Just a decade ago, when cloud-based software solutions were not commonplace, signing a document meant dealing with a printer, a scanner, and a courier service that never seemed to arrive on time. What should have been a quick agreement often turned into a frustrating ordeal, robbing businesses of valuable time and resources.
When the cloud emerged, it brought with it digital signature solutions that didn't just change the game, but rewrote the rules entirely. But were they embraced immediately? Not quite. Skepticism lingered at first. "Could a digital mark truly hold the same weight as a handwritten signature?" many wondered.
Yet, as security protocols strengthened and legal frameworks adapted to recognize digital legitimacy, confidence began to grow. What once seemed futuristic became inevitable, reshaping trust, efficiency, and collaboration in the modern workplace. Going digital saves time and reduces paper waste, making the entire process faster, smarter, and eco-friendly.
Zoho runs on Zoho!
When we built Zoho Sign, the goal was simple: to transform how businesses handle document workflows. But before we offered it to the world, we put it to the test in the most demanding environment we know: our own. At Zoho, we run on Zoho. We don't just engineer tools; we implement them. As customer zero, we're the first to use, refine, and rely on Zoho Sign every day. After all, true innovation starts at home.
Where Zoho Sign works wonders at Zoho
At Zoho, we're changing the way work gets done by replacing outdated, paper-heavy tasks with smooth, digital workflows. Think legal agreements that get signed in a snap, new hires who start their journey without a heap of forms, and invoices that move faster than ever. Zoho Sign is at the heart of this shift, making paperwork a thing of the past. Here are five key areas where Zoho Sign makes a real difference at Zoho.
1. Human resources
Remember when onboarding meant piles of paperwork, endless signatures, and manual data entry? Well, we're not doing that anymore! Now, offer letters, NDAs, and other onboarding forms are sent, signed, and stored electronically. New hires can complete their paperwork remotely, even before their first day, while HR teams can automate background checks and data entry. This not only speeds up the process but also eliminates manual errors, making onboarding faster, eco-friendly, and hassle-free for everyone involved.
"Until a few years back, issuing offer letters to candidates involved a lengthy process where multiple stages of signing were required. Starting with the preparer, followed by the verifier and ultimately the authorised signatory. I still remember how we used to find ways to stall our managers in order to get their signatures on the offer letter, which was very time consuming.
Now, with the help of Zoho sign, we have successfully transitioned to a completely paperless process. Now offer letters are automatically considered authorised, thanks to the inclusion of a digital signature. This also allows the candidates to sign the offer electronically and give their acceptance. These signed documents are also stored online, which makes it easier for us to revisit the document whenever needed. This digital transformation extends to all the other key documents and policies that we send along with the offer letter. This shift to digital signatures has not only reduced our paper consumption significantly but has also greatly streamlined our operations, eliminates unavoidable human error and also saves valuable time for both our team and the candidates."
2. Legal
If you walked around our offices, you'd probably see our legal team using Zoho Sign more than anyone else. From customer facing contracts and company policies to compliance paperwork, our legal team trusts Zoho Sign to get it done—efficiently and paper-free. What's more, Zoho Sign ensures every signed document is legally valid, complying with global e-signature laws like ESIGN and eIDAS. This ensures compliance, enhances security, and reduces manual effort, allowing the team to focus on delivering top-notch legal support.
"Zoho Sign has significantly reduced the time it used to take for us to sign documents physically. As a result, we’ve streamlined our workflow and improved efficiency. The Zoho Sign team is incredibly accommodative and always listens actively to our feedback, ensuring a seamless experience. With close to 70 documents uploaded daily, Zoho Sign has become an essential tool for our in-house legal team, and we truly rely on it for our daily operations. It’s a quintessential part of our process now, and we couldn't be more satisfied with it!"
3. Finance
In a world that demands instant digital access, staying ahead is non-negotiable for our finance teams. At Zoho, we've moved to a fully digital document workflow, enabling fast, secure, and legally valid signatures for all our finance and procurement needs. By digitizing purchase orders, inventory management, and online payments, we've significantly reduced errors and accelerated approvals. With Zoho Sign, efficiency isn't just a goal; it's the way we work.
"As a company, we've been using the Zoho sign app for a while now, and honestly, it's been a game changer. With our directors often traveling, it's been a real struggle to get them to sign engagement letters and financial documents on time. But Zoho Sign has made the entire process so much smoother. They can review and sign documents wherever they are, without the back-and-forth of emails or waiting for physical signatures. It's quick, easy, and hassle-free—a massive time-saver for everyone involved."
4. Sales
Back in the day, closing a deal meant battling through endless paperwork. Sales reps were buried under stacks of contracts, chasing signatures, and waiting for approvals, turning every deal into a race against time. Today, Zoho Sign has changed the game. No more manual signatures on sales orders, purchase orders, or agreements—everything is sent, signed, and managed digitally, anytime, anywhere. With in-person and remote signing, deals close faster, approvals move smoothly, and we drive revenue with ease.
"We use Zoho Sign to digitally sign important documents such as agreements, NDAs, proposals, and Statements of Work (SOWs) with our customers in the sales team. Previously, the signing process was time-consuming, often taking days or even weeks. Both parties had to manually obtain signatures from authorized signatories, scan the documents, and exchange them via email for counter-signing. Now, with Zoho Sign, we complete the entire signing process within hours. It provides secure digital signatures, along with detailed audit trails and a legally valid digital certificate, ensuring compliance and efficiency."
5. IT operations
Zoho's IT teams have bid adieu to paperwork bottlenecks with Zoho Sign, making approvals faster and more secure. Whether it's handling system change requests, policy agreements, or vendor onboarding, e-signatures ensure seamless operations without delays. With secure, compliant, and automated workflows, Zoho Sign frees IT teams to focus on innovation, boost productivity, and ensure seamless governance, without the paperwork drag.
"I still remember the days when each purchase order printout had to be physically carried to approvers for signatures. During COVID, we saw a significant difference between the processes that had migrated to Zoho Sign and those that still required physical signatures. Without Zoho Sign, approvals during the lockdown would have been extremely challenging. Zoho Sign allowed us to process all approvals without delays, regardless of the approver's location, and easily retrieve signed copies when needed."
6. Events
Zoholics, user conferences, and trade shows showcase Zoho to the world, but it takes a dedicated team to bring events like these to life. From booking venues and securing sponsorships to managing registrations and logistics, there's immense groundwork to lay down before the spotlight ever hits the stage. Zoho Sign helps simplify this process by ensuring every agreement is signed, sealed, and delivered with unmatched efficiency, enabling events teams to create meaningful experiences long after the curtains close.
"As part of the events team, handling vendor quotations, contracts from organizers, and other essential documents is a daily task. Managing events across 10+ APAC countries means receiving multiple documents for signing every day. Few years back, without a digital solution, this process was extremely tedious—requiring printing, manually signing, scanning, and sending them back each time.
With Zoho Sign, this process is now effortless. It eliminates paper waste, reduces manual effort, and significantly cuts down the turnaround time for approvals, ensuring that events move quickly from planning to execution. Plus, with the ability to sign documents anytime, from anywhere, it brings flexibility.As an added bonus, the feature to include a description or a private message when submitting documents for signature enhances clarity and communication. Zoho Sign isn’t just a convenience; it’s a game-changer for event management."
Go paperless with Zoho Sign
If Zoho Sign powers our business, it can transform yours too! Not a customer yet? Sign up for a 14-day free trial at zoho.com/sign. For questions, feedback, or a personalized demo, reach us at support@zohosign.com.
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