days to hours, whilst the risk of lost or unsigned documents is eliminated.

Digital signatures are no longer just a ”nice-to-have” but an essential tool for businesses looking to streamline the contract process, enhance security and eliminate paperwork. With BankID at its core, you get signatures that are both faster and more secure than pen and paper. Would you like to see how it works in practice? Book a demo of Boomr Sign and start signing digitally today.