“It’s just a signature,” they said — right before the contract vanished into a compliance black hole, or a procurement deal stalled for weeks over missing initials. Because no matter how strategic the deal, it isn’t done until the admin is.
The reality is that not all signatures are equal. In fact, not all signatures that look digital actually are. And that distinction matters, especially when your business spans multiple departments, provinces, countries, or regulatory obligations.
So, what’s the difference between a digital signature and an electronic one? And, critically, how do you know which your business needs?
Let’s keep it simple.
Electronic vs Digital Signatures: What’s the Difference?
The terms are often used interchangeably — but they’re not the same thing.
- Electronic signatures are any mark, symbol, or action made electronically to show intent to sign. This could be ticking a box, typing your name, pasting a scanned image of your signature, or using a stylus on a tablet. If it’s made electronically and shows intent, it counts as an electronic signature.
- Digital signatures are a specific type of electronic signature that use encryption and digital certificates to verify identity, timestamp the action, and secure the document’s integrity. They’re based on a recognised standard (often PKI – public key infrastructure), which makes them far more robust from a legal, compliance, and audit perspective.
Or, put another way: All digital signatures are electronic. But not all electronic signatures are digital.
When to Use What: Practical Examples
| Scenario | Best Fit |
| Internal HR approvals | Electronic signature |
| Supplier onboarding documents | Digital signature |
| Timesheet sign-offs | Electronic signature |
| Sales contracts or service agreements | Digital signature |
| Leave requests | Electronic signature |
| NDAs and compliance declarations | Digital signature |
The greater the risk or compliance requirement, the more robust your signature process needs to be.
Key Differences at a Glance
| Feature | Electronic Signature | Digital Signature |
| Legal recognition | Valid with intent | Valid, with stronger proof |
| Security | Basic to moderate | Strong (encryption, tamper-evident) |
| Identity verification | Often minimal | Certificate-based, high trust |
| Audit trail | May be added manually | Built-in and standardised |
| Cost | Low to moderate | Moderate to high (value-driven) |
| Ease of use | Very user-friendly | Slightly more complex to implement |
How to Decide: A Simple Checklist
Ask yourself:
- Would it be a problem if this document were tampered with?
- Do we need to know who signed and when — with proof?
- Is this document governed by regulations (e.g. POPIA, FICA, GDPR)?
- Will this document be audited?
- Are we sending this outside the company (e.g. to a client, supplier, regulator)?
If you’ve answered “yes” to any of those, you’re likely in digital signature territory.
Flexibility Meets Security: Why FlowCentric Uses RealSign
Different documents carry different risks — which is why using a “one-size-fits-all” approach is risky. That’s why FlowCentric offers RealSign, a signature solution that supports both electronic and digital signatures.
Better yet, RealSign integrates directly into the workflows built with FlowCentric Processware, meaning your approvals and documents are signed, tracked, stored, and audited in one seamless process.
So, whether you’re processing HR forms, issuing contracts, or managing compliance documentation — the right level of signature strength is already built into your system.
Final Thought
You don’t need to digitise everything all at once — but you do need to start with the right tools for the job.
FlowCentric can help you assess where digital and electronic signatures fit best in your business. We’ll help you choose where the added security is worth it, and where simplicity works just fine.
Need clarity on where digital signatures add the most value? FlowCentric can help you map the right approach across your documentation.
