Why Equipment Finance Companies Are Going Digital

Paper might work for printers. Not so much for equipment finance.

When contracts require notarization, manual workflows introduce one of the biggest bottlenecks in the entire funding process. Documents get mailed out. Signers forget to return them. Originals go missing. And everyone, from your operations team to the borrower, ends up frustrated.

That’s why a growing number of equipment finance companies are going digital. Not just with eSignatures, but with fully integrated e-notarization that streamlines every step of the contract process.

The Old Way: Slow, Risky, and Costly

Let’s break it down. Traditional workflows typically look like this: the finance company prepares a contract package (including a notary page) and sends it to the borrower, often via email or postal mail. The borrower then prints, signs, and finds a local notary. If all goes well, they either scan the documents back or drop them in the mail. The lender then waits to receive, review, and process everything…assuming it arrives at all.

That’s a lot of steps. And every one of them introduces risk. What if the signer doesn’t complete the notarization? What if the documents get lost in the mail or the notary forgets to stamp or sign? What if you're on a tight deadline and the paperwork still hasn’t shown up? For mobile borrowers like truckers, this gets even harder. Many simply can’t access a printer or notary easily on the road—leading to delays, abandoned applications, or unnecessary back-and-forth.

The New Standard: Digital Notarization

Modern lenders are replacing this outdated process with digital notarization, and seeing real results. With a platform like Proof, contracts can be sent electronically, signed and notarized remotely on any device, and instantly returned with a full audit trail. There’s no printing. No mailing. No gaps in visibility. And most importantly, no delays between "docs sent" and "funds released."

This isn't just a tech upgrade - it’s a business advantage.

What’s Driving the Shift?

The shift to digital notarization is happening for several important reasons. 

1. Improving operational efficiency

Paper-based processes are slow, error-prone, and hard to scale. Digital notarization reduces turnaround times, eliminates manual document handling, and helps teams process deals in minutes rather than days.

2. Changing borrower expectations

Customers today expect fast, easy, mobile-friendly experiences. If your process feels clunky or outdated, they’ll go elsewhere. Digital tools meet borrowers where they are (literally) and make signing a seamless part of the transaction.

3. Reducing risk

Traditional notarization processes are full of liability, from lost documents to improperly executed contracts. Proof adds security at every step: from verifying identity and checking for liveness, to maintaining a tamper-proof digital record and complete audit trail.

4. Enabling scale

As lending portfolios grow, manual processes simply can’t keep up. Digital solutions unlock growth by enabling you to serve more customers, in more locations, with less operational drag.

Not Just for Direct Lenders

Digital notarization isn’t just for direct lenders. It’s equally powerful in vendor finance, indirect lending, and transportation finance. Dealers can send ready-to-sign contracts to customers instantly. Lenders can coordinate seamlessly between borrowers, vendors, and underwriters. And mobile customers can complete the entire process without needing to visit a printer or a notary.

No matter your model, the benefits are clear: faster closings, better borrower experiences, and fewer headaches for your team.

What About Security?

Security is often the first concern - and it should be. Proof is built for security and compliance. Every notarization includes a verified government-issued ID check, liveness detection to prevent impersonation or deepfakes, behavioral fraud signals, and a full, timestamped audit trail. It's not only more secure than traditional methods, it’s also fully compliant with remote online notarization (RON) laws in participating states.

Getting Started Is Simple

You don’t need to overhaul your systems to use Proof. It integrates seamlessly with your existing workflows and LOS platforms. There's no code required, and your team can be up and running in days, not months. Whether you want to pilot digital notarization for a specific use case or roll it out company-wide, we’ll meet you where you are.

Don’t Let Paper Slow You Down

The future of equipment finance is digital. And it’s not just about staying current; it’s about staying competitive. Paper processes create friction. Digital notarization removes it. Proof helps equipment finance companies close faster, more securely, and with less effort. Whether you're funding trucks, tools, or trailers, we make the process easier for everyone involved.

Ready to see how it works? Book a personalized walkthrough and learn how Proof can help you cut turnaround time, improve the borrower experience, and secure every transaction from start to finish.

You’ll never look at notarized contracts the same way again.