Direct ondertekenen op 200 km afstand

Direct ondertekenen op 200 km afstand

Burglandbouw is een omvangrijk bouwbedrijf in Dodewaard, Nijmegen. Zij biedt een breed scala aan bouwprojecten. Van binnenstedelijk bouwen, utiliteitsbouw, commercieel vastgoed en woningen tot zorg- en onderwijsinstellingen. De corebusiness van het bouwbedrijf is het voorbereiden en leiden van de verschillende bouwprojecten waarin duurzaamheid een belangrijke rol speelt. Er worden jaarlijks zo’n 40 projecten gerund verspreid over heel het land waar de 60 medewerkers staan voor daadkracht, betrokkenheid en betrouwbaarheid.

In 2015 realiseerde de organisatie zich dat zij met een aantal omslachtige ondertekenprocessen werkte. Verscheidenen processen zouden door een digitale handtekening geoptimaliseerd kunnen worden. Juridisch gezien bestond de mogelijkheid om  de digitale handtekening daadwerkelijk in te regelen binnen Burglandbouw nog niet. Vincent van der Dussen, Controller bij Burglandbouw: “Wij werkten al een aantal jaren met het document management systeem DigiOffice, een van de oplossingen van de IDB groep. Toen zij ons vertelden over digitaal ondertekenen met ValidSign werden wij meteen enthousiast.” Burglandbouw gebruikt ValidSign sinds januari 2019 en procesversnelling was de primaire aanleiding tot het inregelen van de digitale handtekening.

Procesversnelling en comfort

Een bouwproject brengt veel contractuele verbintenissen met zich mee. Meerdere partijen werken nauw samen om een project tot stand te laten komen en uit eindelijk succesvol af te kunnen sluiten. Zowel klanten als eigen werknemers bevinden zich vaak niet op één en dezelfde plek waardoor een document voorheen eerst moest worden opgesteld, uitgeprint, ondertekend, gescand en per mail of post naar de eerstvolgende ondertekenaar werd gestuurd. Dit proces herhaalde zich totdat het contract rond was. Het ondertekenproces kon wel een aantal weken in beslag nemen. Van der Dussen: “Met de digitale handtekening worden contracten vaak dezelfde dag nog gesloten omdat een ondertekenaar op locatie meteen een ondertekenverzoek ontvangt en 200 km verderop op zijn mobiel of iPad kan ondertekenen.” Er zijn minder handelingen nodig om documenten te laten ondertekenen waardoor medewerkers niet alleen minder papier verbruiken maar ook meer tijd over houden en zich zo op andere werkzaamheden kunnen richten.

Integratie met documentmanagementsysteem

Er is destijds gekozen voor de digitale handtekeningoplossing van ValidSign om de gebruiksvriendelijkheid van de oplossing en de bestaande integratie met het documentmanagementsysteem DigiOffice. Documenten worden door de integratie, vanuit DigiOffice ter ondertekening uitgestuurd en na afloop gearchiveerd zonder DigiOffice te hoeven verlaten. “Dit is een mooi gestroomlijnd proces dat stabiliteit biedt en altijd naar behoren werkt”, aldus van der Dussen.

Inzichtelijk

Voor een bouwbedrijf van grote omvang is het bewaken van contracten en de daarbij horende handtekeningen een klus op zich. Op dit moment wordt ValidSign intensief ingezet. De gehele inkoopafdeling gebruikt de oplossing voor onder andere het ondertekenen van inkoopcontracten en projectafspraken. “Het is fantastisch dat documenten als inkoopvoorwaarden of veiligheidsregels als bijlage kunnen worden toegevoegd aan de transactie zonder dat deze ondertekend hoeven te worden”, zegt van der Dussen. Om de ondertekenverzoeken niet uit het oog te verliezen biedt ValidSign een dashboard binnen het ondertekenplatform waarop alle transacties zijn in te zien. Het dashboard van ValidSign geeft een overzicht van het aantal verstuurde en (nog niet) getekende documenten. “Wanneer een ondertekening toch op zich laat wachten, stuurt een van onze medewerkers een reminder naar de ondertekenaars om z.s.m. te ondertekenen”, zegt van der Dussen.

Toekomst van digitaal ondertekenen met ValidSign

Digitaal ondertekenen is voor de toekomst niet weg te denken binnen Burglandbouw. Afdeling Inkoop geeft aan dat digitaal ondertekenen met ValidSign een gebruiksvriendelijke oplossing is die zij meteen na de implementatie zelfstandig zijn gaan gebruiken. Volgens van der Dussen zou de digitale handtekening ook voor andere processen kunnen worden ingezet. Het ondertekenen van onder andere arbeidscontracten gebeurt nu namelijk nog op papier wat erg tijdrovend kan zijn. “Ik ben ervan overtuigd dat wij ValidSign voor steeds meer processen in zullen gaan zetten totdat de volledige organisatie uit eindelijk gedigitaliseerd is”, zegt van der Dussen .

O2 Accountants. "I would be heavily depressed without ValidSign."

O2 Accountants. "I would be heavily depressed without ValidSign."

We always say: Customers pay us to think, not to do. ValidSign helps with that. All that “do” work: print, make sure the associate is there, sign, then copy and save again, in a letter stop. That doesn’t really make any sense if it can be easier. The digital signature of ValidSign is the solution for this, ” says Teun den Ouden, Partner O2 Accountants

O2 Accountants

O2 Accountants is an accountancy company with four different branches in the Netherlands, founded in 2002. Since its inception, the organisation has grown hard and currently 700 customers are served. O2 Accountants is distinguished by the advisory work; 40% of the work is devoted to the right advice tailored to the customer. The motto is: “Customers pay us to think, not to do”. The digital signature solution from ValidSign fits perfectly.

Process acceleration and insight

Since the beginning of 2017, O2 accountants uses the digital signature of ValidSign. The reason for this was that it generally took a long time before documents were signed returned. Sometimes they did not even get signed return. The turnaround time was very long or even infinite. In addition, there was no insight into the number of documents that were signed out to customers. “We wanted to speed up the signing process, but also to gain more insight into the number of documents being sent out,” says Teun den Ouden, Partner at O2 accountants. Previously, everything was by post and the Secretariat had to prepare and send everything manually, often in duplicate. There were many things to see here. Margot van der Sluis, secretarial employee at O2 Accountants, had to deal with this daily and says: “Since the use of ValidSign, our time savings have risen by 70%. Purely by the reduced number of acts. We do not need to print or scan documents anymore. I would be heavily depri if this was reversed again. ” How did O2 accountants come to ValidSign? Primarily by the reference of Accounts Office Accon AVM. Teun says: “Accon AVM was in a trial period with ValidSign and was very enthusiastic.” In no time, O2 accountants could already work with ValidSign. “We got a demo of the consultant and after the extradition we went to work the same day.”

Click & Ready

All outbound documents within O2 Accountants are therefore no longer by post, but digitally sent via ValidSign for signature. Annual accounts, command letters, normal letters, you name it. These are at least 4,000 documents per year. These are digitally drawn up and sent by the secretariat of O2 accountants. “The accountants themselves have no more to look at. They only need to open the mail with the sign request and click to sign, “explains Teun. ValidSign offers a digital platform with a dashboard on which all transactions can be seen. “The dashboard of ValidSign gives a nice overview of the number of documents sent and (not yet) signed. The turnaround time is shorter and we have insight into the entire sign process. ” In addition, it also makes it easier for customers to sign documents quickly. “You notice that the threshold for the customer is lower and the feedback is higher. We no longer have to whine at the customer to sign because it goes easier. “

Business growth

O2 Accountants has grown strongly in recent years, each year by about 15%. “We have grown really, but the secretariat has stayed the same.” The digital signature can significantly increase the amount of work done in less time. The solution of ValidSign, according to Teun, also costs little. In his view, these costs are also recovered. “I never really calculated it, but I think we have earned ValidSign within three months.” ValidSign contributes to the business goals within O2 accountants, including through process acceleration and an insightful signing process. The professionalism of the accountancy office is also important. “ValidSign has a good look-and-feel and it’s professional. That is what we want to radiate to customers, says Teun. “ValidSign is a kind of marketing for us. The tool just looks good. ”

Fully compliant

ValidSign complies with its solution to European laws and regulations. This is very important for accountants. “Accountants often think in risk and find new things even more scary.” But the digital signature is legally correct better than the wet signature. It is easy to prove that the digital signature is legally valid, “concludes Teun. For O2 Accountants The solution of ValidSign was also the ideal outcome to be compliant to the AVG. To meet the AVG, processing contractors were digitally sent with ValidSign. “We were able to send the processing contract with ValidSign very easily via a bulk upload at once to all our customers. In addition, we could easily send all our customers a reminder. I think we have already signed 80% of all the processed processing agreements. In this way we were very quickly compliant to something considered by many to be tedious and irritating. ”  

More ValidSign

Digital signing is not a way to think for the future and will probably be even more automated if it is to Teun: “With us, the secretariat has a dual function. We are not only happy that they do the act, but everything that goes out of the door is also read by the employees without knowing the content. Will that disappear in the future? I don’t know. There is relatively much work in that check. If this can eventually be automated, digitally offering documents for signing may also be automated. The sending by the secretariat will then be skipped. I don’t like it for impossible. ” It is clear that ValidSign in O2 accountants will still be used in the future. Digital Ondertekenem is fully integrated into the business process and offers O2 accountants many advantages. “I wish I had started ValidSign ten years earlier!”, laughs Teun. [/et_pb_text] [/et_pb_column] [/et_pb_row] [/et_pb_section]

ValidSign September Training Event!

With its platform, ValidSign offers a range of possibilities to digitally sign documents faster, simpler and more customer-friendly. But do you get all the possibilities that ValidSign offers? With our solution there is more to automate than you think! For example, ValidSign knows many hidden “pearls”, such as easy extra features, surprising features and beautiful integrations. Are you curious and want to know more about the ins & outs of ValidSign? This is a good thing, because we organise an End User Training Event that is very interesting for you. During these afternoons, various topics will be discussed and explained by the ValidSign experts. What can be picked up from ValidSign, what are the prospects and how was the legal validity of a digital signature? During interactive demos We will talk to you and take you into the world of digital signing. Program TRAINING EVENT VALIDSIGN: • Lunch • “Deepdive” my.validsign.nl, including tips & tricks around daily use • Compliance and AVG • New features, integrations and a demo of the latest VALIDSIGN release • The digital signature in Practice: Security & Legal Validity • Closing drinks when: • Tuesday 18 September, 12:00 – 17:00 pm • Tuesday 25 September, 12:00 – 17:00 hrs where: • Office ValidSign, bergweide Dijk 42 at Deventer the costs for this training amount to €249 Euro per Participant. For customers with Premier Support (1 person) this event is free. You can sign up before Friday, September 7 by < a href = “https://www.validsign.nl/aanmelden-training/” > clicking here </a>. We would like to see you on 18 or 25 September!

Rest assured on holiday: Empower your colleague in ValidSign

Rest assured on holiday: Empower your colleague in ValidSign

[Et_pb_section bb_built = “1”] [Et_pb_row] [Et_pb_column type = “4_4”] [Et_pb_text] How recognizable: You are almost on holiday but there is still something to be done at work before you leave. So also the documents to be signed in ValidSign. Documents are still pending, the customer still has to sign or new transactions have to be created. Also during your holiday. How will you fix this? No worries, because with ValidSign’s permission function you can authorize your colleague (s) so that they can manage your transactions. They can create new transactions, archive rounded transactions, and send reminders to people who still need to sign, all from your account. You can transfer your transactions to your (close) colleague with peace of mind. For this you only need to add that user under “permission Access”. You can find this function under the heading “My Account” at the top right of your dashboard. Below is a step-by-step instruction. 1: At the top right of your dashboard, click your name. 2: You choose my Account. 3: Then, when accessing permission, find the right person. Then select it and press save. This will empower your colleague to manage your transactions. Do you want to stop your colleague’s permission again? Then you go back to access permission, select the appropriate user and delete it. then click Save. This prevents the user from accessing your account. Authorized user if you are authorized by your colleague, you can see it through the additional icon at the top right of your dashboard (see image below). By clicking this permission button you can access your colleague’s account. In The upcoming screen, select your colleague and then choose Start Manage. Then, all transactions will be shown in the account in question. Do you want to turn this feature off again and back to your own transactions? Click the Permission button again and choose “Stop Manage”. Enable or postpone permission (at the top right of your dashboard) in no time, your colleague is authorized or you can manage the transactions of your colleague, so that you (or your colleague) can go on holiday carefree. ValidSign wishes you a pleasant summer! Do you have questions? Please contact us via support@validsign.nl. [/et_pb_text] [/et_pb_column] [/et_pb_row] [/et_pb_section]