FP Sign: Overview
What FP Sign is, what type of signature we use, what the legal implications are, and how much it costs you to use the service.
Introduction
FP Sign is the application we use to send you documents for digital signature. Instead of printing out a document, signing it, scanning it and returning it, you simply open a link, review the document in your browser and sign it with just a few clicks. You will then automatically receive the signed document by email.
Typical documents we send via FP Sign include engagement agreements, powers of attorney, authorisations for tax returns and SEPA mandates. We initiate the sending process directly from our practice management software; you do not need to set anything up.
First, a few clarifications, as there are often misunderstandings regarding digital signatures: you do not need any software or your own account with FP Sign to sign. As a client, you can use the service free of charge; we cover the licence costs.
The signature image you see in the document is not the actual signature. Legally, what counts is the signature generated in the background, which protects the document against subsequent alterations. That is why a pre-prepared signature image is sufficient; you do not need to upload your handwritten signature.
A printout of a digitally signed document is merely a copy. The signature itself can only be verified within the PDF file, not on paper.
This article provides an overview. You can find detailed step-by-step instructions, information on setting up an account, checking signed documents and troubleshooting in separate articles.
What is FP Sign?
FP Sign is a cloud-based application for electronic signatures. It is developed by FP Digital Business Solutions GmbH, a subsidiary of Francotyp-Postalia Holding AG based in Germany.
The application runs in a web browser, on a computer as well as on a smartphone. There is also the FP Sign Mobile app for iOS and Android. The browser alone is entirely sufficient for the signing process.
How the signing process works
We upload the document, specify who is to sign and in what order, and mark the places for the signatures. FP Sign then sends you an email with a link to the document.
You open the link, check the document and sign it. If several people are involved, everyone automatically receives an email. Once the final signature has been added, all parties involved receive the signed document along with a report on the process.
Where your data is stored
FP Sign stores documents exclusively in German data centres that are certified to ISO 27001 on the basis of the IT-Grundschutz standard of the Federal Office for Information Security. Emails are transmitted in encrypted form.
The type of signature
The European eIDAS Regulation distinguishes between several levels of electronic signatures. The simple signature – i.e. a mere inserted signature image without technical security measures – is deliberately not available in FP Sign. We use the advanced electronic signature (AES) for your documents.
The advanced electronic signature ensures the integrity of the document. If the document is altered in any way after signing, the signature becomes invalid and the alteration is detectable during verification.
In addition, we verify that the signature is linked to you, where necessary, via an SMS TAN sent to your mobile number. This ensures that the document was signed by the person to whom we sent it.
FES is sufficient for the documents we exchange with you, such as contract agreements, authorisations, powers of attorney and SEPA mandates. We specify the type of signature and the security measures when sending the document; you do not need to configure anything yourself.
Legal framework
Since 1 July 2016, electronic signatures have been regulated across Europe by the eIDAS Regulation. FP Sign implements the PAdES standard, meaning signatures are embedded directly into the PDF file. The document thus carries its own proof of authenticity and remains verifiable even without FP Sign.
The following applies to advanced signatures: they are uniquely linked to the signatory, enable their identification and make any subsequent changes to the document detectable. This is sufficient for the documents exchanged between you and us.
When a higher level of signature is required
For certain declarations, the law requires the written form – that is, a handwritten signature on paper. Electronically, this is only possible with a qualified signature, for which you would first need to verify your identity.
Such documents are rare in our dealings. Should this change in individual cases, we will contact you in advance and clarify the procedure with you.
A digitally signed document must be stored as a PDF file. The signature can only be verified in this format. A printout is suitable as a reference copy, but not as proof.
What FP Sign costs you
Using FP Sign is free of charge for you as the recipient of a signature request. This applies to both the advanced signature with SMS-TAN and to an optional personal account with FP Sign. We, as the sender, bear the licence costs.
You only need your own paid account if you wish to send signature requests to third parties yourself, such as your own customers. This involves a separate contract with FP Sign and is not part of our collaboration.
Division of responsibilities
Your tasks:
- Open the email containing the signature request and check the document
- Keep your mobile number up to date for the SMS-TAN
- Sign the document or reject it, giving a reason
- File the signed PDF once completed
Our tasks:
- Prepare the document, position the signature fields, specify the signature type
- Send the signature request and monitor the process
- If there are any issues, resend the request or correct your contact details
- Archive the signed document in your file with us
If you prefer different procedures, such as having the document signed by several people within your organisation, we will adapt the process accordingly.
Frequently asked questions
Do I need to register with FP Sign to sign a document?
No. For an advanced signature, the link in the email and the SMS TAN are sufficient. An account is optional and is useful if you regularly receive documents from us and wish to manage them in one place.
Is a digital signature via FP Sign legally valid?
Yes. The advanced signature is recognised throughout Europe under the eIDAS Regulation. It is uniquely linked to you and makes any subsequent changes to the document detectable; this is sufficient for the documents we exchange with you.
Do I need an image of my handwritten signature?
No. FP Sign provides pre-designed signature images from which you can select one. If you wish, you can upload an image of your own signature. Legally, this makes no difference, as the verification takes place technically in the background.
Can I also sign the document on my smartphone?
Yes. The link in the email works in your smartphone’s browser. Alternatively, there is the FP Sign Mobile app for iOS and Android.
What happens if I do not agree with the content of the document?
You can refuse to sign and provide a reason for doing so. We’ll receive this information and discuss the matter with you before, if necessary, correcting the document and resending it.
Where are my documents stored?
In German data centres certified to ISO 27001 on the basis of the BSI IT-Grundschutz standard. FP Sign does not use any servers outside Germany.
How much does it cost to use the service?
Nothing. The signature and an optional account are free of charge for you. We cover the licence costs for FP Sign.
Can I print out a signed document?
You can print it out, but the printout is only a copy. The signature can only be verified within the PDF file. You should therefore always keep the file that you receive by email once the process is complete.
Legal notice
This article provides an overview and is not a substitute for individual advice. The range of functions and menu navigation in FP Sign may change as a result of updates. The legal situation and interpretation of electronic form may also change; the current status applies.
If you have specific questions about a document you have received from us for signing, please contact us directly.
Last updated: September 2026