No More Chasing Signatures

CertumSign — an online document signing platform

Q: Does CertumSign integrate with our systems?

The platform runs independently in a browser—no IT setup and no integration with other applications required. For most companies, this is an advantage: you can get started right away. If your organization has integration requirements, it’s worth talking to a podpisano.pl consultant—we’ll be honest with you about whether CertumSign is the right fit.

Sign, send, and verify the validity of e-signatures in your browser. No IT implementation required. You can set up an account in about 5 minutes. You can use it on your computer and on your phone. And even someone who doesn't have their own e-signature can sign a document right on your device.

~5 min

create an account

24 hours

agreement signed

included in the plan

one-time qualified digital signature + validation + SMS

Authorized Partner Certum Compliance eIDAS Certum · Asseco Data Systems Offices: Warsaw · Kraków · Wrocław · Radom

Problem

How much does it really cost to sign a single contract?

The biggest cost isn't the signature—it's the process.

Count the steps involved in processing a single paper contract at your company:

On paper 6 steps

You are printing the contract

You sign by hand

You're scanning

You can send it by email or courier

You are waiting for the other party to sign

You receive, forward, and archive

On the platform Step 1

You send a document for signature via CertumSign—both parties sign it online,

and the signed file is immediately added to your archive.

380 h/year

≈ 48 business days of one employee’s time—that’s how much a manual document workflow can cost a company.

The scale of the problem? All those hours are spent printing, scanning, asking, „Has it been signed yet?" and searching for the final version in the attachments (the number from the product documentation Certum).

Sound familiar? „We print contracts," „we send PDFs by email," „we wait a long time for signatures," „HR collects documents manually." If this is your daily routine, you don’t need another signature. You need a platform that will take over the entire process.

The 2026 Paradox: You're already receiving invoices in KSeF, government agencies will contact you via e-Delivery — and the contracts are still circulating in printed and scanned form. CertumSign closes this gap.

How it works

How CertumSign Works

Four steps. All in your browser.

Prepare the document

Upload a file: PDF, DOC, XML, TXT, or PPT. For files other than PDF, you’ll sign them with the XAdES signature—no conversion required and no loss of the original format. You can prepare multiple files at once.

Forward for signature

Send a document to one person or to multiple signers. Bulk signing and sending multiple files works even with a free account (up to 16 MB).

Collect signatures

Each party signs in whatever way they can: with their own qualified signature, a one-time qualified signature, or a signature authorized via SMS or email. The signed file is immediately saved to your archive on the platform—no need for scans or emailing it back.

Verify validity

Qualified validation (WebNotarius engine) verifies each signature and generates a PDF report—proof of validity that will be useful before KIO and in court.

Demo video (60–90 seconds) — coming soon

Space for a short video showing the preparation and shipment of the document.

[VIDEO DEMO]

The most common „aha" moment"

Signature methods: the other party does not need to have an electronic signature

CertumSign supports all types of e-signatures compliant with eIDAS—on both sides of the transaction. You don't have to wait for the other party to „take care of the signature.".

I have an electronic signature

You sign with what you already have

SimplySign — qualified digital signature on a phone
Certum cryptographic card (e.g., kit Certum Mini)
a qualified digital signature from any Polish provider—including one other than Certum

I don't have an electronic signature

Your business partner, job candidate, or client will sign it too—without having to purchase a certificate

One-time qualified digital signature — has the same legal validity as a handwritten signature and is issued to the signer for a single transaction. Identity is verified remotely, 24 hours a day: via mObywatel with a QR code, e-dowód, bank verification (over 2,000 banks), video verification, login.gov.pl, or eDO App. Available to residents of Poland and the entire EU.
SMS or email signature — a document format with a timestamp and the Certum stamp. It is sufficient for many contracts in day-to-day business.

Result: The contract can be signed within 24 hours—regardless of what the other party has at its disposal.

Plans and Prices

Net prices, according to the Certum price list, as of July 2026. The price list is transparent, and there is no limit on the number of documents—limits apply to monthly shipments and transactions. You have one-time qualified signatures, SMS signatures, and validation reports included in the plan, rather than as add-on modules.

Individual

Free

0 zł

1 user · 100 MB
2 shipments per month (PDF only)
0 one-time qualified digital signatures · 0 validations

Create an account

Plan	Price	Users	Space	One-time qualified digital signatures per year	Shipments/month	Validations/month
Individual Free	0 zł	1	100 MB	0	2*	0
Individual Standard Popular	69 zł/month (paid annually)	1	300 MB	8	25	2
Individual Premium	119 PLN/month (paid annually)	1	1 GB	16	50	4
Business Organization	8,148 PLN/year	up to 20	50 GB	50	300	20
Biznes Plus Organization	19,188 PLN/year	up to 100	200 GB	100	600	40

CertumSign in Your Industry

HR and human resources

An employment contract must be in writing—a single qualified signature satisfies this requirement. A candidate without their own e-signature can sign the contract remotely—even within 24 hours, before they change their mind and choose a competitor.

Learn how to hire without paper

Accounting Firms

Client contracts, UPL-1 powers of attorney, financial statements—no more chasing clients for their signatures. You send the complete set of documents, and the client signs them right in their browser.

See CertumSign for accounting firms

Tenders and KIO

The burden of proof regarding the validity of the signature rests with the contractor. Validate the signatures before submitting the bid and save the qualified validation report as evidence.

See CertumSign in public procurement

Construction and Real Estate

Project approvals, reservation and lease agreements, and minutes—with a signing queue and a qualified validation report as proof. You can sign project files other than PDFs without converting them.

See CertumSign in real estate

Security

What about documents in the cloud?

This is the question we hear most often. The answer: Your documents aren't stored in just any cloud. CertumSign operates Certum (Asseco Data Systems) — a qualified trust service provider as defined in eIDAS, that is, an entity operating under supervision and subject to regular audits. This is the same trust regime under which qualified digital signatures are issued.

In short: a document in CertumSign is better documented than a piece of paper in a binder. You know who signed it, what they signed, and when—and you have a report to prove it. Plus, here are three specific points.

Compliance with eIDAS throughout the EU

All signatures on the platform comply with eIDAS—a regulation that gives them legal effect throughout the EU.

Time stamp and Certum stamp

A simple SMS/email signature is time-stamped and stamped with "Certum.".

Qualified validation with a PDF report

And you can verify the validity of each signature with a qualified validation and a PDF report—instead of just taking someone's word for it.

FAQ

Frequently Asked Questions About CertumSign

I already have a qualified digital signature. Why do I need the platform?

Because a signature is one thing, and the process is another. CertumSign lets you send documents for signature, maintain an organized archive, and validate the other party’s signatures. You can continue to use your current signature—SimplySign, Certum cards, or a signature from another Polish provider—on the platform without any changes.

Wouldn't it be enough to just send the PDF by email?

That’s fine—until you calculate the cost of the process: printing, scanning, versions in attachments, and phone calls asking, „Has it been signed yet?" Manual document workflow can take up to 380 hours of work per year—that’s about 48 business days. The platform streamlines this process into a single step and a single location.

Are documents stored in the cloud secure?

The platform is operated by Certum (Asseco Data Systems)—a qualified trust service provider under eIDAS, which is supervised and regularly audited. Simple signatures are time-stamped and bear the Certum seal, and you can verify each signature using qualified validation.

That sounds complicated. How long does implementation take?

There's no setup required. You can create an account in about 5 minutes and work right in your browser—on your computer or phone. Start with the free plan and send your first document today.

What file formats can I sign?

PDF, DOC, XML, TXT, and PPT. For files other than PDF, sign them with the XAdES signature—no need to convert them to PDF. You can also sign and send multiple files at once, even with a free account (up to 16 MB).

How does a one-time qualified digital signature work?

This is a fully-fledged qualified digital signature issued based on the signer’s data for a single signing operation—with the same legal validity as a handwritten signature. You verify your identity remotely, 24/7: mObywatel with a QR code, e-dowód, bank verification (over 2,000 banks), video verification, login.gov.pl, or eDO App. Available to residents of Poland and the EU. Paid plans include a set number of these signatures at no extra cost.

Does the recipient of the document need to have an account or their own digital signature?

It does not need to have its own digital signature. A document sent from CertumSign will be signed in the browser: either with a one-time qualified digital signature (following remote identity verification) or with a signature authorized via an SMS code or email.

What are the benefits of qualified signature validation?

Certainty and proof. The WebNotarius engine verifies the validity of the signature and generates a PDF report. In tenders, the burden of proof regarding the validity of a signature lies with the contractor (e.g., KIO 457/22), and a message from Adobe Reader is not sufficient—validation by a qualified provider is what counts. Read more in our post: Electronic Signatures in Public Procurement.

Does CertumSign integrate with our systems?

The platform runs independently in a browser—no IT implementation and no integration with other applications required. For most companies, this is an advantage: you can get started right away. If your organization has integration requirements, talk to one of our advisors—we’ll be honest with you about whether CertumSign is right for you.

How much does it cost, and how can I test the platform?

Free account: 0 PLN. Individual plans: 69 PLN/month or 119 PLN/month net (according to the Certum price list, as of July 2026, annual payment). You can purchase plans for organizations (Business 8: 148 PLN/year, Business Plus: 19,188 PLN/year net) in the Certum store—and we’ll set you up with a 14-day trial plan before you buy. Fill out the form below.

14-day trial

Try it free for 14 days

The trial plan for your organization is set up by our partner Certum—that’s us. Just provide your information, and a podpisano.pl advisor will set up a 14-day trial account for you and walk you through the platform using your documents.

What happens after I send it?

An advisor will call you back

Usually on the same business day.

Setting Up a Test Account

14 days on your documents.

No obligations

You'll decide after the test.

Would you rather talk?

+48 22 417 05 55

Visit our office—Warsaw, Kraków, Wrocław, Radom. We also serve clients from all over Poland online.

And if you just want to get started: