In today’s fast-moving, digital-first professional services environment, knowing exactly who is behind a signature or transaction is essential. Yet, in the rush to onboard clients remotely, it’s easy to take shortcuts and those shortcuts can come at a cost.
From regulatory fines and reputational damage to frustrated clients and wasted time, inadequate onboarding practices can create long-term problems for your firm.
Here are five common misconceptions that can lead to risk and how to avoid them.
1. “We’re with a US giant for our eSignatures so we don’t need to change what we’re doing.”
Many firms assume that DocuSign and Adobe are the only reliable platforms for eSignatures, including Qualified Electronic Signatures (QES). While the names are well-known, there are other options worth exploring.
Since the pandemic, the eSignature landscape has evolved. There are now alternative providers that offer solutions specifically designed for the legal sector, with tailored workflows, responsive support, lower costs, flexible licence models, and robust data security.
It’s worth asking: does your current provider truly fit your firm’s needs, or are you adapting your processes to fit theirs?
2. “GPS geolocation in eWitnessing is a nuisance – we’ll disable that feature.”
GPS geolocation is crucial in proving that a witness was physically present during an electronic signing. Although some clients may hesitate to activate location services on their devices, disabling this feature can expose your firm to risk.
Regulations require witnesses to observe the signing in person, even when it’s done electronically. Without geolocation data, you may struggle to demonstrate compliance to regulators or third parties later.
Our advice: always enable GPS verification for eWitnessing. It protects the integrity of your documents and provides an auditable trail showing that due process was followed.
3. “Emailing an ID check link to the client is all that’s needed for KYC.”
It may be efficient to send bulk identity-check links to clients, but convenience shouldn’t come at the expense of trust or accuracy. Clients can be wary of unfamiliar links, unsure about sharing personal information, or not have the right documents to hand.
A simple fix: send a short, friendly pre-advisory message explaining what to expect and how to complete the process. Firms that do this see far fewer abandoned checks and smoother onboarding overall.
Look for providers listed on the UK Government’s Digital Verification Services (DVS) register so clients can verify legitimacy. Branding your communications with your firm’s name and logo also helps build reassurance and trust.
4. “We’ll just buy additional software each time we need a new tool”
Adding multiple standalone tools might seem quick and inexpensive but it often leads to fragmented, inefficient workflows, retraining costs, and integration headaches.
Instead, consider an all-in-one solution that brings together eSignatures, ID verification, AML screening and document automation in one secure environment.
At VSiD, we developed OneSigniD precisely for this purpose. It’s a modular platform designed for legal and accountancy professionals, integrating seamlessly with your case management system. Because it’s proprietary, costs are kept low, transparent and manageable.
5. “Let’s focus on today’s needs and expand later.”
Taking a phased approach to technology adoption makes sense, but it’s important to plan for scalability from the outset.
Many firms start by using OneSigniD in a single department, then expand as confidence grows. Its modular structure allows you to select exactly the services you need, whether standard or qualified eSignatures, AML checks, or automated HMLR forms and scale effortlessly as your practice evolves.
Licences cover unlimited users, and API integration ensures minimal disruption or retraining.
Final Thoughts
With the range of legal technology solutions available today, there’s no reason to settle for a “one-size-fits-all” approach. The right platform can be tailored to your firm’s specific needs, improving compliance, client experience, and efficiency, all without excessive cost.
OneSigniD by VSiD RegTech Group is purpose-built for legal and accountancy firms, offering eSignatures, ID verification, AML checks, and automated workflows in one secure, integrated system.
To learn more, call 0333 335 5176, email enquiries@vsid.com, or visit our website to arrange a demo. Follow us on LinkedIn for the latest insights and updates.
