{"id":255898,"date":"2024-12-27T14:38:00","date_gmt":"2024-12-27T13:38:00","guid":{"rendered":"https:\/\/www.easyap.com\/?p=252267"},"modified":"2026-08-17T15:03:02","modified_gmt":"2026-08-17T13:03:02","slug":"firma-escaneada-que-es-cual-es-su-validez","status":"publish","type":"post","link":"https:\/\/www.easyap.com\/en\/blog\/firma-escaneada-que-es-cual-es-su-validez\/","title":{"rendered":"Scanned signature: what is it, what is its validity, and how does it affect your company?"},"content":{"rendered":"<p><span style=\"font-weight: 400\">Business owners, CFOs, and financial directors know it well: the management of legal and financial documents requires guarantees of validity and security. That&#8217;s why understanding and mastering terms like <\/span><b>scanned signature<\/b><span style=\"font-weight: 400\">, digital signature, and electronic signature is vital. But do we truly know their differences and legal validity? <\/span><b>This article will clarify the most common doubts about the scanned signature.<\/b><span style=\"font-weight: 400\"> And, if that weren&#8217;t enough, we tell you how easyap helps you digitize your <\/span><a href=\"http:\/\/www.easyap.com\/workflow-de-aprobacion-de-facturas\/factura-electronica\/\"><b>electronic invoices<\/b><\/a><span style=\"font-weight: 400\"> and automate any invoicing or accounting process for your business.<\/span><\/p>\n<h2><span style=\"font-weight: 400\">Can a signature be scanned?<\/span><\/h2>\n<p><span style=\"font-weight: 400\">The first big question is this: can a signature be scanned? The answer is also: <\/span><b>yes, it&#8217;s possible to scan a handwritten signature and convert it into a digital file. <\/b><\/p>\n<p><span style=\"font-weight: 400\">This process is very basic and consists of signing a paper document, digitizing it using a scanner or a mobile application, and saving it as an image or PDF.<\/span><\/p>\n<p><span style=\"font-weight: 400\">Although the method is easy and fast, it&#8217;s important that you understand something more. <\/span><b>A scanned signature is simply a visual representation of a handwritten signature.<\/b><span style=\"font-weight: 400\"> That is, by itself it has no element that guarantees its authenticity or integrity, unlike <\/span><a href=\"https:\/\/www.easyap.com\/en\/blog\/la-firma-electronica-reconocida-que-es-y-cual-es-su-papel-en-la-facturacion-electronica\/\"><b>the recognized electronic signature<\/b><\/a><span style=\"font-weight: 400\">. <\/span><\/p>\n<h2><span style=\"font-weight: 400\">Advantages of a Scanned Signature<\/span><\/h2>\n<p><span style=\"font-weight: 400\">So, what is a scanned signature good for? Based on our experience, a scanned signature offers several advantages: <\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\" aria-level=\"1\"><span style=\"font-weight: 400\">It offers speed for digitizing documents.<\/span><\/li>\n<li style=\"font-weight: 400\" aria-level=\"1\"><span style=\"font-weight: 400\">It gives a professional appearance to unofficial documents.<\/span><\/li>\n<li style=\"font-weight: 400\" aria-level=\"1\"><span style=\"font-weight: 400\">Its use is very simple and practical for low-risk cases.<\/span><\/li>\n<li style=\"font-weight: 400\" aria-level=\"1\"><span style=\"font-weight: 400\">It provides great ease of digital storage.<\/span><\/li>\n<li style=\"font-weight: 400\" aria-level=\"1\"><span style=\"font-weight: 400\">It saves paper and physical resources.<\/span><\/li>\n<li style=\"font-weight: 400\" aria-level=\"1\"><span style=\"font-weight: 400\">It gives immediate access from any device.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400\">However, the scanned signature only has <\/span><b>utility in very specific contexts. <\/b><span style=\"font-weight: 400\">Likewise, it is ideal for internal tasks, such as approving your company&#8217;s budgets or for certain non-binding procedures or processes. However, it presents serious legal and security limitations, which we will see below.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400\">Does a scanned signature have the same validity as any digital signature?<\/span><\/p>\n<p><span style=\"font-weight: 400\">In line with the above, the first thing to be clear about is that <\/span><b>a scanned signature does not have the same validity as a <\/b><a href=\"https:\/\/www.easyap.com\/blog\/para-que-sirve-la-firma-digital\/\"><b>digital signature <\/b><\/a><b>or electronic signature.<\/b><span style=\"font-weight: 400\"> What&#8217;s more, directly, the digital signature has no legal validity.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400\">In fact, in Spain,&nbsp; where we follow <\/span><a href=\"https:\/\/eur-lex.europa.eu\/legal-content\/ES\/TXT\/?uri=CELEX%3A32014R0910\"><span style=\"font-weight: 400\">Regulation (EU) No. 910\/2014<\/span><\/a><span style=\"font-weight: 400\"> (known as the eIDAS Regulation), the legislation clearly distinguishes between these ways of signing documents:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\" aria-level=\"1\"><b>Scanned Signature:<\/b><span style=\"font-weight: 400\"> lacks legal backing. Being an image, it does not include mechanisms that provide authenticity to the signatory or ensure the integrity of the document.<\/span><\/li>\n<li style=\"font-weight: 400\" aria-level=\"1\"><b>Electronic Signature:<\/b><span style=\"font-weight: 400\"> regulated by the aforementioned eIDAS Regulation (Regulation on Electronic Identification and Trust Services) of the European Union, has legal validity and can ensure the authenticity and integrity of a document or invoice.<\/span><\/li>\n<li style=\"font-weight: 400\" aria-level=\"1\"><b>Digital Signature:<\/b><span style=\"font-weight: 400\"> is an advanced type of electronic signature that uses <\/span><a href=\"https:\/\/www.easyap.com\/en\/blog\/que-es-un-certificado-digital\/\"><b>digital certificates<\/b><\/a><span style=\"font-weight: 400\"> issued by trustworthy authorities. It is the most secure and has the highest legal validity.<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400\">Comparison: Scanned Signature vs. Digital Signature<\/span><\/h3>\n<p><span style=\"font-weight: 400\">To group the information more visually, we reflect these differences between these two types of signatures in the following comparison table:<\/span><\/p>\n<table style=\"height: 350px;border-style: solid;border-color: #000000\" border=\"2px\">&nbsp;<\/p>\n<p><b>Characteristic<\/b><br \/>\n<b>Scanned Signature<\/b><br \/>\n<b>Digital Signature<\/b><\/p>\n<p><b>Legal Validity<\/b><br \/>\n<span style=\"font-weight: 400\">No<\/span><br \/>\n<span style=\"font-weight: 400\">Yes<\/span><\/p>\n<p><b>Security<\/b><br \/>\n<span style=\"font-weight: 400\">Low (easily falsifiable)<\/span><br \/>\n<span style=\"font-weight: 400\">High (uses encryption and certificates)<\/span><\/p>\n<p><b>Authenticity<\/b><br \/>\n<span style=\"font-weight: 400\">Does not guarantee authenticity<\/span><br \/>\n<span style=\"font-weight: 400\">Guarantees signatory&#8217;s identity<\/span><\/p>\n<p><b>Document Integrity<\/b><br \/>\n<span style=\"font-weight: 400\">No<\/span><br \/>\n<span style=\"font-weight: 400\">Yes, ensures the document is not altered<\/span><\/p>\n<p><b>Regulation<\/b><br \/>\n<span style=\"font-weight: 400\">None<\/span><br \/>\n<span style=\"font-weight: 400\">eIDAS Regulation<\/span><\/p>\n<\/table>\n<p><span style=\"font-weight: 400\">In summary, as the scanned signature has limited utility, it is not the most suitable tool for legal documents, contracts, or invoices.<\/span><\/p>\n<h2><span style=\"font-weight: 400\">But why is a scanned signature not a valid signature?<\/span><\/h2>\n<p><span style=\"font-weight: 400\">There are several reasons why a scanned signature has no legal validity in Spain and Europe:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\" aria-level=\"1\"><b>Lack of authenticity. <\/b><span style=\"font-weight: 400\">There is no way to verify that the signature belongs to the indicated person, as it is just an image.<\/span><\/li>\n<li style=\"font-weight: 400\" aria-level=\"1\"><b>Ease of falsification.<\/b><span style=\"font-weight: 400\"> A scanned signature can be copied and pasted into other documents without the signatory&#8217;s consent.<\/span><\/li>\n<li style=\"font-weight: 400\" aria-level=\"1\"><b>Lack of integrity. <\/b><span style=\"font-weight: 400\">It does not guarantee that the document has not been altered after the signature was applied.<\/span><\/li>\n<li style=\"font-weight: 400\" aria-level=\"1\"><b>Regulation. <\/b><span style=\"font-weight: 400\">It does not comply with the requirements of the <\/span><a href=\"https:\/\/www.easyap.com\/en\/blog\/el-reglamento-de-facturacion-electronica-en-espana\/\"><b>e-invoicing regulation<\/b><\/a><span style=\"font-weight: 400\"> and its standards for the validity of electronic signatures.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400\">Therefore, for your company&#8217;s important documents, the best practice you can adopt is to use an electronic or digital signature. This way, you will comply with all legal and technological guarantees.<\/span><\/p>\n<h3><span style=\"font-weight: 400\">Real example<\/span><\/h3>\n<p><span style=\"font-weight: 400\">Imagine a supplier signs a contract by scanning their handwritten signature and sending it via mail. If the content or integrity of the document is later questioned, <\/span><b>there is no way to prove the validity of that signature or to verify that the terms were not modified<\/b><span style=\"font-weight: 400\">. This problem is avoided with electronic signatures, which guarantee the authenticity and traceability of the document.<\/span><\/p>\n<h2><span style=\"font-weight: 400\">How to make a scanned signature?<\/span><\/h2>\n<p><span style=\"font-weight: 400\">Nonetheless, if despite its limitations you wish to create a scanned signature for unofficial or low-risk use, you can follow these steps:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400\" aria-level=\"1\"><b>Sign on paper.<\/b><span style=\"font-weight: 400\"> First, write your signature on a white piece of paper, ensuring it is clear and visible.<\/span><\/li>\n<li style=\"font-weight: 400\" aria-level=\"1\"><b>Digitize your signature. <\/b><span style=\"font-weight: 400\">Next, use a scanner or your smartphone&#8217;s camera to capture the signature. Nowadays, there are apps like Adobe Scan or CamScanner that facilitate this step of the signature scanning process.<\/span><\/li>\n<li style=\"font-weight: 400\" aria-level=\"1\"><b>Edit the image.<\/b><span style=\"font-weight: 400\"> Then,<\/span> <span style=\"font-weight: 400\">use an editing program (like Photoshop or Canva) to clean up the background and adjust the size.<\/span><\/li>\n<li style=\"font-weight: 400\" aria-level=\"1\"><b>Save the file. <\/b><span style=\"font-weight: 400\">Once the scanned signature is obtained, save it as an image. We recommend using PNG or JPEG format with a transparent background to facilitate its insertion into documents.<\/span><\/li>\n<li style=\"font-weight: 400\" aria-level=\"1\"><b>Insert into documents.<\/b><span style=\"font-weight: 400\">Finally, to incorporate it, rely on tools like Microsoft Word, Google Docs, or PDF editing software to insert it into your documents.<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400\">Even so, we insist: remember that, although it is functional in specific cases, this type of signature is not the most appropriate for legal or contractual documents.<\/span><\/p>\n<h2><span style=\"font-weight: 400\">The solution? Electronic signature and invoicing with easyap<\/span><\/h2>\n<p><span style=\"font-weight: 400\">Therefore, if you need a secure and legally valid solution, the electronic signature is the ideal option. In this regard,<\/span><b>easyap offers you the most advanced solutions and tools to manage electronic invoicing<\/b><span style=\"font-weight: 400\">and digitized signature processes in companies. <\/span><\/p>\n<p><span style=\"font-weight: 400\">Furthermore, we have extensive experience working in different sectors and countries, complying with the highest standards of security and legal compliance in all of them.<\/span><\/p>\n<h3><span style=\"font-weight: 400\">Advantages of easyap and its solutions with digital signature<\/span><\/h3>\n<p><span style=\"font-weight: 400\">To be more precise, below is a list of many of the advantages of using digitized signatures and<\/span><a href=\"https:\/\/www.easyap.com\/en\/blog\/easyap-es-un-gestor-documental\/\"><b>easyap&#8217;s electronic invoicing software<\/b><\/a><span style=\"font-weight: 400\">:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\" aria-level=\"1\"><b>Process automation.<\/b><span style=\"font-weight: 400\">Simplify<\/span><a href=\"https:\/\/www.easyap.com\/en\/workflow-de-aprobacion-de-facturas\/gestion-documental\/\"><b>document management<\/b><\/a><span style=\"font-weight: 400\">and invoicing with solutions adapted to your company, country, and market.<\/span><\/li>\n<li style=\"font-weight: 400\" aria-level=\"1\"><b>Legal compliance.<\/b><span style=\"font-weight: 400\">Ensure that all your signatures and invoices comply with the eIDAS Regulation and the applicable Spanish and local regulations.<\/span><\/li>\n<li style=\"font-weight: 400\" aria-level=\"1\"><b>Security<\/b><span style=\"font-weight: 400\">. Protect your company&#8217;s sensitive information and data with encryption technology and advanced certification.<\/span><\/li>\n<li style=\"font-weight: 400\" aria-level=\"1\"><b>Efficiency<\/b><span style=\"font-weight: 400\">. Save time and resources through process digitalization.<\/span><\/li>\n<li style=\"font-weight: 400\" aria-level=\"1\"><b>Personalized support.<\/b><span style=\"font-weight: 400\">Receive technical assistance and training tailored to the needs of your organization and your team.<\/span><\/li>\n<li style=\"font-weight: 400\" aria-level=\"1\"><b>Scalability.<\/b><span style=\"font-weight: 400\">Implement solutions that grow with your business. In other words, easyap&#8217;s solution adapts to any business volume.<\/span><\/li>\n<li style=\"font-weight: 400\" aria-level=\"1\"><b>Simple integration.<\/b><span style=\"font-weight: 400\">Connect easyap&#8217;s software with your ERP systems or other existing tools used in your organization.<\/span><\/li>\n<li style=\"font-weight: 400\" aria-level=\"1\"><b>Positive environmental impact.<\/b><span style=\"font-weight: 400\">Reduce the use of paper and other physical resources by digitizing administrative processes.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400\">In conclusion, with easyap you not only optimize your financial management. You also ensure that your documents have the legal validity you need, which avoids risks associated with the use of scanned signatures.<\/span><a href=\"https:\/\/www.easyap.com\/en\/contacto\/\"><b>Contact us<\/b><\/a><span style=\"font-weight: 400\">and we&#8217;ll tell you much more.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Business owners, CFOs, and financial directors know it well: the management of legal and financial documents requires guarantees of validity and security. That&#8217;s why understanding and mastering terms like scanned signature, digital signature, and electronic signature is vital. But do we truly know their differences and legal validity? This article will clarify the most common [&hellip;]<\/p>\n","protected":false},"author":22,"featured_media":255899,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_et_pb_use_builder":"","_et_pb_old_content":"","_et_gb_content_width":"","footnotes":""},"categories":[269],"tags":[],"class_list":["post-255898","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-uncategorized"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v25.4 (Yoast SEO v27.6) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Scanned signature: validity and characteristics<\/title>\n<meta name=\"description\" content=\"Discover when a scanned signature is valid in Spain, its differences from a digital signature, and how easyap optimizes all your invoicing.\" class=\"yoast-seo-meta-tag\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, 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