The electronic invoicing has gained enormous importance in the business world, as it streamlines processes and reduces the administrative burden on millions of companies. Therefore, in this context, it is essential to understand two separate concepts: the digital signature and the digital certificate. These two ideas are often used interchangeably, but they have significant differences. Therefore, in the following lines, we will explain what a digital certificate is and what it is used for, as well as the digital signature. In addition, we will analyze their validity, when and who should use them, and what procedures you can carry out with them. And, above all, we will answer the big question: digital signature or digital certificate?
Are digital signatures and digital certificates the same thing? Main differences
To begin with, it is essential to clarify that digital signature and digital certificate are not synonymous, although both are commonly used in the field of electronic security. A digital signature refers to the process of applying an electronic signature to a document, while a digital certificate is the tool that supports this signature.
What is meant by a digital signature?
On the one hand, the digital signature is a process that allows a person or entity to sign an electronic document securely. Not only that, but it is also legally binding. As for how it is generated, it is through cryptographic algorithms. Specifically, a unique electronic representation of the signer's signature is created on the document.
In turn, the digital signature process involves generating a unique signature based on the document's content and the private key of the signer's digital certificate. This signature is attached to the document and stored together with the information contained in the digital certificate.
What is meant by a digital certificate or electronic certificate?
On the other hand, a digital certificate is an electronic file that contains information about the identity of the holder, the corresponding public key, and the issuing entity of the certificate. This entity is responsible for verifying the identity of the applicant before issuing the certificate.
In addition, the digital certificate is essential for verifying the authenticity of a digital signature. Likewise, when someone receives a digitally signed document, they can use it to confirm that the signature is legitimate and that the document has not been altered by anyone.
At this point, it is also important to make a clarification. One of the main differences between these two terms is that the digital signature is applied to the document itself. In contrast, the digital certificate is stored on the signer's device. In other words, the certificate is necessary to verify and support the signature. Consequently, its loss will jeopardize the security of the signature.
The validity of the digital signature and digital certificate
When we talk about digital signatures or digital certificates, another important aspect is their validity. In this regard, both have a period of validity, which is generally one year or more. But what happens when that period expires and they become invalid?
Renewing renewal or obtaining a new digital certificate are necessary processes that you should keep in mind or write down in order to maintain the integrity of your digital signatures. In this situation, you need to know where or who to turn to in order to renew them:
In Spain, for example, the entity that issues digital certificates and signatures is usually the National Mint and Stamp Factory (FNMT). However, there are also other authorized certification authorities, such as Izenpe in the Basque Country (the Basque Government's electronic identification service).
The fact is that the digital signature is valid as long as the associated digital certificate is valid. When the digital certificate expires or is revoked, signatures made with that certificate will no longer be valid. Therefore, it is essential to renew the certificate to ensure the continuity of your business operations.
In turn, the EU has also taken responsibility for ensuring the security and validity of cross-border transactions. To this end, it offers the eIDAS regulation, which provides greater security and convenience for any online activity requiring a digital signature. These include, for example:
- Filing of tax returns.
- Enrollment in foreign schools and universities.
- Remote opening of bank accounts.
- Setting up companies in other member states.
And, of course, the authentication of online payments made by any company to companies based in other EU countries, as well as online tenders.
When and by whom should they be used?
Another classic question about digital certificates or digital signatures is who can use them and in what situations: only companies and SMEs? Anyone? For what type of procedures?
Digital signatures and digital certificates are essential in various situations where security and authentication are necessary. Some of the most common cases in which you should use them are:
- For electronic invoices. In Spain, electronic invoicing is a reality in commercial transactions. Both companies and self-employed individuals can use digital signatures and digital certificates to sign electronic invoices, which streamlines processes and guarantees their authenticity.
- In dealings with the Public Administration. The digital certificate is necessary to carry out numerous procedures with the Public Administration. For example, filing tax returns, applying for grants, or accessing personal data through the Cl@ve platform.
- For financial transactions. Digital signatures and digital certificates are also useful for online banking transactions, as well as for securely signing financial contracts.
- Signing contracts and commercial agreements. In the business world, both tools are necessary for sealing commercial agreements, as they save time in travel and resources.
- As access control. Companies even use digital certificates to control access to sensitive company systems and resources, ensuring information security.
However, not everyone can use digital signatures and certificates in the same way. The certificate is issued to individuals or legal entities that meet certain identification and authentication requirements. Therefore, to obtain one, it is necessary to provide documentation that supports the identity of the applicant.
– As an individual you can obtain a digital certificate by presenting your identification document and completing the required procedures.
– As a company you will be asked for additional documentation, such as the commercial register and powers of attorney.
Finally, the digital signature can be used once you have access to the digital certificate. From then on, any person or entity that has that certificate can use it to sign electronic documents.
What procedures can I carry out with the digital certificate?
As you now understand, digital certificates are extremely versatile tools. They allow you to carry out a wide variety of online procedures securely. Some of the most common include:
– Filing tax returns. You can file your taxes online, such as personal income tax (IRPF) or corporate tax, electronically.
– Management of subsidies and grants. Both companies and individuals can apply for subsidies and grants through the electronic platform using their digital certificate.
–– Access to personal data. You can access your personal data stored by the Public Administration, such as that held by Social Security or the Tax Authorities.
–– Signing legal documents. The digital certificate is essential for signing contracts, commercial agreements, and other legal documents electronically.
–– Banking transactions. Use your digital certificate to carry out secure online banking transactions.
At easyap, we even go one step further and explain how to check previously filed tax returns using the certificate.
How to digitally sign a document with a digital certificate
At this point, we will explain how to sign a document digitally. To do so, follow these step-by-step instructions:
- Select the document you want to sign.
- Use a digital signature software tool that is compatible with your digital certificate.
- The software will ask you, as the user, to choose the digital certificate you want to use to sign the document.
- Once selected, the software itself will generate the digital signature and apply it to the document.
- The digital signature is attached to the document, and the document is digitally signed.
It is important to be aware of what this entails: by signing a document digitally, you are guaranteeing its integrity and authenticity. In other words, any alteration could be easily detected upon verification.
The role of easyap in electronic signatures
This is where easyap: a solution that simplifies and streamlines the digital signature process. Our intuitive and user-friendly platform facilitates the management of electronic documents by allowing contracts, invoices, and other documents to be signed securely and efficiently.
In addition, easyap integrates easily with digital certificates, which means you can leverage their security to guarantee the authenticity of your online signatures. What's more, you don't need to be a tech expert to sign documents digitally, as the platform guides you through the process in a simple way.
The platform also offers you a record and tracking of all the digital signatures you make, which is essential for document control and management. In short, we provide an user-friendly interface and seamless integration with digital certificates, saving you time and ensuring the validity of your files.
In conclusion, digital signatures and digital certificates are essential pillars in the business and administrative environment. Both guarantee the authenticity and security of electronic transactions. With a digital certificate, you can carry out a wide range of procedures. So many that their importance in the era of electronic invoicing is now undeniable. But if you want to know more or still don't understand the difference between the two, contact us: you need it to take full advantage of its benefits.
