Esign Tool for Secure eSignature Workflows

Award-winning eSignature solution

What an esign tool does

An esign tool lets people sign documents electronically and send them for signature without printing, scanning, or mailing. In a U.S. workflow, the sender uploads a file, adds signer fields, sets the signing order if needed, and delivers the document by email or link. The signer reviews the record, authenticates if required, and applies an electronic signature. The platform then stores the completed document, signature data, and audit trail for later review or retention.

Why electronic signatures matter

An esign tool reduces turnaround time, lowers paper handling, and creates a documented signing record. Under the ESIGN Act and UETA, an electronic signature can be enforceable when intent, consent, and attribution are captured, making it suitable for many U.S. business transactions.

Why teams look for DocuSign alternatives

Common eSignature pain points

Signer consent can be missed when the workflow does not clearly capture agreement to electronic delivery and signing.
Weak authentication can make it harder to attribute the signature to the right person in a dispute.
Incomplete audit records can leave gaps in timestamps, IP data, or signer actions.
Retention mistakes can create problems when signed records must be kept for HIPAA, tax, or contract review.

Real estate

Real estate teams use lease agreements, disclosures, and rental applications with mobile signing.

Healthcare

Healthcare teams collect patient forms, consent records, and HIPAA-related acknowledgments on desktop or mobile.

People who benefit most

A director of NetSuite operations at Xerox uses signNow to route documents in the right format through NetSuite, so approvals match the system of record and signatures reach the correct parties without manual rework.
A founder at Martin Properties uses signNow to execute documents online with built-in security and mobile access, which supports remote lease and property paperwork without relying on paper handoffs.

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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.

Templates

Create reusable templates for repeat agreements, so teams send the same document structure without rebuilding fields each time.

Audit trail

Track every action in a tamper-evident audit trail, which helps document who signed, when, and from where.

Mobile signing

Collect signatures on phones and tablets, so field teams and customers can sign without returning to a desk.

Routing

Route documents in order or in parallel, which supports approvals that depend on role, department, or sequence.

Signer verification

Add signer authentication steps when a transaction needs stronger identity checks than email alone.

Record storage

Store completed records in one place, making retrieval easier for contract review, compliance checks, and internal audits.

Integrations that fit existing systems

Connected systems move documents, signer data, and completed records between signNow and the tools teams already use.

How the signing flow works

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

Prepare file: Upload a document and place fields where signatures or data are needed.
Set recipients: Add recipients and choose the signing order or parallel routing.
Deliver request: Send the request by email or share a signing link.
Complete record: Store the completed file with its audit trail and signature record.

Quick steps to start signing

Use a short setup sequence to prepare and send a document for electronic signature.

Upload file:
Upload the document you want signed.
Place fields:
Add signature and form fields.
Add recipients:
Enter signer emails and order.
Send document:
Send the request for signature.

Setting	Recommendation
Authentication method	SMS OTP for higher-risk transactions
Signature type	SES for routine contracts
Audit trail	Enable full event logging
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 and app-based signing on phones and tablets.

Desktop browsers Chrome, Firefox, Safari, and Edge
Operating systems Windows 11, macOS, iOS, Android
Mobile devices iPhone, iPad, and Android phones

For regulated deployments, managed devices, SSO, and access controls matter as much as browser support. Teams should confirm browser policy, mobile app access, and retention requirements before rollout, especially when HIPAA, FERPA, or internal recordkeeping rules apply.

Security and compliance controls

Transport security:

TLS 1.2/1.3 protects data in transit.

Data at rest:

AES-256 protects stored data.

SOC 2 Type II:

SOC 2 Type II available on request.

ISO 27001:

ISO 27001 certified controls.

HIPAA:

HIPAA support with BAA.

21 CFR Part 11:

21 CFR Part 11 support for regulated records.

Xerox operations

A NetSuite operations leader needed signatures to match system records and document formats across teams.

Right document, right format, right signer.

The workflow reduced manual routing and kept signatures aligned with the company’s NetSuite-based process, which improved consistency across internal and external approvals.

Martin Properties

A property founder needed online execution for leases and related forms without paper delays.

Mobile signing supported remote execution.

The result was a more efficient document flow with built-in security, mobile access, and a record that supported compliance-focused property transactions.

Practical ways to reduce signing risk

A consistent policy for routing, authentication, and retention helps electronic signatures stay usable in daily operations and defensible in review.

Match routing to approval order

Use role-based routing for agreements that need sequential review, and keep signer order aligned with internal approval policy.

Record consent clearly

Capture signer consent before sending documents, especially when the workflow relies on ESIGN and UETA enforceability.

Increase authentication for sensitive files

Apply stronger authentication for financial, healthcare, or real estate documents where attribution matters more than convenience.

Set retention by record type

Keep retention rules aligned with the document type, such as HIPAA records, tax files, or contract archives.

Setup day:

Configure templates, fields, and signer order before the first send.

First send:

Send the first document after verifying consent and recipient details.

Team onboarding:

Train the first group of users during the initial rollout week.

Free trial:

7 days, no credit card required.

HIPAA retention:

6 years per 45 CFR 164.530(j)(2).

ESIGN and UETA:

Electronic signatures remain legally valid when intent and attribution are captured.

FDA records:

21 CFR Part 11 requires secure audit trails and validated controls.

EU QES:

QES is the handwritten-signature equivalent under EU Regulation 910/2014.

Risks of poor eSignature handling

Weak attribution

Document may be harder to enforce.

Missing audit trail

Audit evidence may be challenged.

Retention gap

HIPAA records may fail retention review.

Part 11 failure

FDA records may be rejected.

Signer authentication:

Verify the signer with the chosen authentication method.

Timestamp capture:

Record the UTC time of each action.

Document hashing:

Generate a hash of the signed PDF.

Tamper-evident sealing:

Apply a tamper-evident seal to the record.

Audit storage:

Store the event log with the signed file.

Audit export:

Export the audit 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	Business Premium	Not verified	Not verified	Not verified	Not verified
Audit trail	Included	Included	Included	Included	Included
HIPAA compliance	BAA required	BAA available	BAA available	Not verified	Not verified

signNow	DocuSign	Adobe Sign	PandaDoc
ESIGN and UETA	Yes	Yes	Yes
Starting price	$8/user/mo	$15/user/mo	$14/user/mo
Free trial	7-day trial	Trial available	Trial available
Audit trail	Yes	Yes	Yes
HIPAA support	BAA available	BAA available	BAA available

FAQ and troubleshooting

These answers cover plan limits, compliance needs, and recordkeeping questions that affect electronic signature workflows.

signNow Business starts at $8/user/month billed annually. Business Premium adds bulk send, while Enterprise adds advanced signer authentication. Free trial length is 7 days, and paid plans include unlimited users.

signNow supports ESIGN and UETA compliance, and completed files include audit trails. For HIPAA workflows, a BAA is required, and retention for signed PHI records is 6 years under 45 CFR 164.530(j)(2).

If a signer cannot complete the request, check whether the document uses SMS OTP, email delivery, or a stronger authentication step. signNow’s higher-tier plans add advanced signer authentication for sensitive transactions.

If the completed file is missing event details, verify that the audit trail was enabled before sending. signNow records signer activity, timestamps, and document history, which supports review and dispute response.

For bulk distribution, Business Premium includes bulk send. If you need higher-volume workflows or advanced controls, Enterprise and Site License options add more capacity and access features.

If you need long-term validation for regulated records, keep the signed PDF and audit trail together and preserve certificate status data where required. For FDA-regulated records, 21 CFR Part 11 requires secure audit trails and validated controls.

28M+Documents signed

13+Years in business

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