Build an Electronic Signature Software With SignNow
Award-winning eSignature solution
What electronic signatures do
Build an electronic signature software is a system for sending, signing, and storing documents electronically so agreements can move without paper. In the U.S., it supports legally binding signatures under ESIGN and UETA when the signer intends to sign and the record can be attributed to that person. A solid platform typically includes signer authentication, audit trails, consent capture, document history, and secure retention. SignNow focuses on those core functions for business, healthcare, legal, and operational workflows.
Why eSignatures matter
Build an electronic signature software reduces paper handling, shortens agreement cycles, and keeps records organized for review. Under ESIGN and UETA, an electronic signature can be legally binding for U.S. transactions when the signer intends to sign and the record is retained in a trustworthy form.
Key features and benefits
SignNow supports the core work of creating, signing, and storing agreements, with controls that help match legal and operational needs.
Signing workflows
Create workflows that move documents from draft to signed record with less manual follow-up. SignNow keeps the signing path clear, while audit trails and templates help teams standardize repeated transactions.
Audit history
Track who signed, when they signed, and what changed in the document. The audit record supports internal review and can help establish document integrity in disputes.
Mobile access
Capture signatures from desktop or mobile devices without changing the legal status of the record. Mobile access helps field teams and remote signers complete agreements faster.
Reusable templates
Reuse approved forms across departments while keeping the signing order and required fields consistent. Shared templates reduce setup time and make recurring workflows easier to manage.
Signer verification
Apply stronger authentication where a workflow needs more proof of signer identity. SMS OTP, ID verification, and other controls help match the assurance level to the transaction.
Record retention
Store completed documents with retention rules that support compliance and internal policy. Exportable records help teams manage audits, legal requests, and long-term storage.
Recommended setup for eSignatures
Use a setup that supports legal proof, secure access, and straightforward recordkeeping for U.S. business transactions.
| Setting | Recommendation |
|---|---|
| Authentication method | SMS OTP |
| Signature type | SES |
| Audit trail | Enabled |
| Document retention | 6 years (HIPAA 45 CFR 164.530(j)(2)) |
| Encryption | TLS 1.2/1.3 and AES-256 |
Best ROI. Our customers achieve an average 7x ROI within the first six months.
Scales with your use cases. From SMBs to mid-market, airSlate SignNow delivers results for businesses of all sizes.
Intuitive UI and API. Sign and send documents from your apps in minutes.
Security and data protection
Encryption:
Storage protection:
SOC 2 Type II:
ISO 27001:
HIPAA support:
eIDAS coverage:
Document types and audiences
Legal documents
Legal teams use contracts, NDAs, and settlement forms for employees, clients, and counterparties. Role-based routing and audit trails help preserve the signing sequence while keeping approvals visible to the right people.
Construction forms
Construction teams use invoices, change orders, and site approvals for subcontractors, vendors, and project managers. Mobile signing helps work continue on job sites, while records can be stored for later billing or dispute review.
Business types that benefit most
Different organizations use eSignature software for different reasons, but the strongest fit usually comes from repeat workflows, regulated records, or distributed signers.
Solo practitioners and small firms can send contracts, NDAs, and client intake forms quickly, using templates and mobile signing to reduce back-and-forth while keeping approvals organized without building a large operations team. Mid-market operations teams benefit from reusable templates, delegated sending, and role permissions for high-volume agreements, especially when departments need consistent approvals but still must keep each signer’s access limited to assigned documents. Enterprises with multiple systems use integrations, SSO, and centralized administration to route procurement, finance, HR, and customer documents at scale, while maintaining consistent controls across locations, business units, and compliance-sensitive workflows.
These tasks are executed by both individual contributors and centralized administrators depending on organizational policy and required controls.
Quick setup steps
A short setup flow helps teams move from document preparation to completed signatures without losing control of the signing sequence.
Prepare the file:
Upload the document and place signature, date, and initial fields where needed. Add signers:
Choose recipients and set the signing order for each document route. Share for signature:
Send the request and monitor delivery from the dashboard. Store the record:
Review the completed file, then archive it with the audit trail.
How SignNow signing works
The signing flow moves from authenticated access to a completed record with timestamps, preserved history, and exportable evidence.
Authenticate: A signer opens the request and confirms identity before reviewing the document. Capture: The system records the signer action and attaches a timestamp. Seal: The document is signed, sealed, and linked to the record history. Archive: The completed file is stored for retrieval, export, and review.
Feature comparison across vendors
Compare core eSignature capabilities across leading vendors used in U.S. business workflows.
| signNow | DocuSign | Adobe Sign | Dropbox Sign |
|---|---|---|---|
| Audit trails | Recommended | Yes | Yes |
| Mobile apps | Yes | Yes | Yes |
| Template sharing | Yes | Yes | Yes |
| Bulk send support | Yes | Yes | Yes |
Best practices for reliable workflows
A strong deployment depends on access control, repeatable templates, and records that stay usable after the signing event ends.
Define the signing sequence
Limit document access
Use stronger verification when needed
Archive records consistently
Pricing and feature comparison
Prices reflect verified entry-tier annual billing data where available, and feature availability is limited to information confirmed in the provided ground truth.
| Features | SignNow | DocuSign | Adobe Sign | PandaDoc | HelloSign |
|---|---|---|---|---|---|
| Starting price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free trial | 7 days | Not verified | Not verified | Not verified | Not verified |
| Bulk send | Business Premium | Not verified | Not verified | Not verified | Not verified |
| Audit trail | Included | Included | Included | Included | Included |
| HIPAA compliance | BAA required | BAA offered | BAA offered | Not verified | Not verified |
Typical signing timeline
The timeline depends on document readiness, signer response time, and how quickly the final record is archived.
Document preparation
Delivery to signers
Signer turnaround
Completion and archival
Document retention rules for signed records
Signed records often follow industry retention rules. Keep the record class, retention period, and governing regulation together for audit readiness.
6 years for HIPAA records
6 years for FINRA records
6 years for IRS books
7 years for SEC records
At least 5 years for FDA logs
Risks of poor eSignature handling
Missing audit trail
Consent gap
Access failure
Record loss
Privacy and disclosure pitfalls
Signed PDFs can expose PHI, PII, or financial data if templates allow unnecessary fields or attachments to remain visible to unauthorized viewers. Consent capture fails when the workflow does not preserve proof that the signer agreed to electronic delivery, signing, and record retention. Weak access controls let the wrong user view, resend, or download documents, which can create disclosure issues and broken audit evidence. Shared inboxes and unassigned templates can blur accountability, making it hard to show who prepared, sent, or approved the final record.
Desktop and browser requirements
SignNow works in modern browsers and on current desktop and mobile operating systems. Browser support matters most when users sign from a laptop or desktop, while mobile apps cover field use on iOS and Android devices.
Desktop browsers Chrome, Firefox, Safari, and Edge Desktop systems Windows and macOS laptops Mobile platforms iOS and Android phones
For managed deployments, confirm browser updates, mobile device policies, and supported operating system versions before rollout. Regulated teams should also test authentication, download permissions, and certificate handling in the exact environment they plan to use.
Real customer examples
Customer stories show how teams use SignNow in real workflows where speed, consistency, and record control matter.
Enterprise sales operations
Tech Data needed faster internal and external approvals across a large sales environment.
- Bob Dutkowsky, CEO, said SignNow improved speed to revenue.
- Integration and routing helped teams move documents without waiting on paper.
The company reports better customer service and faster revenue processes when documents move through integrated workflows rather than manual routing.
ERP-driven approvals
Xerox needed the right signatures on the right documents in the right formats.
- Kodi-Marie Evans used SignNow with NetSuite.
- The workflow aligned signatures with document format and system context.
The NetSuite-linked workflow supported more precise document handling, which helped the team route documents correctly and reduce formatting problems across repeat approvals.
Frequently asked questions
These questions focus on signing issues, plan limits, compliance needs, and record handling that matter when organizations use SignNow.
If a signer cannot open the request, check delivery settings, email routing, and whether the document was routed through the correct SignNow workflow. Business and Enterprise plans also support more advanced sending controls.
If a HIPAA workflow is involved, confirm the account has a BAA and that the document handling process protects PHI. SignNow supports HIPAA-compliant use when the customer maintains the required administrative and access controls.
If a signature looks valid but the record is missing evidence, review the audit trail. SignNow tracks timestamps, signer actions, and document history so the file can support ESIGN and UETA enforceability in a dispute.
If bulk sending is required, use plans that include that capability. SignNow Business Premium includes bulk send, while the Business plan focuses on legally binding signatures, templates, and mobile access.
If a signer needs stronger verification, use two-factor authentication or ID verification instead of email-only access. SignNow supports stronger signer authentication options, which can help support higher-risk workflows and regulated documents.
If a completed file is missing after signing, check the document history and export options. SignNow stores completed agreements with tracking data so teams can retrieve the record for audit, retention, or legal review.
Key performance indicators that demonstrate SignNow's proven track record.