Digital Vs. Electronic Signature Guide for signNow

Award-winning eSignature solution

What digital and electronic signatures mean

A digital signature is a cryptographic type of electronic signature that uses public key infrastructure to verify identity and protect document integrity. An electronic signature is broader: it can be any electronic symbol, sound, or process attached to a record with intent to sign. In practice, signNow supports electronic signing workflows that capture signer intent, identity checks, timestamps, and audit trails. For U.S. users, the key distinction is assurance level, not basic legal validity.

Why the distinction matters legally

The difference affects assurance, evidence, and workflow design. Under ESIGN and UETA, electronic signatures are generally enforceable when intent, consent, and attribution are documented, while digital signatures add stronger identity and integrity controls for higher-risk transactions.

Why teams look for DocuSign alternatives

Common pitfalls in signature workflows

Confusing digital signatures with all electronic signatures can lead to the wrong security level for a document.
Weak signer verification can make attribution harder if a signature is later disputed in court.
Missing audit details can leave gaps in evidence about who signed, when, and from which device.
Using the wrong workflow for regulated records can create retention, access, or compliance problems.

Healthcare

Healthcare teams use eSignatures for patient forms, consent documents, and HIPAA-covered records.

Real estate

Real estate and finance teams use them for leases, loan packets, and approvals.

People who benefit most

A NetSuite operations lead at Xerox uses signNow to route the right documents to the right approvers, with integration-driven control over format, timing, and signature order. This fits teams that need structured workflows across finance, operations, and customer-facing approvals without paper handoffs.
A founder at Martin Properties uses signNow to execute lease and property documents online while keeping compliance, mobile access, and offline readiness in view. This suits real estate teams that need fast turnaround, clear records, and signatures that hold up across distributed transactions.

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Intuitive UI and API. Sign and send documents from your apps in minutes.

Signer intent

Captures signer intent, identity, and document history in one workflow, which helps teams manage approvals with clearer evidence and fewer manual follow-ups.

Document integrity

Applies cryptographic protection to signed files, helping preserve document integrity and making later changes easier to detect.

Audit trail

Stores time-stamped events for each action, giving teams a clearer record for disputes, audits, and internal review.

Mobile access

Supports mobile signing, so users can review and sign documents from phones, tablets, or desktops without changing the workflow.

Workflow control

Fits structured approval paths, which helps legal, finance, and operations teams keep signers in the right order.

Templates

Works with templates and reusable forms, reducing repetitive setup for recurring agreements and standardized records.

Connected systems that streamline signing

Connected systems move documents, approvals, and records between signNow and the tools teams already use every day.

How the signing flow works

The signing process follows a simple sequence from document preparation to completed, time-stamped records.

Prepare: Upload the document and choose the signing order.
Route: Send it to the first signer by email or link.
Sign: Signer reviews, signs, and passes it forward.
Record: Completed files return with timestamps and audit history.

Quick steps to get started

Use a short setup sequence to prepare, send, and track a signing request.

Upload:
Upload a PDF or form to signNow.
Set up:
Add signers, fields, and signing order.
Send:
Send the document for signature.
Review:
Track completion and download the record.

Setting	Recommendation
Authentication method	SMS OTP for higher assurance
Signature type	SES for routine contracts
Audit trail	Enable full time-stamped logs
Document retention	6 years for HIPAA records
Encryption	TLS 1.2/1.3 and AES-256

Browser and device support

signNow works across major browsers and mobile platforms, with secure transport over TLS for web sessions.

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

For enterprise or regulated use, managed devices, SSO, and API-based provisioning help keep access controlled. Teams should also confirm browser updates, mobile app versions, and any certificate or retention requirements before rollout.

Security and compliance controls

Transport security:

Encrypts data in transit with TLS

Data protection:

Encrypts stored data with AES-256

SOC 2 Type II:

SOC 2 Type II available

ISO 27001:

ISO 27001 certified

HIPAA:

HIPAA support with BAA

GDPR:

GDPR aligned controls

Xerox operations

A Xerox operations leader needed document routing that matched internal approval rules and external signature timing.

NetSuite integration kept the workflow aligned.
Right documents reached the right approvers.

The team gained more control over document routing and format, which supported faster approvals and clearer process ownership across systems.

Real estate founder

A Martin Properties founder needed online execution for property documents while keeping compliance and mobile access in view.

Mobile signing supported field work.
Offline readiness helped remote execution.

The workflow supported online execution with compliance-minded controls, helping the team move leases and related documents without paper delays.

Best practices for secure signing

A clear setup helps teams keep signatures enforceable, traceable, and easier to manage across departments.

Match authentication to risk

Use stronger authentication for contracts, regulated records, and high-value approvals. SMS OTP or ID verification improves attribution and supports a stronger evidence record if the signature is questioned later.

Preserve the full record

Keep the audit trail complete for every signing event. Record timestamps, signer identity, and document actions so the final file can support internal review, dispute response, and compliance checks.

Define retention early

Set retention rules before sending sensitive documents. Healthcare, finance, and government workflows often need longer storage, so define the policy before signatures are collected.

Control access tightly

Limit access to approved users and devices. SSO, role-based permissions, and managed provisioning reduce the chance of unauthorized signing or accidental disclosure.

FAQ and troubleshooting

These answers focus on plan limits, compliance needs, and the signNow features that support defensible signing workflows.

signNow Business includes legally binding eSignatures, audit trails, templates, and mobile apps. If you need HIPAA support, confirm a BAA is in place before handling PHI.

The Business Premium plan adds bulk send, kiosk mode, request payments, and quick invite links. If bulk sending is missing, the account may be on Business instead of Business Premium.

For HIPAA workflows, signNow supports compliance when a BAA is signed and the workflow includes access controls, audit trails, and encryption. HIPAA also requires retention of signed records for 6 years under 45 CFR 164.530(j)(2).

For 21 CFR Part 11 workflows, use unique user IDs, two-factor authentication, time-stamped audit trails, and validated procedures. signNow’s regulated-use setup should match the record type and predicate rule.

If a signer cannot complete a document on mobile, confirm browser support, app version, and whether the workflow requires a desktop-only control. signNow supports iOS and Android signing, but some enterprise controls may depend on device policy.

signNow follows ESIGN and UETA for U.S. electronic signatures. If a document needs stronger identity assurance, use additional authentication and preserve the audit trail so attribution remains clear.

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

Day 0:

Set up the account, users, and document templates.

Day 1:

Send the first agreement for signature.

Week 1:

Onboard the full team and confirm permissions.

7-day trial:

signNow offers a 7-day free trial.

HIPAA retention:

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

ESIGN consent:

Capture electronic consent before sending consumer records.

Part 11 records:

Retain time-stamped histories for FDA-regulated records.

UETA coverage:

UETA supports electronic records in 49 states and D.C.

Risks of poor signature handling

Document dispute

Weak attribution

Audit gap

Retention failure

Signer authentication:

Verifies the signer before the record is finalized.

Timestamp capture:

Records the exact UTC time of each action.

Document hashing:

Calculates a hash for the signed file.

Tamper sealing:

Applies a tamper-evident seal to the record.

Audit log:

Stores the event history with the document.

Retrieval and export:

Exports the trail for review or evidence.

	Plan / Feature	signNow	DocuSign	Adobe Sign	PandaDoc
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	Yes	Not verified	Not verified	Not verified
Audit trail	Yes	Yes	Yes	Yes	Yes
HIPAA compliance	BAA required	BAA available	BAA available	Not verified	Not verified

28M+Documents signed

13+Years in business

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