Electronic Signature Guide for SignNow Compliance and Use

Award-winning eSignature solution

What an electronic signature is

An electronic signature is any electronic sound, symbol, or process attached to a record and used with the intent to sign. In the U.S., it can be created by typing a name, clicking an agreement box, drawing a signature, or using a signing workflow in signNow. The core mechanics are simple: the signer is identified, the document is presented, the signature action is captured, and the signed record is stored with an audit trail that helps show who signed, when, and what was signed.

Why electronic signatures matter

Electronic signatures reduce paper handling, speed approvals, and support remote signing while remaining enforceable under ESIGN and UETA when consent, intent, and attribution are documented.

Why teams look for DocuSign alternatives

Common eSignature challenges

Signer consent is sometimes missing, which can weaken enforceability under ESIGN and UETA.
Weak identity checks can make it harder to attribute the signature to the right person.
Poor record retention can leave signed documents without the evidence needed for disputes or audits.
Inadequate workflow controls can create version confusion, missed approvals, or incomplete signature routing.

Real estate

Real estate teams use eSignatures for leases, disclosures, and closing packets with remote buyers and tenants.

Healthcare

Healthcare teams use eSignatures for intake forms, consent documents, and HIPAA-related authorizations across desktop and mobile workflows.

Typical users and personas

Xerox operations leaders use signNow with NetSuite to route the right signatures on the right documents in the right formats. This fits teams that need structured approvals across finance, operations, and customer-facing workflows without manual rework or document duplication.
Fertility clinic administrators and patient-services teams use signNow to collect signed forms quickly while keeping workflows organized across mobile and desktop devices. The value is strongest where intake, consent, and follow-up documents must move fast and remain easy to retrieve later.

be ready to get more

Get legally-binding signatures now!

Start free trial

Request a call

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.

Signing intent

Create a signing flow that captures intent, signer identity, and document history in one place, which helps support enforceability and internal review.

Routing control

Send documents to one signer or many, then track each step so teams can see where a packet is delayed.

Reusable templates

Use templates for repeat agreements, intake forms, and approvals so recurring documents stay consistent across departments and locations.

Mobile signing

Collect signatures from phones, tablets, and desktops, which helps remote teams complete documents without waiting for office access.

Audit trail

Store a time-stamped record of actions, including views, clicks, and signatures, to support audits and dispute review.

Access control

Keep documents organized with role-based access and controlled sharing, which reduces accidental edits and helps protect sensitive records.

Integrations that connect signing work

Connected systems move documents, contacts, and approvals into signNow so signing happens inside the tools teams already use.

How electronic signatures work

The signing process follows a simple sequence from document preparation to final record storage.

Prepare: Upload the document and assign the signer.
Route: Add fields and set the signing order.
Sign: Signer reviews and completes the signature.
Record: Store the signed file with its audit trail.

Quick steps to send a signature

Use a short workflow to prepare, send, and complete a signed document.

Upload:
Upload the file into signNow.
Add fields:
Place signature and form fields.
Send:
Choose recipients and send the request.
Finish:
Review the completed document and download it.

Setting	Recommendation
Authentication method	SMS OTP
Signature type	SES
Audit trail	Enabled
Document retention	6 years
Encryption	TLS 1.2/1.3 and AES-256

Platform and device requirements

signNow works in modern browsers and on mobile devices, with secure transport and app-based access for signing on the go.

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

For managed deployments, teams often pair browser access with mobile apps, SSO, and API-based workflows. Regulated environments may also require retention controls, certificate handling, and device policies that match internal security standards.

Security and compliance controls

Encryption:

TLS 1.2/1.3 in transit

Storage protection:

AES-256 at rest

SOC 2 Type II:

SOC 2 Type II available

ISO 27001:

ISO 27001 certified

HIPAA:

HIPAA support with BAA

GDPR and eIDAS:

GDPR and eIDAS aligned

Xerox operations

A NetSuite operations leader needed the right signatures on the right documents without slowing down internal routing.

NetSuite integration
Flexible document formats
Faster signature routing

signNow helped Xerox align routing with document type and signer role, which improved control over approvals and reduced manual handling across connected workflows.

Healthcare founder

A founder managing patient-facing documents needed fast online execution with strong security and easy access on mobile devices.

Mobile and offline access
Built-in security
100% compliance workflow

signNow supported a secure, mobile-friendly signing process that kept patient documents moving while preserving the records needed for later review and compliance checks.

Best practices for eSignatures

Good signing workflows balance identity, recordkeeping, and access control without adding unnecessary friction.

Limit document access

Use the least-privilege model for document access, then limit editing and forwarding rights to the people who actually need them. This reduces accidental changes and helps preserve the signing record for later review.

Record consent early

Capture signer consent before the first signature request, and keep the consent record with the signed file. This matters for ESIGN and UETA because consent helps show the signer agreed to electronic delivery and execution.

Match authentication to risk

Use stronger authentication for higher-risk documents, such as finance, healthcare, or legal agreements. SMS OTP may be enough for low-risk workflows, but ID verification or multi-factor checks provide stronger attribution.

Align retention with records

Keep retention rules aligned with the document type, then export or archive signed files and audit trails together. For HIPAA-covered records, retain signed documents for 6 years under 45 CFR 164.530(j)(2).

Day 0:

Set up signNow, then configure users and templates.

Day 1:

Send the first document and verify the audit trail.

Week 1:

Onboard the team and standardize routing rules.

7-day trial:

Free trial requires no credit card.

HIPAA retention:

Keep signed PHI records for 6 years.

21 CFR Part 11:

Use secure audit trails and unique user IDs.

UETA adoption:

49 states, D.C., Puerto Rico, and the U.S. Virgin Islands have adopted UETA.

Annual review:

Check retention, access, and authentication settings.

Risks of improper eSignature use

Missing consent

Document may be harder to enforce.

Weak authentication

Signer attribution can be disputed.

Poor recordkeeping

Audit evidence may be incomplete.

Retention failure

Regulatory review may flag the file.

Signer authentication:

Verifies the signer before access is granted.

Timestamp capture:

Records each action in UTC time.

Document hashing:

Creates a hash of the signed file.

Tamper-evident sealing:

Locks the record against later changes.

Audit trail export:

Exports the log for review or evidence.

Record retrieval:

Stores the full signing history with the document.

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 envelopes/year	Not verified

	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, Business Premium	Not verified	Not verified	Yes	Not verified
Audit trail	Yes	Yes	Yes	Yes	Yes
HIPAA compliance	BAA required	BAA available	BAA available	Not verified	Not verified

Troubleshooting and FAQ

These answers focus on plan limits, compliance needs, and workflow issues that affect electronic signature use in signNow.

Business plans include legally binding eSignatures, audit trails, templates, and mobile apps. If you need SSO, full API access, or HIPAA support, the Site License adds those options, and HIPAA use still requires a BAA.

signNow supports ESIGN and UETA workflows when the signer’s intent, consent, and attribution are captured. Use the audit trail, signer authentication, and document history to support enforceability in U.S. transactions.

The Business plan starts at $8/user/mo billed annually, while Business Premium adds bulk send. If your workflow depends on high-volume distribution, compare plan limits before choosing a tier.

signNow records timestamps, signer actions, and document history in the audit trail. That record helps support review under 21 CFR Part 11, but FDA-regulated workflows still need validation and access controls.

If a signer cannot complete the flow on mobile, confirm browser support or use the iOS and Android apps. signNow supports modern browsers and mobile devices, which helps when desktop access is limited.

For EU transactions, signNow supports SES on all plans, while QES and AES are available on the Site License. Match the signature tier to the legal requirement before sending the document.

28M+Documents signed

13+Years in business

4.6/5Average G2 rating