Digital signature for e-invoicing

Electronic invoices are commonly used in most of the countries, as they are as legal as a paper document and saving time and cost for both the parties. There are still many organizations which are reluctant to change their old systems and continue to follow the same pen and paper method.

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Digital signing of invoices or e-invoicing is much better than paper and post system-

Due to the importance and sensitive nature of these documents, it is important to take steps making sure invoices remain secure and no alterations are made. With E-lock digital signature verification option, users can check and verify if the signed document is genuine or modified.

Recently, The Indian Union Budget 2015-16 has allowed Invoices, Challans, and Consignment notes etc., to be digitally signed with digital signature certificates and sent to recipients via email. As per Rule 11 Sub-rule (8) of Central Excise Rules, 2015 and Notification number 5/2015-service tax dated 01.03.2015 rule 4c- Any invoice issued under rule 4A or consignment note issued under rule 4B may be authenticated by means of a digital signature with effect from 1st March, 2015.

Why go for digital signature to sign invoices, delivery orders, challans, consignment notes, form16s and other documents-

• Automated electronic processes are cheaper
• Electronic and Digital signatures are as authentic as handwritten signatures
• Electronic documents are easy to handle and transfer
• Electronic documents can be immediately delivered to recipients over email
• Electronic documents are easy to archive and retrieve whenever needed
• Digital signatures can protect the authenticity and integrity of archived data
• Companies can have integrated work-flow. Signing, transfer, processing of electronic documents can happen within the system itself
• Digital signatures provide green, environment-friendly alternative to paper intensive processes

Verifying digital signatures-

For the digital signature verification in PDF documents, users can open the document with Adobe. For any modification done after the signature, a message will flash mentioning the document has been changed after signing

For other file formats, it gets converted into .p7m or .p7b format depending upon if attached or detached signature was used. This signed document looks like a garbage file when accessed normally and if any change/s are made in it, then verification fails with the message “Signature Corrupted”.

E-lock ensures that documents are secure and when a recipient receives an invoice they can easily confirm its authenticity by independently verifying it.

E-lock provides customize solutions as per user requirements depending on the number of signatories, number and type of documents that need to be signed and the type of device with which to sign the document. With BulkSigner, users can sign documents in a bunch in shortest time in an automated manner whereas, SuperSigner Software Development Kit (SDK) can be integrated with any third-party application to enable browser independent signing through any web interface.

E-lock solutions Bulk signer and SuperSigner SDK are especially useful for the finance department which sends hundreds of invoices, payroll, POs, monthly expenses and many other documents on a regular basis.

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Real world use case-
Mobifon (Now Vodafone), Romania for E-lock digital signature product BulkSigner

Requirements:

• Ability to automate the signing process without user intervention
• Ability to sign PDF documents
• Ability to sign with digital certificate stored on HSM
• Logging for success or failure in signing

Solution:
E-lock suggested BulkSigner solution to Mobifon a windows-based server side signing solution which takes the pre-defined server folder for invoices at regular intervals. Invoices are digitally signed with the pre-configured certificate from the HSM, and are kept in the output folder.

Benefits:

• Completely automate and implement invoicing process paperless improving operating efficiency, reducing cycle time
• Eliminate Paper, Print and Postage cost
• Ensure Compliance and legal validity of signed invoices