FAQ's
Here we´ve compiled frequently asked questions.
1. What type of company can utilize SIGNAMUS?
SIGNAMUS can be used by any company that wants to send and/or receive invoices electronically. It does not matter whether you want to sign, send or receive 2 or 2 million invoices.
2. Must electronic invoices have a certain file format in order for them to be signed?
No, basically all data formats can be signed electronically. However, it has been found that certain file formats and programs are unsuitable for signature. Document formats such as Word (.doc) and Excel (.xls) as well as executable files (.exe) are currently not signed. We recommend formats that are easily readable for the recipient, internationally standardized and marketable, e.g. XML, TIFF or PDF files.
If requested, SIGNAMUS can also process the data conversions for you. Please contact us if this is required and request a quotation without obligations. Please contact us under info(at)signamus.com or through the contact form.
3. Is there a maximum size that invoice files must not exceed?
The maximum size of a file to be processed by SIGNAMUS is 15 MB (Megabyte). Larger files can be processed on request. Please contact us through the contact form or by email at info(at)signamus.com.
The transaction prices of SIGNAMUS are based on a maximum file size of 1024 KB. This means that we charge one transaction for each started 1024 KB. For example, a file with a size of 1536 KB represents two transactions. Generally, an average invoice in a PDF format is equivalent to app. 100 KB, which means that an adequate reserve is included even for extensive invoices.
4. Do I have to inform my invoice recipients about the fact that I will send electronic invoices in the future?
Yes, you must inform your invoice recipients informally about this change. A written agreement for the electronic invoice mailing is not required. We believe it is meaningful to agree on electronic invoicing when closing a contract or to include it in your General Terms and Conditions.
5. How long does it take to generate a signature?
A signature is generally generated within seconds. The SIGNAMUS computer center is designed to process high signature volumes.
6. How long does it take to verify a signature?
A signature is generally verified within seconds. The SIGNAMUS computer center is designed to verify high signature volumes.
7. Can I transfer several invoices (documents) at the same time, e.g. 50, 100, 1,000 or more?
Yes, the transfer of high invoice volumes (document volumes) is also possible. Please note that the transfer speed is in general also depending on the speed of your Internet connection. This must especially be considered if you use a connection via a virtual drive.
For larger invoice volumes (document volumes) we recommend a connection via email/SMTP or SOAP. We would be pleased to advice you which connection is best for your volume and your internal IT environment. Please contact us under info@SIGNAMUS.de or through the contact form.
8. Assumed I use the SIGNAMUS online archive, what happens to my data if I am no longer your customer?
If you do not need the SIGNAMUS service any longer and once you cancel your access, you will have adequate time to transfer your data from the SIGNAMUS service to your own local systems. Until your access is suspended, you can transfer the data at any time. Special programs, approvals and processes are not required for this purpose. You will have access to your data at any time until the liquidation of your account.
9. How can I exchange my invoice data with SIGNAMUS?
Invoice data can be exchanged with SIGNAMUS in several different ways. A virtual drive is available for the direct data exchange via a WebDAV interface. In addition, the files can also be sent to SIGNAMUS via the SMTP interface by email and they can be received in the same manner. In addition, SIGNAMUS provides a SOAP webservice interface for an in-depth integration into existing processes.
10. How can the WebDAV interface be used?
The WebDAV interface can basically be used with any operating system that supports the WebDAV protocol with authentication and SSL. The SIGNAMUS access software is available as an alternative. It provides appropriate functions and, after installation, it provides an appropriate virtual drive.
11. What is important to know when using the SMTP interface?
The invoice data will be sent via a secure connection to the provided email address of SIGNAMUS. The authentication and the control of the signature generation and/or signature verification is provided through appropriate entries into the headers of the individual emails. They are not part of the actual email and are also not visible in an email view. By using this method, the customer can control the process in much detail.
12. How do I use the SOAP webservice interface of SIGNAMUS?
A webservice description file in a WSDL format is provided for SIGNAMUS. It can be used to quickly and easily implement the webservice interface into qualified development environments. This means that the internal application can call up the required functions for signing, verifying and archiving through the SIGNAMUS functions.
13. How can I call up the archived files through SIGNAMUS?
SIGNAMUS makes archived file available through the WebDAV interface. They are sorted by year, month and day. This means that the data can be called up easily, quickly and in the long run independent of the system used.
