Digital transformation has brought numerous advantages to the business world: efficiency, agility, productivity, connectivity... One element that has played a major role in this has been the digital signature. However, in this new technological landscape, there are different types of digital signatures with their own characteristics, applications, and security levels. Therefore, if you are looking for efficient and secure solutions for your business, it is essential that you know what types of digital signatures are available, their differences from electronic signatures , and the legal requirements that must be met in Spain to apply it to your electronic invoices. This is precisely what we explain in this article.
What is a digital signature and what types are there?
Technically, a digital signature is an authentication mechanism that uses cryptographic algorithms to guarantee the integrity and authenticity of a document. In Spain, on a practical level, digital signatures are frequently used in digital invoicing processes, contracts, and other important documents.
Likewise, there are several types of digital signatures, each with its own level of security and depending on the type of document to which it is applied. Likewise, we could establish three categories:
Simple electronic signature
We understand a simple electronic signature to be any type of digital signature that identifies the signer and demonstrates their intention to sign the document. Therefore, this category can include anything from a simple click of acceptance on a website to a signature on a touch screen.
- Security: low level. Not considered sufficient for documents of high legal value.
- Applications: low-risk contracts or online policy consents.
Advanced electronic signature
This type of signature adds some additional authentication elements to the simple signature, such as the use of biometric data or two-factor authentication. It is capable of identifying the signer and allows you to verify whether the document has been altered.
- Security: medium level. It provides greater security than a simple signature, although it is still insufficient for certain highly sensitive documents in legal terms.
- Applications: signatures on mid-level contracts, such as internal agreements or spending authorizations.
Qualified electronic signature
Thirdly, the qualified electronic signature is the most secure type of digital signature and has the greatest legal validity in the European Union. To use it , you will need a digital certificate issued by an accredited entity and a secure signature creation device. For example, cryptographic hardware.
- Security: high level. Legally equivalent to a handwritten signature, it guarantees the authenticity of the document.
- Applications: legal documents, high-value contracts, official procedures, and any document that requires maximum security and legal validity.
Comparison of digital signature types
To highlight the differences between the various types of digital signatures, this comparative table is a very useful and visual tool, as it collects and summarizes each one:
| Type of signature | Security level | Requirements | Recommended applications |
| Simple electronic signature | Under | No specific requirements | Low-risk contracts, consents |
| Advanced electronic signature | Average | Additional authentication | Internal contracts, authorizations |
| Qualified electronic signature | High | Digital certificate and secure device | Legal documents, high-value contracts |
Differences between electronic signatures and digital signatures
The truth is that it is common to use the terms digital signature and electronic signature as synonyms. However, this is a mistake, as there are actually important differences between these two concepts.
- Electronic signature: this is a broad term that covers different methods of electronic authentication. It ranges from the most basic level of verification to advanced levels, such as recognized or qualified electronic signature.
- Digital signature: this is a specific type of electronic signature that relies on asymmetric cryptography to guarantee the authenticity and security of documents. In other words, the digital signature is closely related to the use of a digital certificate, which verifies the identity of the signer using cryptographic keys.
In Spain, qualified electronic signatures are the only ones considered legally equivalent to a handwritten signature. That is, those that comply with the requirements of European eIDAS (EU Regulation No. 910/2014), which regulates digital identification and authentication in the European Union.
Requirements for the use of digital signatures in Spain
However, in order to guarantee the security and legal validity of electronically signed documents, there are certain legal requirements that you must comply withif you use digital signatures.
Authorized digital certificate
As a rule, qualified electronic signatures must have a digital certificate issued by a Certification Authority (CA) , such as the National Mint and Stamp Factory (FNMT). This certificate guarantees the authenticity of the signer's identity.
Secure signature creation device
In turn, a qualified electronic signature requires a specific device, such as a cryptographic card or a USB token. With this device, the signature is made securely and it is ensured that only the certificate holder can sign the document.
Compliance with eIDAS regulations
On the other hand, all qualified electronic signatures must comply with the aforementioned eIDAS regulation. In this way, common principles are followed in the EU that facilitate the recognition and validity of signatures in the different member states.
Certificate maintenance and updating
Finally, digital certificates have a limited validity and must be renewed periodically to remain valid. Therefore, companies must be aware of expiration dates and manage the updating of these certificates to avoid authentication problems in signed documents.
How do you create a digital signature in a company?
As for how to implement a digital signature system in your company, thethe first step is to select the type of signature that best suits your needs. That is, your security needs and the legal aspects to which you must comply.
Above all, our recommendation is that you use document management software. With this type of solution, such as easyap, you can integrate digital signatures into your documents quickly and securely. This allows you to delegate functions related to invoicing and business document management to the software.
In fact, although we are not a specific document management software, we do offer this functionality and many others. What's more, using a system such as easyap for your integrated digital signatures offers you very interesting benefits for all your business management. Without going any further, here are some of them:
- Save time and resources. Digital signatures streamline your business processes by eliminating printing, handwritten signatures, and document scanning.
- Greater security and protection against fraud. Advanced digital signature systems such as the one we offer provide you with the highest levels of security, making any attempt at alteration difficult.
- Legal validity and regulatory compliance. Qualified electronic signatures comply with the European eIDAS regulation, which guarantees the validity of your signatures and their recognition throughout the European Union.
- Better control and tracking. These digital systems allow you to audit and track every signed document. This is essential for companies that handle a large volume of files.
In short, understanding the different types of digital signatures helps you make informed decisions about how to manage the authentication of your documents. Of course, each one is more or less secure and valid, depending on the scenario and the needs of each company.
It is clear that to ensure security and legal compliance in large-scale business environments, digital signatures and digital certificates are already vital and a reality. But they will become even more so in the future.
That is why now is the time to study and implement solutions such as easyap. Business software that facilitates the integration of digital signatures into your business. Contact us and we will tell you more.
