Is an electronic signature legally valid?

Across the EU, Regulation (EU) No 910/2014 (eIDAS) says an electronic signature can't be denied legal effect or rejected as evidence just because it's electronic, and a qualified electronic signature has the same effect as a handwritten one. For internal HR documents such as contracts, amendments, decisions and leave approvals, an electronic signature is a good fit. Check local rules for documents that require a specific form.

Which documents can I sign digitally?

Almost every internal HR document: employment contracts and amendments, decisions and notices, vacation approvals, certificates, consents and internal policies. Send the document to the employee or manager, they sign from their own device, and the signed version lands in the archive.

How much time does digital signing save?

For a company with 30 employees, printing, carrying documents around for signatures, scanning and filing easily adds up to more than 20 hours a year, plus paper, toner and postage. Digital signing turns that into a few clicks: the document is signed the same day, with no paper and no waiting.

How do I know a document wasn't changed later?

Every signed document gets a QR seal and a cryptographic hash. Scan the QR code or check the hash to see who signed the document, when, and whether the content changed after signing. That's your proof of authenticity, for the employee and for an inspector.

Can I send a document to several people for signature?

Yes. Send one document to one or more people at once. Every signer gets a request and signs from their own device, and you follow in real time who has signed and who needs a reminder.

Where are signed documents stored, and are they safe?

Signed documents are kept permanently in the archive, organized by employee and document type. The application runs on our own servers in an EU data center and files are stored in an EU cloud region (AWS Milan), all within the EU and GDPR-compliant.

€49 a month for the whole company, not per user

Sign and archive HR documents without paper

Sign contracts, amendments and decisions digitally and keep them in a permanent document archive. Electronic signatures, a QR seal with hash verification and sending one document to several signers, with no printer, scanner or binders.

Sign from a computer or a phone
Send for signature to one or more people
QR seal and hash: proof of who signed and when
A permanent document archive, hosted in the EU

€49a month, whole company30-day money-back7 days free, no card.

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Sarah · HR

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I print every contract and amendment, take it to the director to sign, scan it back and file it in a binder. For 30 people that's half a day a month just on paper.

8:41 AM

We send the document for e-signing in Kloki. The director taps sign on the phone and it's done. No printer, no scanner.

8:52 AM

Is that legally valid?

8:53 AM

Yes. Under the EU eIDAS rules an electronic signature can't be rejected just for being electronic.

8:54 AM

Paperless

No more printing, chasing signatures and binders

No more:

Printing, signing and scanning every contract, amendment and decision
Walking documents around for signatures and waiting for them to come back
Searching for old documents in cabinets, inboxes and binders
Paying for paper, toner and postage just to collect signatures
Worrying whether you can prove who signed a document, and when

Signing and archive without paper

Send a document for e-signing, seal it with a QR code and a hash, and keep it for as long as you need. All in one place, searchable and ready for an audit.

Document archive

Employment contract — Anna Weber.pdf

Signed

Contract amendment — James Clark.pdf

Awaiting signature

Leave decision — Lucia Rossi.pdf

Signed

Company handbook 2026.pdf

Stored

From real companies

1,000+ employees already track their work in Kloki.

5.0

· 7 reviews

A great app at a very reasonable price, unlike most of the others I came across. It simply does what it should, quickly and without fuss. Support answers fast too, so I recommend it wholeheartedly.

Goga Tropčić Zekan

Owner, Klimaproing

GOOGLE REVIEW

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One flat price for the whole company All modules included No per-user billing

No bundles, add-ons or paid extra modules. Hours, leave, sick leave, shifts, travel expenses, e-Archive, hiring, CRM and chat. One price, everything included, for everyone.

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Plan	People	Monthly	Yearly	e-Archive
Up to 20	up to 20	€49	€41	10 GB
Up to 50	up to 50	€99	€82	25 GB
Up to 100	up to 100	€149	€124	50 GB
Enterprise	100+	custom	custom	200 GB+

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Everything for signing and archiving documents

E-signing from any device, sending to several signers, a QR seal with hash verification and a permanent archive. GDPR-compliant and hosted in the EU.

E-signing in a few clicks

Send a contract, amendment or decision for signature and sign it from a computer or phone. No printer, no scanner, no paper to carry around.

Several signers, one document

Everyone gets the request and signs from their own device, and you see in real time who still has to sign.

QR seal and hash verification

Every signed document carries a seal with a QR code and a cryptographic hash, so anyone can check who signed it, when, and whether it was changed afterwards.

A permanent document archive

Every document per employee and per type in one place. Documents are kept permanently, so nothing is thrown out by accident.

Found in seconds

Search by name or document and open it in seconds, with proof of signature and date, ready to show an auditor or inspector.

Legally recognized, GDPR-compliant

Under the EU eIDAS regulation an electronic signature can't be rejected as evidence just because it's electronic. Data and files stay in the EU.

Frequently asked questions

Sign digitally: why HR documents no longer need paper or a printer

Digitally signing HR documents is legal, fast, and cheaper than paper. Here is what you can sign digitally, how much it saves you, and how Kloki handles it with a verifiable QR seal.

What is a digital signature and do you need one for HR documents?

A digital signature is not a scanned image of your handwritten one. Here is what it actually is, how it works, whether it is legal, and whether you need it for HR documents.

Why Digital Employee Records are Critical in 2026

In the U.S., relying on paper HR files isn't just inefficient — it's a liability. Here's what you must track in 2026 and how digital records protect your business.

HR documents without paper, printers and binders

7 days free. No credit card.

E-sign contracts, amendments and decisions from a computer or phone
Send for signature to one or more people and follow the status
QR seal and hash: proof of who signed, when, and whether it changed
A permanent archive per employee and document type
Data and files hosted in the EU, GDPR-compliant

From €49 a month for the whole company. No credit card. EU hosting.

30-day money-back guarantee, no questions, no notice period. Terms →