Introduction
In Ledgy, you can easily request and collect digital signatures from your stakeholders. Whether you need a single signature or want to send requests in bulk, Ledgy supports three signature providers — Ledgy (native), Skribble, and DocuSign — with multiple legal quality levels to suit your needs.
This article walks you through creating signature requests, inviting stakeholders to sign, tracking signature progress, and managing completed or cancelled requests.
Before you start
Before creating a signature request, make sure:
Your signature provider is configured. Go to Documents > Signatures > Signature Settings to choose your default provider (Ledgy, Skribble, or DocuSign). If using DocuSign, connect your account first — see How to use DocuSign for signatures.
Stakeholder information is up to date. Different providers and signature qualities require different stakeholder data:
Ledgy (SES): Name and email address
Skribble (AES): Name, email, mobile phone number, and nationality
Skribble (QES): Name, email, mobile phone number, nationality, plus one-time identity verification via video call
DocuSign: Name and email (additional data for AES/QES)
Your document is ready. You can upload a PDF directly or use a document template. The maximum upload size is 64 MB.
Understanding signature providers and legal quality
Ledgy supports three levels of legal signature quality:
Standard Electronic Signature (SES) — Sufficient for most internal documents. Available via Ledgy (native) and DocuSign. No additional identity verification needed. Free of charge.
Advanced Electronic Signature (AES) — Provides stronger identity verification. Available via Skribble and DocuSign. Requires mobile phone number for verification. €2.50 per signer via Skribble.
Qualified Electronic Signature (QES) — Has the same legal validity as a handwritten signature under EU eIDAS and Swiss ZertES law. Available via Skribble and DocuSign. Requires one-time identity verification. €2.50 per signer via Skribble.
For more details on legal validity, see Legal basis for the validity of digital signatures in Europe.
Creating a signature request
Method 1: Create a single signature request via Documents > Signatures
Go to Documents > Signatures
Click New Signature in the upper-right corner
In the Create New Signature Invitation pop-up, choose the document from the dropdown list. If the document isn't listed, click the Upload button next to the dropdown to upload it.
Note: The document list also includes document templates. Selecting a template will generate the document and store it in the Data Room once the signature request is created. Any signatories set at the template level will be overridden by the signatories selected within the signature request.
Under Who should sign?, select the stakeholders who need to sign the document.
Important: Only natural stakeholders (not legal entities) can be invited to sign a document. If a legal entity needs to sign, invite a contact person from that entity who is listed as a stakeholder to sign on its behalf.
Under Signature Settings, select your preferred signature provider and legal quality.
Note: If Skribble is selected, Ledgy will check for any missing stakeholder information and display a warning. For SES, you only need name and email. For AES, the stakeholder's mobile phone number and nationality must also be filled in.
Once all information is entered, click Save Draft to create the signature request.
⚠️ The maximum document upload size is 64 MB.
Method 2: Create single or multiple signature requests from a template via Documents > Templates
Go to Documents > Templates
Click the Create from template button in the top-right corner
In the pop-up, choose the appropriate date to use data from and select the template to generate the document.
Under For stakeholders, select the stakeholders you want to send the signature request to. You can send signature requests in bulk by selecting multiple stakeholders here.
Note: Signatories set up on the template are invited automatically. To check them, go to Documents > Templates and look at the Signatories column for that template. To change who signs, see Choosing who signs a template.
Tick Create Signature Invitation Drafts to create drafts which will be stored in Documents > Signatures. Optionally, tick Share with Stakeholders Immediately if you want the document shared as soon as it's generated.
Click Create to complete the process.
Important: When creating signature requests through this method, you cannot customise the signature settings per request. The default settings configured under Documents > Signatures > Signature Settings will automatically apply to all drafts created this way.
Choosing who signs a template
Each document template has a list of signatories. Each signatory can be:
A named stakeholder — always the same person, for example your CEO.
A role — Ledgy fills in the right person each time the template generates a document for a transaction, for example a share transfer or a sale in a selling window. This means you don't need a separate template for each employee.
The following roles are available:
Origin stakeholder — the stakeholder the shares come from, for example the employee who is selling.
Origin beneficiary — the beneficiary of the origin stakeholder’s holding. If no beneficiary is set, the origin stakeholder is asked instead.
Recipient stakeholder — the stakeholder receiving the shares, for example the buyer, or the company Treasury in a buyback.
Recipient beneficiary — the beneficiary of the recipient stakeholder’s holding. If no beneficiary is set, the recipient stakeholder is asked instead.
How to set up template signatories
Go to Documents > Templates.
To create a new template, click Upload template. To change an existing template, select it and click Edit template.
Under Select signatories, click Add signatory (or Add another). In each row, choose either a stakeholder or one of the roles above.
If the Treasury might need to sign this document, for example on a buyback, choose a Treasury representative (see below).
Save the template.
Good to know:
If you use DocuSign, the order of the signatories sets the order in which signatures are requested. You can drag rows to reorder them and switch on Witness for a signatory.
Deferred compensation (award) templates only offer the Origin stakeholder and Recipient stakeholder roles.
The Treasury representative field is only available on equity templates.
Treasury representative
The company Treasury is a legal entity, so it can’t sign a document itself. Instead, each template can name one Treasury representative: a person (natural stakeholder) in your company who signs on behalf of the company.
Whenever a role on the template points to the Treasury, for example the Recipient stakeholder on a buyback, the Treasury representative receives the signature request. This also applies to manual share transfers to the Treasury.
Important: If a template asks the Treasury to sign but has no Treasury representative, Ledgy shows the warning “[Template name] asks the Treasury to sign. Add a Treasury representative to that template.” Edit the template, choose a Treasury representative, and try again.
Example: buyback sale letter
You want every employee who sells shares back to the company to sign a sale letter, countersigned by your CFO:
Add Origin stakeholder as a signatory (the employee selling).
Add Recipient stakeholder as a signatory (the buyer, which is the Treasury in a buyback).
Set your CFO as the Treasury representative.
For each sale, Ledgy asks the selling employee and the CFO to sign. If the same template is used for a sale between two stakeholders, the buyer is asked instead of the CFO. One template works for all employees.
Templates created before signatory roles were introduced were migrated automatically and keep working as before. Signature requests that were already sent are not affected.
Inviting stakeholders to sign
Go to Documents > Signatures
Find the signature draft(s) you created and check the Status column:
If the status shows "Ready to invite": No adjustments are needed — proceed to step 3.
Note: Stakeholder fields can only be edited before the signature request is sent.
If the status shows "Missing information":
Click the Edit button next to the Missing information status
In the pop-up, you'll see exactly which information is missing. Click Edit stakeholders to open the Stakeholders page in a new tab where you can update the data.
Once updated, return to the signature request tab and click Save draft. The status should now show Ready to invite.
To send a single signature request: you can click the three-dot icon next to the signature then select Invite to sign from the dropdown.
Click Confirm in the pop-up.
To send multiple signature requests at once: Multi-select the documents by ticking them on the left, then click Invite in the bottom-right corner. A summary pop-up will appear — click Confirm invites to send all invitations.
Visibility of signed documents for company signatories
Important: Documents signed by a company signatory remain visible in that signatory's personal Ledgy account, even after they are offboarded from the company.
Company signatories are linked to a stakeholder profile, and every document they sign is stored against their own Ledgy account. These documents appear on their Documents page.
Removing a signatory's admin permissions or offboarding them as an employee does not remove the documents they have already signed from their account.
This applies to all signature providers (Ledgy, Skribble, and DocuSign).
If you'd like to avoid this, create a separate account for company signatories (e.g. a dedicated stakeholder with a role-based email address such as [email protected]) instead of using a person's personal account.
FAQs
How do I know who has signed the document?
How do I know who has signed the document?
The status bar on the Documents > Signatures page shows signing progress at a glance. Hover over the status icon to see each signatory's name and whether they've signed or are still pending. You'll also receive an email notification once all parties have signed.
What is the maximum document file size for signature requests?
What is the maximum document file size for signature requests?
The maximum document upload size is 64 MB. This applies to both directly uploaded documents and documents generated from templates.
Which stakeholder information is required for each signature type?
Which stakeholder information is required for each signature type?
SES (Standard) via Ledgy: Name and email address
AES (Advanced) via Skribble: Name, email, mobile phone number, and nationality
QES (Qualified) via Skribble: Same as AES, plus one-time identity verification via video call
DocuSign: Name and email (additional data may be required for AES/QES depending on your DocuSign configuration)
If required information is missing, the signature request will show a Missing information status with guidance on which fields need updating.
Can I send signature requests in bulk?
Can I send signature requests in bulk?
Yes! There are two ways:
From Documents > Templates: Select multiple stakeholders when creating from a template to generate bulk signature drafts.
From Documents > Signatures: Multi-select multiple draft signature requests and click Invite to send them all at once.
Can legal entities sign documents?
Can legal entities sign documents?
Only natural stakeholders (individual people) can be invited to sign. If a legal entity needs to sign, invite a contact person from that entity who is listed as a stakeholder to sign on their behalf.
What signature providers does Ledgy support?
What signature providers does Ledgy support?
Ledgy supports three providers:
Ledgy (native) — Built-in, free, supports SES only
Skribble — Supports AES and QES with EU eIDAS and Swiss ZertES legislation
DocuSign — Supports SES, AES, and QES. Requires a connected DocuSign account. See How to use DocuSign for signatures
Does DocuSign support sequential signing?
Does DocuSign support sequential signing?
Yes. DocuSign supports sequential signing, meaning signers are invited in a defined order — each signer only receives their invitation after the preceding signer has completed. Ledgy native and Skribble send invitations to all signers simultaneously.
How do stakeholders sign documents?
How do stakeholders sign documents?
Stakeholders receive an email invitation with a link to their Ledgy dashboard. They can review the document and sign it directly from the Signatures tab in their personal portfolio. For the full stakeholder guide, see How to sign a document via the Stakeholder Dashboard.
Can I edit a signature request after sending it?
Can I edit a signature request after sending it?
No. Once a signature request has been sent (status changes from draft to in progress), you cannot edit the stakeholder fields or signature settings. If changes are needed, delete the existing request and create a new one.
Why does a fully signed document still appear in the stakeholder dashboard after I delete it from the Data Room?
Why does a fully signed document still appear in the stakeholder dashboard after I delete it from the Data Room?
If a document has been fully signed, deleting the file from the Data Room, deleting the related transaction, or deleting the signature request afterwards does not permanently erase that completed signing record.
Instead, the deleted document is now hidden by default in the stakeholder dashboard. Stakeholders can still reveal it using the Show deleted toggle in the Other documents section, and it appears with a Deleted status so it is clearly marked.
If the signature request is still unsigned or only partially signed, it is handled differently. Deleting that request removes it instead of preserving it as a completed signing record, so it should no longer remain visible in the stakeholder dashboard.
Where can I watch a walkthrough of the native signature workflow?
Where can I watch a walkthrough of the native signature workflow?
See our video tutorial: Ledgy's native signature workflow.
Can I turn off automatic reminder emails for signature requests?
Can I turn off automatic reminder emails for signature requests?
Ledgy automatically sends weekly reminder emails to stakeholders who have pending (unsigned) signature requests. These reminders are sent every Monday and include a summary of all documents still awaiting their signature.
Currently, there is no setting to disable or customise the frequency of these automatic reminders at the company level. The reminders will stop automatically once the stakeholder signs the document or the signature request is cancelled/deleted.
Who signs on behalf of the company when the Treasury is a party?
Who signs on behalf of the company when the Treasury is a party?
The Treasury representative set on the document template. When a role on the template points to the Treasury, that person receives the signature request. If no representative is set, Ledgy shows a warning asking you to add one to the template. See Treasury representative.
Do I need a separate template for each employee or buyer?
Do I need a separate template for each employee or buyer?
No. Use the Origin and Recipient roles instead of named stakeholders. Ledgy fills in the seller and buyer from each transaction, so one template covers everyone. See Choosing who signs a template.
What happens if a role can’t be filled in?
What happens if a role can’t be filled in?
Roles are filled in from the transaction the document is generated for. If a role doesn’t apply, for example there is no origin stakeholder, that signatory is skipped and the others are still invited. If none of the template’s signatories can be filled in, no signature draft is created for that document.