Fast Approval of Projects and Contracts — CertumSign for Real Estate
The project is awaiting the investor’s approval. The reservation agreement „will be back after the weekend." The acceptance report is being circulated via email between the construction manager and the buyer—in three versions. In the construction and real estate industries, a document is rarely signed by just one person: the developer, designer, client, tenant, or subcontractor. And every day of delay means a blocked reservation, an unoccupied property, or a construction project stalled pending approval.
CertumSign It shortens this process to just a few hours. You send the document from your browser, and in the organization’s workflow, you set the order of signatures—the document then automatically moves from person to person. What about a client without an e-signature? They can sign too—using an SMS code or a one-time qualified signature.
The biggest cost isn't the signature—it's the process
The paper-based workflow for a single contract consists of 6 steps: printing, signing, scanning, sending via email or courier, signature by the other party, returning the document, and archiving.
On the platform, this entire process takes just one step: you send the document for signature, and the signed file goes straight into your archive. You close the deal in 24 hours, not two weeks.
You can set up an account in about 5 minutes, with no IT setup required. The platform works in a web browser, including on your phone—you can sign the acceptance report right from the construction site.
Manual document processing can cost a company 380 hours per year, or about 48 workdays per employee (data from the Certum product brochure).
Signing Queue and Timestamp
Many people sign off on a single investment—and they do so in a specific order.
You set the order
First the designer, then the investor. First the contractor, then the occupant. In the Business plan, you set up the signing queue: the document moves from person to person on its own, and you don’t have to keep track of anything manually.
Timestamp next to the signature
On top of that, there’s something paper can’t offer: all documents in a single archive and a timestamp next to each signature. A dispute over who approved a change to the draft and when? You’ll find the answer in the archive.
Hard evidence when you need it
And when you need hard evidence of the signature's validity, qualified validation (WebNotarius engine) will generate a PDF report that can be used in court.
A customer without an e-signature? They'll sign anyway
Electronic signatures in real estate must work even when the other party doesn’t have a certificate—and your buyers and tenants usually don’t. In CertumSign, you have two methods for this, both included in the plan’s price:
One-time qualified digital signature
Legal validity of a handwritten signature. The customer verifies their identity remotely, 24/7: via mObywatel with a QR code, e-dowód, bank verification (over 2,000 banks), video verification, login.gov.pl, or eDO App. Then they sign—just once, for this single document. It works for people in Poland and the EU, so you can also serve international tenants.
SMS Signature
A document format with a timestamp and the Certum stamp. It is suitable for documents that do not require a written form: approvals, agreements, and minutes.
You and your team use a qualified digital signature from any Polish provider — SimplySign, using the Certum card or a signature you already have—even one from another provider.
Which signature belongs to which document?
Reservation Agreement
Your qualified digital signature + a one-time qualified digital signature for the customer
The power of a handwritten signature on both sides. The reservation was finalized the same day, without a visit to the sales office.
Lease agreement
A one-time qualified digital signature from the tenant; for simpler documents, an SMS signature
The tenant signs remotely, on a computer or phone. All contracts in a single archive
Acceptance Report
SMS signature (documentary form) or qualified signature
A report finalized on the date of receipt, with a timestamp. No more „I'll send the scan tomorrow."
Project Approval
Signing sequence: designer → investor; DOC, XML, TXT, and PPT files via XAdES
Approval in hours instead of weeks. It's clear who approved which version and when
Not sure what format your document needs to be in? Ask one of our advisors—we'll help you choose the right signing method before you send anything to your client.
Project documentation without conversion to PDF
Technical description in DOC. Summary in XML. Meeting notes in TXT, concept presentation in PPT. CertumSign signs non-PDF files with a XAdES signature—without conversion. The file remains in its source format, and the signature complies with eIDAS. This is unique among e-signature platforms: competing tools typically require a PDF.
Plus, you can sign and send multiple files at once—complete your documentation in one go, not file by file.
One circuit for the entire team
We recommend this plan to developers, property managers, real estate agents, and architectural firms Business Organization (Business plan: 8,148 PLN/year net, according to the Certum price list, as of July 2026).
Larger team? Biznes Plus supports up to 100 users. Once you run out of SMS signatures or one-time qualified signatures, you can purchase additional transaction packages in the Certum store. There is no limit on the number of documents.
Does your company also participate in public procurement? See how a qualified validation report protects your bid from rejection: CertumSign for Bidders.
net
- Up to 20 users and 50 GB of shared storage
- 50 one-time qualified digital signatures per year for
- 300 shipments per month + unlimited internal shipments
- 20 qualified validation reports per month
- Signature Queue, User Roles, and Shipping Templates
Do you need an API? Integration with your system — We can do that for you.
Try it free for 14 daysThe most common questions
Is a reservation agreement signed online valid?
How does a tenant who doesn't have an electronic signature sign the lease?
Will I sign project files other than PDFs?
How does the signing queue work when a project is approved?
Will CertumSign integrate with our CRM or sales system?
For free or as a trial for the team
Sign up for a free account and send your first document today. Or try out the Business plan with your entire team for 14 days—we'll set up the trial as a Certum partner.