Digital Signature and Certificate for SignNow

Award-winning eSignature solution

What a digital signature and certificate means

A digital signature and certificate is a cryptographic way to sign a document and prove who signed it. The certificate links a signer’s identity to a public key, while the signature uses a private key to seal the document and detect changes. In the U.S., this helps show intent, attribution, and integrity for contracts, forms, and approvals. When a recipient verifies the certificate and signature, they can confirm the signer and see whether the file was altered after signing.

Why digital signatures and certificates matter

They reduce paper handling, speed approvals, and create stronger evidence of who signed and when. Under ESIGN and UETA, they can support enforceable electronic records when consent, intent, and attribution are documented.

Why teams look for DocuSign alternatives

Common digital signature and certificate issues

Signer identity can be weak if authentication relies on only an email link.
Certificate trust can fail when revocation status is not checked before verification.
Documents can lose evidentiary value if audit logs are incomplete or altered.
Retention gaps can make it hard to prove compliance during disputes or audits.

Who uses it

Organizations use digital signature and certificate for contracts, approvals, disclosures, and regulated records that need identity proof and tamper evidence.

Where it applies

It fits agreements, onboarding forms, consent records, and filings where signer intent, traceability, and retention matter.

Typical users and real roles

Real estate operations teams use signNow to move lease packets, rental applications, and closing documents without in-person meetings. The workflow helps keep signatures organized across agents, tenants, and property managers while preserving a clear record for later review and compliance checks.
NetSuite operations leaders and finance teams use signNow to route approvals through connected systems. Xerox’s team story shows how the right signatures can be collected in the right format, which matters when documents must match internal process rules and downstream system requirements.

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Identity binding

Creates a cryptographic link between signer identity and the signed file, helping recipients verify authenticity and detect later changes.

Audit trail

Records signing events, timestamps, and document actions so teams can review the full transaction history during audits or disputes.

Certificate trust

Uses certificate-based trust to support integrity checks, revocation review, and long-term validation of signed PDFs.

Mobile signing

Supports remote signing on desktop and mobile, which helps distributed teams complete approvals without paper delays.

Legal evidence

Helps organizations document consent, intent, and attribution for U.S. electronic records under ESIGN and UETA.

Access control

Works with controlled access and authentication steps that reduce the risk of unauthorized signing or document tampering.

Connected systems for signing workflows

Connected systems move documents from the tools teams already use into signNow, then return signed records to the same business process.

How digital signatures and certificates work

The signing flow follows a simple sequence from identity verification to cryptographic sealing and later validation.

Open document: The signer opens the document and reviews the request.
Verify signer: The system verifies identity with the chosen method.
Sign securely: The signer applies the signature and certificate.
Seal record: The record is sealed and stored for later verification.

Quick setup steps

Use a short setup sequence to prepare, send, and retain a signed document in signNow.

Prepare file:
Upload the document and assign the signer.
Set routing:
Choose the signing order and required fields.
Send request:
Send the request through signNow.
Archive result:
Review the completed file and store it.

Setting	Recommendation
Authentication method	SMS OTP
Signature type	SES with certificate-backed validation
Audit trail	Enable full event logging
Document retention	6 years for HIPAA records
Encryption	TLS 1.2/1.3 and AES-256

Platform and device requirements

Use a modern browser or mobile app to sign documents securely on desktop and handheld devices.

Desktop browsers Chrome, Firefox, Edge, and Safari
Supported systems Windows, macOS, iOS, and Android
Mobile access signNow mobile apps available

For enterprise deployments, managed devices, SSO, and API access help align signNow with internal controls. Browser support, mobile apps, and operating system compatibility make it easier to standardize signing across teams without changing the core workflow or recordkeeping process.

Security and compliance snapshot

Encryption:

TLS 1.2/1.3 in transit

Storage protection:

AES-256 at rest

Security report:

SOC 2 Type II available

Information security:

ISO 27001 certified

Healthcare compliance:

HIPAA support with BAA

Regulated records:

21 CFR Part 11 support

Operations workflow

A NetSuite operations leader needed signatures tied to the right document format and workflow path.

NetSuite-connected routing
Right signatures, right format

The result was better document control across systems, with fewer routing mistakes and clearer signature records for internal review and downstream processing.

Property management

A property management founder needed online execution for lease and related forms with security and compliance in mind.

Mobile and offline signing
100% compliance and built-in security

The workflow supported faster execution of property documents while preserving a secure record trail that could be reviewed later by staff or counterparties.

Best practices for signing workflows

A clear policy for identity checks, retention, and access control makes digital signing easier to defend and manage.

Match authentication to risk

Use stronger authentication for contracts, healthcare forms, and financial approvals. SMS OTP is useful for many workflows, but higher-risk records may need additional identity checks, especially when the document could be disputed later.

Preserve the signing record

Keep the certificate and audit trail attached to the final file. That makes later review easier and helps preserve the evidence needed to show who signed, when they signed, and what changed.

Restrict signer access

Limit signing access to named users and approved roles. Clear provisioning reduces accidental access, supports internal controls, and makes it easier to explain who was allowed to sign on behalf of the organization.

Set retention rules

Set retention rules before rollout. For HIPAA-covered records, keep signed documents for 6 years under 45 CFR 164.530(j)(2), and align other records with your internal policy and legal hold process.

FAQ and troubleshooting

These answers focus on plan limits, compliance needs, and evidence handling for signNow signing workflows.

signNow Business starts at $8/user/mo billed annually, and the plan includes legally binding eSignatures, audit trails, templates, mobile apps, ISO 27001, SOC 2, and GDPR support.

For HIPAA workflows, signNow supports compliant use with a BAA. Signed documents containing PHI should be retained for 6 years under 45 CFR 164.530(j)(2), and access controls should stay in place throughout storage and retrieval.

If a signer cannot complete the request, check the authentication method first. signNow supports stronger signer verification options, and the right choice depends on the document’s risk level and the evidence you need later.

If you need bulk send, use Business Premium at $15/user/mo billed annually. That plan adds bulk send, kiosk mode, request payments, and quick invite links, which can help with high-volume document routing.

If a document must support regulated records, confirm the workflow matches the applicable standard. For U.S. healthcare, HIPAA Security Rule controls matter; for FDA-regulated records, 21 CFR Part 11 requirements apply.

If a signed file is disputed, export the audit trail and signed PDF. The event history, timestamps, and document integrity data help support attribution and non-repudiation under ESIGN and UETA.

signNow	DocuSign	Adobe Sign	PandaDoc
ESIGN and UETA	Yes	Yes	Yes
Audit trail	Yes	Yes	Yes
Starting price	$8/user/mo	$15/user/mo	$14/user/mo
Envelope cap	No cap	100/year	Not verified

Day 1:

Set up the account, roles, and document templates.

Day 2:

Send the first agreement for internal review.

Week 1:

Onboard the first team and confirm routing rules.

7-day trial:

signNow offers a 7-day free trial, no credit card required.

HIPAA retention:

Keep signed PHI records for 6 years under 45 CFR 164.530(j)(2).

ESIGN consent:

Capture electronic consent before the first send.

Part 11 records:

Retain secure audit history for FDA-regulated records.

Ongoing review:

Recheck access, retention, and authentication after policy changes.

Risks of improper signing

Missing intent

Unenforceable record

No audit trail

Weak evidence

HIPAA gap

Compliance finding

Part 11 failure

FDA rejection

Signer authentication:

The signer is tied to a verified identity step.

Timestamp capture:

Each action receives a UTC timestamp.

Document hashing:

The document hash changes if content changes.

Tamper-evident sealing:

The signed file receives a tamper-evident seal.

Audit export:

The audit trail can be exported for review.

Retrieval:

The record remains available for later verification.

	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	Yes, Business Premium	Not verified	Not verified	Yes, higher tiers	Not verified
Audit trail	Included	Included	Included	Included	Included
HIPAA compliance	BAA required	Available	Available	Not verified	Not verified

28M+Documents signed

13+Years in business

4.6/5Average G2 rating