Signatory Management Software
Signatory management software governs WHO has the authority to sign legally binding documents on behalf of an organization. Unlike e-signature tools that facilitate the signing process, signatory management platforms like Aptly maintain auditable lists of authorized signers — with financial limits, document type restrictions, effective dates, and real-time distribution to banks, counterparties, and internal teams.
Aptly provides secure and efficient real-time authorized signatory management to reduce risk, enhance compliance, and streamline business operations.
The Deloitte 2024 Global Risk Management Survey found that 84% of executives cite gaps in authority and control risk management. Unauthorized signatures can result in voided contracts, regulatory penalties, signatory fraud, and legal disputes. Organizations managing signatory lists in spreadsheets face particular risk during employee transitions, M&A integration, and global expansion when authorized signer lists fall out of sync.
A single unauthorized signature can bind companies to legally enforceable and potentially costly actions. Therefore, it is imperative for businesses to effectively manage, track, validate, and communicate who holds signature authority.
Create and manage signatory lists
- Add signatories and generate signatory lists.
- Define both financial and non-financial authority limits.
- Attach supporting documents as needed (e.g., IDs, passports).
Distribute signatory lists in real-time
- Share authorized signatory lists via secure links.
- Export lists or assign restricted viewing permissions.
- Grant or revoke access, or set expiration dates for view-only access at any time.
Ensure compliance with audit logs
- Record all signatory list updates, including author & timestamp.
- Implement approval workflows that require multi-party sign-off before publishing updates.
- Access comprehensive audit logs of historical signatory lists to verify past actions and authorities.
Reduce Exposure and Streamline Business Transactions
Document
Maintain a centralized, up-to-date register of all signature authorizations per individual and company, serving as a single source of truth.
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Discover
Enable organizations to swiftly identify the appropriate individual with specific signature authority.
Communicate
Maintain an up-to-date communication list of all authorized representatives, ensuring efficient dissemination of important information.
Report
Generate comprehensive overviews of authorized signatories across company groups or entities, available for download in a single document.
Optimize
Simplify and expedite the change management process during employee transitions or departures.
Audit
Record all changes to signature authorities and recall historical signatory rights as of any historical date in time with a detailed audit trail.
Lower risk of contract disputes and fraud.
Unauthorized signatures create risks such as legal disputes, regulatory violations, and financial fraud. Relying on outdated or unverified signatory lists can lead to contracts being signed by unauthorized individuals, exposing companies to compliance failures and financial losses.
Aptly mitigates these risks by ensuring only authorized individuals can execute contracts, enhancing security and compliance.
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