Contracts & e-signature · Essential and above
Employment contracts that can stand up to scrutiny
Most HR tools store a contract. PHI HR issues it, signs it, countersigns it, supersedes it and keeps the evidence — with permissions strict enough that a delegated administrator provably cannot see bank or identity data.
From draft PDF to countersigned record
- 1
Prepare
Bring your own employment contract as a PDF. PHI HR checks the employee's record is complete enough before the contract can be prepared.
- 2
Place the fields and send
Drop signature, initials, name, date, job title, company name and tick-box fields exactly where they belong on the page, then send it to the employee.
- 3
The employee reviews and signs
They read it in their portal on any device and sign by drawing, typing or uploading a signature — or reject it, or ask for a correction, giving a reason either way.
- 4
You countersign, if you need to
A named authorised signatory signs on the company's behalf. Nobody can sign or administer their own contract, and that rule cannot be worked around.
- 5
Completed contract, kept permanently
The signed PDF is stored with tamper-evident proof of the exact version signed, the wording each person agreed to, timestamps and device details.
- 6
Corrections, renewals and history
Issue a corrected or renewed contract as v2, v3 and beyond, or supersede a signed one with a new agreement. Every earlier contract stays on the record.
What is live in contracts today
Every item is labelled with its real status. Two things we have not built yet are listed honestly at the end.
PDF contract issue
LIVEUpload your own employment contract as a PDF and send it for signature. PDF only — no DOC/DOCX and no template generation.
Essential and above
Visual signature field placement
LIVEDrag signature, initials, name, date, job title, company name and checkbox fields onto the exact page position.
Essential and above
Employee electronic signature
LIVEEmployees sign from any device with a drawn, typed or uploaded mark.
Essential and above
Employer authorised signatories
LIVENominate who may countersign on the company's behalf. Company Admin only, never delegated.
Essential and above
Sequential signing and countersignature
LIVEEmployee signs first, then your authorised signatory countersigns.
Essential and above
Contract readiness rules
LIVEContracts can only be prepared once the employee's record meets your minimum profile-completion threshold.
Essential and above
Rejection, correction and withdrawal
LIVEEmployees can reject or request a correction with a mandatory reason; you can withdraw an unsigned contract.
Essential and above
Replacement, renewal and supersede
LIVEIssue v2, v3 and beyond with full lineage, or supersede a signed contract without ever losing the original evidence.
Essential and above
Contract history and evidence
LIVEPermanent history, retained signed PDFs, SHA-256 version fingerprints, consent text, timestamps and device evidence.
Essential and above
Segregation of duties
LIVENobody can administer or sign their own contract — enforced in the database, not just the interface.
Essential and above
Contract templates and generation
PLANNEDBuilding your contract from a template inside PHI HR.
DOC / DOCX upload and conversion
PLANNEDWord document support alongside PDF.
Delegation without exposure
You can hand contract administration to a Contracts Officer and give them exactly eight permissions — no more. They see a restricted employee directory: name, status and job title. Bank details, identity documents and pay data are genuinely out of reach for them, not simply hidden from the menu.
Nominating who may countersign stays with the Company Admin and is never delegated.
Worth knowing before you buy
- Contracts are PDF only — DOC and DOCX are planned, not available.
- PHI HR does not generate contracts from templates; you bring your own document.
- Contracts and e-signature start on the Essential plan and are included on Professional and Business.