Sign PDF digitally in 2026 - Complete guide for businesses

That digitally sign PDFs has become a must-have for Swedish businesses looking to save time, reduce paperwork and secure their contracts. Whether it's customer contracts, quotes or internal documents, digital signing of PDF files streamlines the entire document flow. This guide explains how it works, what tools are available and what you need to consider to get started.

Why sign PDFs digitally? 5 concrete benefits

Many companies still handle contracts via printing, scanning and post. This costs time, money and creates unnecessary bottlenecks. Here are the main benefits of switching to digital signing:

1. Save time - A contract that used to take days to send back and forth can be signed in under a minute.
2. Reducing costs - No printing, postage or physical filing costs. Businesses save an average of £3,000-5,000 per year on paper handling alone.
3. Legal certainty - Electronic signatures are legally binding under the EU eIDAS Regulation and Swedish law.
4. Better traceability - Each signature is logged with timestamp, IP address and identity verification. You know exactly who signed and when.
5. Sign anywhere - Signers can sign PDF files directly on their mobile phone, tablet or computer - from any location.

How does digital signing of PDFs work?

The process of digitally signing a PDF is simple and generally follows the same steps regardless of the service you use:

1. Upload the PDF document to the signing service.
2. Add signatory - provide email addresses or mobile phone numbers for all parties.
3. Place signing field - mark where in the document each person should sign.
4. Send for signature - signatories receive a notification by email or SMS.
5. Sign with BankID or e-signature - the signatory verifies their identity and authorises the document.
6. Finished - all parties receive a signed copy with a time stamp and proof of verification.

The whole process typically takes under a minute from start to finish.

Is it legally binding to digitally sign a PDF?

Yes. The EU's eIDAS Regulation (Electronic Identification, Authentication and Trust Services) defines three levels of electronic signatures:

In Sweden, electronic signatures are also regulated by Act (2000:832) on qualified electronic signatures. For the vast majority of business contracts, an advanced electronic signature - like the one you get when signing with BankID via Boomr Sign.

Comparison: Popular services for digitally signing PDFs

There are several options on the market. Here we compare the most used services for Swedish companies:

Tips: If you already use Boomr for logbook or contract management, Boomr Sign is included in the platform - you don't need another tool.

Signing PDFs with BankID - how it works

BankID is the most common method of strong identity verification in Sweden, with over 8.5 million users. That sign PDF with BankID provides an advanced electronic signature that fulfils eIDAS requirements.

Here's how it works Boomr Sign:

1. You upload the PDF document and enter the recipients' email.
2. The recipient receives a link via email or SMS.
3. The recipient opens the document and clicks ”Sign with BankID”.
4. BankID app opens - recipient verifies with fingerprint or code.
5. The document is signed and all parties receive a certified copy.

The whole process takes under 30 seconds for the signatory.

Checklist: Before you digitally sign a PDF

Before sending documents for digital signing, make sure you are aware of the following:

• PDF format - Make sure the document is in PDF format. Word or Excel files should be converted first.
• The right parties - Double-check that all signatories have correct email addresses and/or mobile phone numbers.
• Signing field - Place the signature, name and date fields in the right places in the document.
• Identity verification - Choose the right level: simple signature is enough for internal documents, BankID for customer contracts.
• Reminders - Activate automatic reminders so that recipients do not forget to sign.
• Archiving - Ensure that signed documents are stored securely and are searchable.

Common mistakes in digital PDF signing

Although the process is simple, there are pitfalls to avoid:

• Wrong file format - Do not send Word documents for signing. Always convert to PDF first to preserve the layout.
• Missing signature fields - If you forget to place signature fields, the recipient will receive a blank document without instructions.
• No identity verification - For important contracts, always use BankID or other strong identification - not just ”click to accept”.
• Lack of archiving - Always keep the signed document with proof of verification. Without this, the signature can be difficult to prove afterwards.

Digitally sign PDFs with Boomr Sign

Boomr Sign is built for Swedish businesses that want a simple, secure and integrated solution. Here's what makes Boomr Sign unique:

• BankID integration - Strong identity verification directly in the signing flow.
• Part of the Boomr platform - Are you already using Boomr Fleet or Boomr Contract? Then you already have access to Boomr Sign.
• Automatic reminders - Recipients who have not signed receive automatic reminders.
• Secure archiving - All signed documents are stored encrypted with a full audit trail.
• Swedish company, Swedish support - Data is stored in Sweden and support speaks Swedish.

Ready to start signing PDF files digitally? Book a demo of Boomr Sign and see how easy it can be.

Frequently asked questions about signing PDF digitally

Is it legally binding to digitally sign a PDF?

Yes. According to the EU eIDAS regulation and Swedish law (SFS 2000:832), electronic signatures are legally binding. A qualified electronic signature has the same legal effect as a handwritten signature.

Can you sign PDFs with BankID?

Yes. Services such as Boomr Sign supports signing with BankID, providing an advanced electronic signature with strong identity verification. The signer identifies themselves via mobile BankID directly in the signing flow.

What is the difference between electronic signature and digital signature?

An electronic signature is a broad term that encompasses all electronic methods of authorising a document. A digital signature is a technical type of electronic signature that uses cryptography (PKI) to verify authenticity. In everyday use, the terms are often used interchangeably.

How long does it take to digitally sign a PDF?

With a modern signing service, the whole process takes less than a minute - from sending the document to signing by all parties. Compared to printing, scanning and post, you save days or weeks.

What types of documents can be digitally signed?

Most business documents can be signed digitally: contracts, offers, employment contracts, authorisations, NDAs, rental agreements and invoice approvals. Exceptions are certain legal documents that require witnessing, such as wills and property transfers.