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 signatories — with financial limits, document type restrictions, effective dates, and real-time distribution to banks, counterparties, and internal teams. Whether your counterparties require authorized or authorised signatory lists, Aptly ensures every list is current, verifiable, and audit-ready.
The 2025 EY-Society for Corporate Governance study found that 33% of organizations lack a formal delegation-of-authority framework — and those organizations are also less likely to maintain complete signatory records. Unauthorized signatures can result in voided contracts, regulatory penalties, signatory fraud, and legal disputes.
A single unauthorized signature can bind companies to legally enforceable and potentially costly actions. It is imperative for businesses to effectively manage, track, validate, and communicate who holds signature authority — across every entity, jurisdiction, and counterparty relationship.
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 including legal disputes, regulatory violations, and financial fraud. Relying on outdated or unverified authorised signatory lists can lead to contracts being signed by unauthorized individuals, exposing companies to compliance failures and financial losses — a risk that intensifies for multinational organizations managing signatory authority across regulatory regimes.
Aptly mitigates these risks by ensuring only authorized individuals can execute contracts, enhancing security and compliance.
Insights
Delegation of Authority for CFOs: A Strategic Guide to Decision-Making and Risk Management
How a Strategic Delegation of Authority (DOA) Framework Empowers CFOs to Drive Efficiency, Mitigate Risk, and Strengthen Accountability
Aptly, Inc.
Delegation of AuthorityHow to Simplify and Speed Up Approval Processes with Centralized Authority Management
Your approvals run in dozens of systems. The authority behind them should live in one.
Andrew Buchanan
Decision ManagementGetting Decision Rights Right.
