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SignSafe

Project stages accepted and billed without waiting for the client’s signature

A design studio sends a contract, a stage acceptance report or an amendment with a single link. The client signs in a phone browser in a minute and you immediately have a basis for billing. All reports and acceptances can be signed, with no stricter form.

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SignSafe is a tool for electronic document workflow and for collecting signatures from clients, specialists and subcontractors on contracts, stage acceptance reports and amendments. A recipient, even without a qualified signature, opens a link in a browser and signs with a finger on a phone in a minute, with no registration and no app. The signed PDF lands in the studio’s account and the status is visible live.

SignSafe simplifies signing contracts in design firms: it speeds up the document flow and cuts paper formalities. You save time and administration costs, and the data is stored on servers in the European Union. The studio can concentrate on delivering projects instead of chasing signatures.

A solution tailored to you

Signing documents

Place handwritten signatures on PDF documents with a finger on a smartphone or tablet screen, anywhere and at any time. You sign important documents right away, wherever you are.

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Collecting signatures

Quickly collect signatures from different parties on electronic documents. Just define a document template and mark the fields the recipient fills in, with no advanced technical knowledge.

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Filling in documents

Fill in and sign documents on a computer or mobile device. You receive a document with marked fields, complete them and sign as you would on paper. The finished PDF is ready to use straight away.

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What you gain

Faster signing of contracts, less administration and order in project documentation, so more time for the projects themselves and for your clients.

Speed

Faster signing of contracts with clients and project partners.

Transparency

Better organised project documentation in electronic form: documents and signature statuses are in one place.

Optimisation

Less time and money spent on document administration, and less paper means fewer mix-ups.

What usually gets in the way

A stage acceptance hangs because the client has no time to sign the report

Billing a stage often depends on a signed report. Every day of delay pushes the invoice further away.

Amendments to the scope arise on the fly and vanish in correspondence

Concept changes agreed by email and phone are hard to reconstruct later when the client questions the scope or the deadline.

Contracts with specialists and subcontractors exist in several versions at once

With several projects in parallel it is hard to tell who signed the current version and who is still waiting for a document.

What you get

Faster billing

a stage report signed remotely right after acceptance

A trail of changes

amendments and contracts gathered together in the account, each with a signature status

Fewer visits

the client signs from home or from site, with no trip to the office

How it works

Prepare the document as a PDF

The contract, stage acceptance report or amendment goes into SignSafe. Turn recurring reports into a template with fields such as stage name and acceptance date.

Send it to the client or the team

Choose recipients from your contact list. One document can go to several people at once, for example the client and their representative.

The recipient fills in and signs

They open the link in a browser, enter the required details and sign with a finger on the screen. No account is created.

You check the status

An email notification announces each new signature, and in your account you see which documents are still missing.

A ready PDF for billing

You have the signed document in your account right away. With an API integration it also lands in the project card in your own system.

What you can do

  • Design service agreements with clients
  • Stage and documentation acceptance reports
  • Amendments changing scope, deadline or fee
  • Contracts with specialists, consultants and subcontractors
  • Client approval of concepts and design options
  • Consents and declarations connected with the project
  • Records and acceptances signed by e-mail with a one-time code, no password
  • Contracts with clients and project partners

Who it is for

  • Architectural studios and design offices that bill clients by project stage
  • Engineering firms designing installations, structures or infrastructure
  • Teams running several projects at once with many subcontractors and specialists
  • Firms whose clients are out of town and rarely visit the office

Stage acceptance reports and billing a project

For design firms no stricter form applies: all reports and acceptances can be signed in SignSafe (a summary, not legal advice).

In design work, money usually flows in stages, and the signature on a report decides whether you move to the next one. That is why a delayed client signature quickly becomes a cash-flow problem for the studio. Signing the report remotely shortens that stretch: you send the document the moment the stage is ready and the client signs on a phone whenever they have a minute.

A good habit is a report template with ready fields where the recipient adds the date and remarks. Every stage then has the same layout and you can compare documents easily in your account. We describe how it works under filling in documents.

Amendments and scope changes without pushing paper around

Projects rarely end the way they began. A changed concept, an extra discipline or a moved deadline usually means an amendment, and the sooner it is signed the fewer disputes follow. You send the amendment from your account and the client accepts it without printing. The whole process is also covered in the page on signing contracts online.

If you work with many subcontractors, you can send the same amendment or order to several people at once and watch each person’s status.

Working with contractors and connecting your system

Design firms often keep documents in a project management tool or CRM. In that case ask about the API integration: the document leaves from the project card and the signed PDF returns to it automatically. The scope and the price are agreed individually.

If your project ends on a building site, see also the page for finishing contractors. If you design and make bespoke products, see custom product makers.

Four ways to sign in design work

The client, investor or subcontractor may have different options on their side. SignSafe offers four ways to sign: e-mail with a one-time code, no password; e-mail with an account password; signing on a device at a point with no login; and signing on a courier's or supplier's tablet. You can also prepare a document as a template with fields for the other party to fill in. These are examples of use.

Security and legal basis

Project documents and signers’ data are stored on servers in the European Union (OVH hosting).

For business customers we conclude a data processing agreement.

A signature in SignSafe is a handwritten signature and, according to the legal opinion of the law firm Gałecki and Associates of 21 August 2023, satisfies the written form requirement, with the option of graphological verification.

Where a qualified electronic signature is required (the electronic form under Art. 78¹ of the Polish Civil Code), we can connect one in SignSafe. This is a summary of an opinion, not legal advice.

Legal and handwriting-expert opinions

Legal and handwriting-expert opinions to download

Gałecki and Associates, legal adviser Tomasz Gałecki · 21 August 2023

Legal nature of a signature placed by hand on the touch screen of an electronic device

A signature placed in SignSafe is a handwritten signature, and a declaration of intent signed in the app meets the requirements of written form. If the signature did not qualify as handwritten, the declaration is still valid in documentary form. In legal effect it is equivalent to a qualified electronic signature: both preserve written form.

Download the opinion (PDF)

The opinions are in Polish. Summaries are a translation of their conclusions, not a legal opinion.

Pricing

One simple price: PLN 69 net a month

You pay for full access to the service, not for the number of documents. No yearly plan and no need to buy several accounts.

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69PLN
net / month
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They trust us

Companies from many industries use SignSafe: from staffing agencies and real estate to catering, transport and medical services.

Customer reviews

“SignSafe has significantly improved how we sign contracts with employees and clients. Because documents can be signed remotely, with no need to come to the office in person, recruitment and hiring have become more efficient and less time-consuming. The tool is fully compliant with legal regulations, which gives us confidence that all contracts are fully binding. It is an ideal solution for the temporary-work industry, where operational efficiency is crucial.”
Michel T.R2T — temporary employment agency
“With SignSafe we can sign real-estate brokerage agreements and reservation agreements with clients remotely, which speeds the process up considerably. Confirming terms with prospective buyers is quick and convenient, even with people abroad. It is one of the few tools that lets you sign a reservation agreement online, removing the need for in-person meetings.”
Dorota R.Property Gold — real-estate sales agent
“SignSafe has revolutionised how we manage documents in our restaurant. Suppliers can sign contracts and orders remotely, which greatly speeds up procurement. Employees easily accept schedules and regulations, and clients sign reservation and event agreements online, saving time and making things more convenient for everyone.”
Kamila F.Restauracja Mimosa — catering and restaurant business

Reviews are translated from Polish.

See also

Finishing contractorsProperty developersSign contracts onlineAPI integrationLegal security

Frequently asked questions

Can a client sign a stage acceptance report on a phone?

Yes. The client opens the link in the phone’s browser, fills in the fields and signs with a finger on the screen. They do not create an account or install an app.

Is SignSafe suitable for client contracts and amendments?

Yes, for contracts, amendments, reports and acceptances in PDF form, with no stricter form, including where the written form is needed: according to the Gałecki and Associates legal opinion of 2023, a handwritten signature from SignSafe satisfies it. Where the electronic form under Art. 78¹ of the Civil Code is required, we can connect a qualified electronic signature in SignSafe; we do not compete with the notarial deed. This is a summary of an opinion, not legal advice.

Can I send a document to several people at once, for example the client and subcontractors?

Yes. A document can be sent to one or many people at the same time, picked from your contact list, and the status of each signature is visible in your account.

Is SignSafe a qualified signature?

No. It is a handwritten signature that satisfies the written form and has the same effect as a qualified electronic signature (G&A opinion, 2023). Where the electronic form under Art. 78¹ of the Civil Code is required, we can connect a qualified electronic signature in SignSafe. We do not compete with the notarial deed.

Can I connect SignSafe to a project management system?

Yes, through the API. The document can leave from the project card and the signed PDF return to it automatically. Implementation scope and pricing are agreed individually.

How much does SignSafe cost for a design office?

The standard plan costs PLN 69 net per month, with full access and 1 GB for documents. There is a free trial period at the start and you can cancel at any time.

Where are signed contracts and reports stored?

On servers in the European Union (OVH hosting), and you see signed documents in your account. For business customers we conclude a data processing agreement.

What ways of signing does SignSafe offer?

Four: e-mail with a one-time code and no password, e-mail with an account password, signing on a device at a point with no login, and signing on a courier's or supplier's tablet. The scope depends on the type of document; if in doubt, consult a lawyer.

Updated: 2026-10-05

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