Can documents be signed electronically directly in proALPHA?

By default, proALPHA does not offer a native function for electronic signatures. Companies often use external signature platforms or manual PDF workflows. However, an integration via APIs or workflow interfaces can make it possible to initiate signature processes directly from the ERP system.

Which documents are typically signed in proALPHA?

Typical documents include quotes, order confirmations, supplier contracts, NDAs, quality agreements, or internal approval documents. In many companies, these documents are still signed manually and then archived back in the ERP.

Is an electronic signature with proALPHA legally binding?

Yes, electronic signatures can be legally binding if they meet the requirements of the eIDAS regulation. Depending on the use case, simple, advanced, or qualified electronic signatures are used.

How could an integration between proALPHA and an eSignature platform work?

Integration can be achieved via APIs or workflow triggers. The ERP system generates a document, sends a signature request through an interface to the signature platform, and after the signature, automatically receives the signed document back for archiving in the ERP system.

Why can a pay-per-use model for electronic signatures in ERP make sense?

Many signature platforms work with user licenses or monthly subscriptions. In ERP processes, signatures are often only needed occasionally. A pay-per-use model can therefore be more cost-efficient, as you only pay for the signatures you actually use.

Is there already a ready-made integration between proALPHA and esignbase?

We are currently evaluating the development of an integration between proALPHA and esignbase. For this, we are looking for proALPHA users and ERP partners who are interested in such a solution and would like to contribute requirements or use cases.

Does an electronic signature also work with older proALPHA versions like proALPHA 7?

Many companies run proALPHA stably for many years on existing versions. A signature integration should therefore work not only with the latest releases. The goal is an integration that can be used with proALPHA versions from around 7.1 onwards, as well as with newer versions, without requiring an ERP upgrade first.

proALPHA & eSignatures

In the manufacturing and trading sectors, proALPHA ERP is the backbone of many successful companies. The ERP system controls material flows, manages suppliers, supports production processes, and forms the financial foundation of the business.

However, one process remains surprisingly analog in many organizations: the final signature process.

Quotes, order confirmations, supplier contracts, or quality documents are still frequently signed manually. The typical workflow is:

Export document from proALPHA
Print the PDF or send it via email
Have it signed
Scan it
Archive it back in the ERP

This process leads to classic media disruptions that cost time and complicate traceability.

Especially for SMEs looking to consistently digitize their ERP processes, this is increasingly seen as an unnecessary bottleneck.

Why proALPHA users need an electronic signature

In many ERP processes, there are documents that require a binding signature. These include, for example:

Quotes and order confirmations
Supplier agreements
NDA agreements
Quality and compliance documents
Internal approvals

Without a digital signature, a break in the workflow often occurs:

proALPHA → PDF Export → Signature → Scan → Upload to ERP

An integrated electronic signature can significantly simplify this process.

Typical advantages of an eSign integration in proALPHA

Integrating electronic signatures directly into ERP processes can offer several advantages:

No more export/import

Documents no longer need to be manually exported from proALPHA. The signature request is triggered directly from the ERP.

Faster processes

Documents can be signed within minutes. Approvals are no longer delayed by printing or scanning processes.

Audit-proof and compliant

For European companies, the following is particularly important:

Compliance with the General Data Protection Regulation (GDPR).
Legally compliant electronic signatures in accordance with the eIDAS Regulation.

A modern signature platform can help implement these requirements.

What solutions do proALPHA companies use today?

Currently, many companies handle signatures through:

manual PDF workflows
document management systems
external signature platforms

In practice, however, this often means that the actual ERP workflow is interrupted.

The typical process therefore remains:

ERP → Export → Signature Platform → Upload

A direct integration into proALPHA could avoid this media disruption and keep the entire process traceable within the ERP system.

How could the integration technically work?

Many companies run proALPHA stably on existing versions for many years. A signature integration should therefore work not only for the latest releases but also be compatible with existing installations.

The goal is an integration that can be used with proALPHA versions from around 7.1 onwards as well as newer versions, without requiring an ERP upgrade first. An electronic signature can generally be integrated into existing ERP processes via interfaces.

Typical technical approaches are:

API integration
Workflow triggers from the ERP
Document export from the ERP document management system

A possible process could look like this, for example:

proALPHA
↓
Signature request via API
↓
Recipient signs document
↓
Signed PDF is automatically archived

The entire process thus remains traceably documented within the ERP.

A new approach for proALPHA users

This is where eSignBase comes in.

Instead of complex licensing models with fixed user quotas, eSignBase follows a pay-per-use approach.

This means:

no fixed user licenses
costs are only incurred when a signature is actually requested

This can be particularly interesting for ERP-based workflows because signatures often occur irregularly.

Other key aspects:

API-First Approach

The platform provides a clear and well-documented REST API, allowing developers or system integrators to establish a clean connection to proALPHA.

European Data Sovereignty

All data is processed on European servers – an important criterion for companies with sensitive supplier or production data.

Electronic signatures also for existing proALPHA installations

Many medium-sized companies run proALPHA stably on their existing versions for many years. Upgrading the ERP system is often a major project and is therefore not initiated solely for new integrations.

This is precisely why digitizing signature processes even in existing proALPHA installations is particularly interesting.

A potential integration should therefore:

work with proALPHA versions from around 7.1 onwards
run in both on-premise environments and modern infrastructures
integrate flexibly into existing workflows

This allows companies to modernize their processes without having to upgrade their ERP system immediately.

Looking for pilot customers for a proALPHA signature integration

We are currently evaluating the development of an integration between proALPHA and eSignBase.

For this, we are looking for:

proALPHA users
IT managers in SMEs
system integrators or ERP partners

who are interested in mapping signature processes directly within the ERP workflow.

We are particularly interested in:

Which documents would you like to sign directly from proALPHA?
What requirements do you have regarding compliance or archiving?

If this topic is relevant to your company, we look forward to a brief exchange.

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