# Digital Forms and E-Signing for Agencies: Paperless Client Intake

> End-to-end digital intake: a link, mobile filling, signing, a seal and an audit trail, and what to settle with your compliance adviser first.

- Published: 2026-09-02 · Updated: 2026-10-13
- Running an agency · 7 min read · The Financi team
- Canonical page: https://www.financi.co.il/en/articles/digital-forms-and-signatures-for-agencies

## The short version

- A good digital process begins with one link to the client and ends with a signed document where any change is detectable.
- The real saving isn't just paper, it's the “I'm missing one more detail” rounds and the hunt for documents.
- An audit trail (who, what, when) matters as much as the signature itself.
- Every form type has its own requirements. Check them with your compliance adviser before giving up paper.

Onboarding a new client on paper looks like this: the client comes in or is sent a PDF, prints it, fills it in, signs, photographs it on the phone, sends it over WhatsApp, and an employee retypes the data into the system. Along the way details go missing, photos arrive blurry, and sometimes you start again. A digital process doesn't remove the need for forms, but it shortens the road from enquiry to signature.

## The flow: from a link to a signed document

1. **The agent or operator creates a link** — Choose a form, tie it to the client, and send a link by SMS or WhatsApp. No app and no login.
2. **The client fills in on mobile** — Guided fields, one after another. Details that already exist in the system can be pre-filled, so the client confirms rather than types.
3. **The client signs with a finger** — The signature is embedded in the document itself, not saved as a separate file that can be detached from it.
4. **The document is sealed** — An asymmetric digital signature is applied over the PDF (in Financi: an AWS KMS seal), so any later change to it is detectable.
5. **An audit entry is written** — The event is recorded in a hash chain with object lock, in Financi for 7 years, so history can't be deleted or rewritten.
6. **The CRM is updated** — A signed event reaches the CRM and the operations card, and the next task opens by itself.

> **And insurers' own forms?.** Financi has a capability called AI Magic: point it at a blank insurer form in Hebrew and it maps the fields, even on a scanned document that isn't fillable. As with any AI use, review the mapping before sending it to the client.

## What you really save

**Paper-and-photo process**

- Print, sign, photograph, send
- Manual re-entry once the document returns
- Missing details only surface after receipt
- Documents scattered across email, WhatsApp and folders
- Hard to prove who sent what and when

**End-to-end digital process**

- One link, fill and sign on mobile
- Data goes straight into the client card
- Mandatory fields prevent incomplete forms
- One signed document, in the same place as the client
- An audit trail of events

The saving is measured less in sheets of paper and more in rounds of back-and-forth. Every time you must go back to the client and ask for “one more detail”, they cool off and the process drags. A form that can't be submitted until mandatory fields are filled saves those rounds.

## The audit trail: what to keep, and why

The signature is only part of the picture. When a question arises (from the client, an insurer or a supervising body) you need to show what was sent, to whom, when, what was signed and in which wording. So it's worth knowing what is kept.

| What's kept | Why it matters | What to confirm |
| --- | --- | --- |
| The signed document (PDF) | Evidence of what the client approved | In what format and where it is stored |
| Seal and hash of the document | Lets you detect later changes | How integrity is actually checked |
| Event log | Who created, who sent, when opened and signed | How long it is kept and who may read it |
| The wording shown to the client | Shows what they saw before signing | Whether form versions are retained |
| Link to the ops task | Shows the signature led to action | Which events open a task |

> **Requirements differ by form type.** Not every form has the same requirements for how it is signed, how identity is verified and how long it is kept. The differences depend on the document type, the body receiving it and the law that applies. You shouldn't decide alone which forms go digital: check each form type with your compliance adviser or the agency's legal counsel.

## How to start

- **Stage 1** — **Map your forms**: Which forms you actually send, how often, and which generate the bulk of the work.
- **Stage 2** — **Clear it with compliance**: For every form you plan to move: what are the requirements for signature, identification and retention.
- **Stage 3** — **Pilot with one form**: The one you send most, with clients comfortable on mobile.
- **Stage 4** — **Expand**: Add more forms once the team and clients are used to the process.

**Readiness for digital intake**

- [ ] We've mapped which forms we send most.
- [ ] We checked signing and identification requirements for each form type with our compliance adviser.
- [ ] We set mandatory fields so an incomplete form can't be sent.
- [ ] We decided how long signed documents are kept and who may access them.
- [ ] The client understands what they are signing and why, before they sign.
- [ ] The team knows where the signed document lands and how to find it on the client card.
- [ ] We tested the link on a real phone, in Hebrew, with a client who is not tech-savvy.

To see it in practice: [Financi Forms: forms and e-signing — how it works in the product](https://www.financi.co.il/en/forms).

## Frequently asked questions

### Is a digital signature legally valid?

It depends on the document type, the way it is signed and the requirements that apply to it. There is no single answer for all forms. Check with your compliance officer or the agency's legal adviser for each form type before dropping wet-ink signatures.

### Does the client need to download an app or register?

In Financi, no. The client receives a link, fills in and signs with a finger from the phone, without logging in. That lowers friction, especially for clients less comfortable with technology.

### What if the client can't finish?

Always keep an alternative: a call, phone help or a meeting. A digital process should make things easier, not block. You can also resend the link and check whether they got stuck at a particular step.

### What is kept, and for how long?

What is stored and for how long depends on settings and on the requirements for the document type. In Financi the event log is kept with object lock for 7 years. Check with your compliance officer what you need and what you don't.

### Can we send forms we already have as PDFs?

Generally yes, you can start from the forms you have. AI Magic mapping is designed for Hebrew insurer forms, including ones that aren't fillable, but review each mapping before sending it to a client.

> **Want to see the flow from a link to a signed PDF?** We'll walk through the process as the client sees it on mobile, and as the team sees it on the card. [Book a demo](https://www.financi.co.il/en#contact)

## Sources and further reading

- [gov.il: Israel government services and information](https://www.gov.il)

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*The information in this article is general only and is not financial, pension, legal or tax advice, nor a substitute for personal advice. Demos and calculators are illustrative models: your numbers will differ.*