Electronic signatures & KYC for procurement and tenders

Sign purchase orders, tenders, and supplier contracts with the signer's identity verified, no forged approvals.

Procurement is where document fraud costs the most: forged approvals, ghost suppliers, and officers who later deny signing an award. PDF Verified adds a KYC + liveness check when a form is signed, so every purchase order, tender response, and supplier contract is bound to a verified person, not just a name typed into a box. Each document is sealed with a tamper-evident fingerprint and a public QR check for auditors.

Drop your document here and sign it now. PDF, Word and Excel all work: a .docx or .xlsx is laid out in your browser exactly as it was written, so there is nothing to convert first. Add a signature, a date, a company stamp or a watermark, then download it sealed. Free to start, no account, and the file is never uploaded to open it.

Who this is for

This is the page for an eSignature for procurement teams, and equally an eSignature for buyers and an eSignature for vendor managers. Same tool, same price, same absence of a seat to buy: sign a document, pay $1.50 if you want to download it, and go. Everything below is the longer version.

Documents Procurement & supply chain teams sign

How PDF Verified fits

A tender award signed by a KYC-verified officer, with an audit trail, ends both ghost suppliers and "I never approved that".

How it works for Procurement & supply chain teams

  1. Upload the document. Drop in a PDF (or Word/Excel, they convert automatically) and place signature, date, stamp, and initials fields where they belong.
  2. Send or sign on the spot. Email a signing link to each party, or use Quick Sign to sign immediately on any device, no printing, no scanning, no app to install.
  3. Identity when it matters. For high-stakes Procurement & supply chain paperwork, add email/SMS OTP checks or full ID + selfie verification with liveness detection before anyone can sign.
  4. Every copy is provable. The finished PDF is sealed with a SHA-256 fingerprint, a complete audit trail (who signed, when, from where), and a QR code anyone can scan to confirm the document is genuine and unaltered.

Why it beats print, sign and scan

A scanned signature page proves nothing, the image can be lifted and reused on any document, and there is no way to tell whether the pages around it changed. A sealed PDF Verified document is the opposite: change one character after signing and verification fails. For Procurement & supply chain teams that answer to auditors, regulators, or opposing counsel, that difference is the whole point.

It is also simply faster. Documents that took days of chasing come back in minutes, reminders go out automatically, and the signed copy files itself on your dashboard instead of a shared-drive folder of "final_v3_signed_SCAN.pdf".

Company stamps for procurement & supply chain

A signature says a person agreed. A stamp says the organisation did, and in procurement & supply chain that distinction turns up constantly: on an approval, a certified copy, a receipt, or an invoice an accounts department will not process without the company mark on it. Design a company stamp for procurement & supply chain once and apply it to a PDF, a Word file or an Excel sheet, on one page or on every page.

The date fills itself in at the moment the stamp is applied, so a batch is never dated wrong, and every impression carries a serial number that does not repeat, which is what makes a stamped procurement & supply chain document auditable rather than merely marked. Anyone can scan the QR on the result to confirm the document has not changed since.

Design a company stamp or seal free, or put the stamp and the signature on in one pass.

Legal validity

Electronic signatures are legally binding for ordinary business documents in 190+ countries, the ESIGN Act and UETA in the United States, eIDAS in the EU, KICA in Kenya, and equivalents across Africa, Asia, and Latin America. Courts look for intent, identity, and integrity; PDF Verified records all three: a click-to-sign action with timestamps, verified signer identity, and a tamper-evident cryptographic seal.

Frequently asked questions

How does vendor contract electronic signoff work across departments?

Sequential routing: requester, then procurement, then finance, then the supplier, each seeing the same document and each recorded separately. The value is not the speed, it is that the order is enforced, so a supplier contract cannot come back signed by the vendor before anybody internal approved it.

Can a purchase order be approved electronically without an ERP integration?

Yes, and most start that way. When the volume justifies it, the REST API and webhooks push the signed document and the signer record into the ERP, so the approval and the PO record stop living in two systems.

How do we stop a supplier disputing an approval later?

The audit certificate names who signed, when, from which address and which checks they passed, and the sealed file has a fingerprint that fails verification if a single character changes. An officer denying an award has to explain the record rather than the absence of one.

How does PDF Verified work for Procurement & supply chain?

Procurement is where document fraud costs the most: forged approvals, ghost suppliers, and officers who later deny signing an award. PDF Verified adds a KYC + liveness check when a form is signed, so every purchase order, tender response, and supplier contract is bound to a verified person, not just a name typed into a box. Each document is sealed with a tamper-evident fingerprint and a public QR check for auditors.

Is PDF Verified legally binding for Procurement & supply chain documents?

Yes. PDF Verified eSignatures comply with the ESIGN Act, UETA, and EU eIDAS, and every signed Procurement & supply chain document includes a SHA-256 tamper-evident seal, a full audit trail, and a public QR verification page, admissible as evidence in most jurisdictions.

Can I add a company stamp to procurement & supply chain documents?

Yes. Design a round company seal, an approval mark, a PAID or RECEIVED stamp or a certified true copy stamp, and place it beside the signature or on every page. It works on PDFs and equally on the Word and Excel files procurement & supply chain teams actually work in, without exporting them first. Whether a stamp is required for a given document is a question for the party asking and for local practice, but where it is expected, providing it is faster than debating it.

What does it cost?

Pay as you go at $1.50 per completed document with no subscription, or take a monthly plan (Personal from $5.60/mo) when volume grows. Building and testing documents is free, you only pay when a signing completes.

Start free

Sign your first document in about a minute with <a href="/quick-sign">Quick Sign</a>, design an official <a href="/stamp-maker">company stamp or seal</a>, or <a href="/verify">verify a signed PDF</a> someone sent you.

What PDF Verified is, and what it is not

An identity check establishes that a document was presented and, where liveness is used, that a live person presented it. It does not establish everything about a person, and it does not discharge an obligation a regulator has placed on you: your KYC, KYB and anti-money-laundering duties come from your own regulator and your own risk assessment, not from a signing tool. A verified identity is also not authority to act for somebody else, and signing in another person name without their authority is forgery.

PDF Verified is a tool for preparing, signing, stamping and checking documents. It is not a law firm, a compliance service or a forensic examiner, and nothing here is legal, financial or compliance advice. Requirements differ by country, by document type and by the party asking, so check what applies to your document before you rely on it, and take advice where the document matters. You are responsible for the documents you create, sign and send, and for having the authority to do so: signing or stamping in somebody else name, or as an organisation you do not represent, is forgery whatever tool is used. To the extent the law allows, we accept no liability for how a document made with this tool is used or relied on. The full position is in our terms of service.

More industries