Best Way to Get a Digital Signature with signNow
Award-winning eSignature solution
What a digital signature is
A digital signature is a secure electronic signature that uses cryptography to verify who signed a document and whether it changed after signing. In practice, the signer opens a document, confirms identity, and applies a signature through a signing platform. The system then records the action, seals the file, and creates evidence that supports authenticity and integrity. For U.S. transactions, this helps organizations sign contracts, forms, and approvals without paper while preserving a clear record of consent.
Why it matters legally
It reduces paper handling, speeds approvals, and creates a record that can support enforceability under ESIGN and UETA when intent, consent, and attribution are documented.
Common signing challenges
Signer identity can be unclear when email-only workflows are used for higher-risk documents. Missing audit details can make it harder to defend the signing process later. Poor document retention can leave teams without the signed version or supporting records. Weak access controls can expose signed files, especially in regulated or shared environments.
Who uses digital signatures
Real estate
Real estate teams use it for leases, disclosures, and rental applications that need fast turnaround.
Healthcare
Healthcare organizations use it for patient forms, consent records, and HIPAA-covered documents.
Teams that benefit most
Xerox operations leaders use signNow with NetSuite to route the right documents to the right approvers, then keep signatures aligned with internal workflows and document formats across departments. Tech Data revenue operations teams use signNow to speed external and internal approvals, reduce document delays, and keep customer-facing processes moving with a simpler signing experience.
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Key features for digital signatures
signNow combines signing, tracking, and document control in a single workflow that fits routine business and regulated use cases.
Secure workflow
Create signing workflows that capture intent, identity, and document history in one place, making it easier to manage approvals without paper handling or manual follow-up.
Mobile signing
Send documents from desktop or mobile, so signers can complete forms where they already work, including on-site, in the office, or while traveling.
Audit trail
Track every action with timestamps and document history, giving teams a clear record for review, dispute handling, and internal controls.
Templates
Reuse approved forms and templates to reduce repetitive setup, keep language consistent, and shorten the time needed to prepare recurring documents.
Legal support
Collect signatures on contracts, consent forms, and approvals with a process that supports ESIGN and UETA requirements when used correctly.
Easy sending
Manage signing requests with a simple interface that helps teams move documents faster without adding unnecessary complexity.
How the signing flow works
The signing process follows a simple sequence from document delivery to sealed record creation.
Open document: The signer opens the document and reviews the request. Verify signer: Identity is verified through the selected authentication method. Sign document: The signature is applied and the file is sealed. Log activity: The platform records the event history for later review.
Quick steps to get signatures
Use a short setup sequence to prepare, send, and complete a signing request.
Upload file:
Upload the document you want signed. Set recipients:
Add signers and assign signing order. Prepare fields:
Place signature fields and required inputs. Send request:
Send the document for signature. Check results:
Review completion status and download the signed copy.
Recommended workflow settings
A practical setup balances signer convenience, evidence quality, and retention needs for U.S. business and regulated records.
| Setting | Recommendation |
|---|---|
| Authentication method | SMS OTP for higher-risk forms |
| Signature type | SES for routine agreements |
| Audit trail | Enable full timestamped history |
| Document retention | 6 years for HIPAA records |
| Encryption | TLS 1.2/1.3 and AES-256 |
Platform and device requirements
signNow works across major desktop and mobile environments, with browser-based signing and native app support for iOS and Android.
Desktop browsers Chrome, Firefox, Safari, and Edge on Windows and macOS. Mobile apps iOS and Android mobile apps support signing on phones. System basics Stable internet, PDF support, and current browser versions.
For regulated deployments, managed devices, SSO, and controlled access policies help keep signing consistent across teams. Browser updates, PDF handling, and network access should stay current so signers can open, review, and complete documents without avoidable delays.
Security and compliance snapshot
Encryption:
Data protection:
Independent controls:
Security management:
Healthcare use:
Legal framework:
Real-world signing examples
These examples show how signNow fits operational workflows where speed, control, and document history matter.
Operations workflow
A NetSuite operations leader needed better document routing across teams.
- Xerox used signNow with NetSuite integration.
- Right documents reached the right approvers.
The team gained more flexible routing and fewer format mismatches across internal document processes, which helped keep approvals moving without rebuilding the workflow around paper or manual handoffs.
Customer service
A CEO needed faster customer-facing execution with a simple signing experience.
- Tech Data used signNow to improve service.
- Speed to revenue became easier to support.
The organization used signNow to streamline internal and external approvals, which supported faster turnaround and a cleaner experience for customers and staff working across different document types.
Best practices for signing workflows
A well-run signing process depends on the right authentication, recordkeeping, and access controls, not just the signature itself.
Match authentication to risk
Standardize document templates
Preserve the full record
Control access carefully
FAQ and troubleshooting
These answers focus on plan limits, compliance needs, and recordkeeping details that affect signing workflows in the U.S.
signNow Business includes legally binding eSignatures, templates, mobile apps, and audit trails. For HIPAA workflows, use a BAA and keep signed records for 6 years under 45 CFR 164.530(j)(2).
signNow supports ESIGN and UETA workflows when the signer intent, consent, and attribution are captured. For higher-assurance needs, use stronger authentication and preserve the full audit trail.
HIPAA use requires a BAA and controls for access, integrity, and audit logging. signNow’s compliance posture supports these needs, but the covered entity still has to configure the workflow correctly.
The Business plan is priced at $8/user/month billed annually. Business Premium adds bulk send, and Enterprise adds advanced signer authentication, formula fields, and conditional fields.
signNow’s audit trail records signer activity, timestamps, and document history. That record helps support authenticity and non-repudiation, especially when the transaction may be reviewed later.
For healthcare records containing PHI, keep signed documents for 6 years from the date of creation or last effective date, whichever is later, under 45 CFR 164.530(j)(2).
Vendor comparison at a glance
signNow appears first so the main feature and pricing differences are easy to scan.
| signNow | DocuSign | Adobe Sign | PandaDoc |
|---|---|---|---|
| ESIGN and UETA | Yes | Yes | Yes |
| Audit trails | Yes | Yes | Yes |
| Starting price | $8/user/mo | $15/user/mo | $14/user/mo |
| Envelope cap | No cap | 100/year | Not verified |
Rollout and retention timeline
This timeline combines onboarding milestones with retention and policy facts that matter for U.S. signing programs.
Day 0:
Day 1:
Week 1:
7-day trial:
HIPAA retention:
ESIGN consent:
UETA adoption:
Enterprise rollout:
Risks of poor signature handling
Weak attribution
Missing history
Retention gap
Integrity dispute
What happens in the audit trail
The audit trail records the signing sequence as a verifiable history of identity, timing, and document integrity.
Signer authentication:
Timestamp capture:
Document hashing:
Tamper sealing:
Event logging:
Audit export:
Pricing and plan features
Prices reflect verified entry tiers and annual billing where available.
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting price | $8/user/mo annual | $15/user/mo annual | $14/user/mo annual | $19/user/mo annual | $15/user/mo annual |
| Free trial | 7 days | Not verified | Not verified | Not verified | Not verified |
| Bulk send | Business Premium | Plan dependent | Plan dependent | Yes | Not verified |
| Audit trail | Included | Included | Included | Included | Included |
| HIPAA compliance | BAA available | BAA available | BAA available | Not verified | Not verified |
Key performance indicators that demonstrate SignNow's proven track record.