Electronic Signature on a Document with signNow

Award-winning eSignature solution

What an electronic signature on a document is

An electronic signature on a document is a digital way to show intent to sign a record. In the U.S., it can be as simple as clicking to accept, typing a name, drawing a signature, or using a more secure digital signature. The signer receives the document, reviews it, and applies the signature through a signed workflow that records identity, time, and activity. The result is a completed record that can be stored, shared, and verified later through an audit trail.

Why electronic signatures matter

Electronic signatures reduce paper handling, speed approvals, and create a record that can be enforced under ESIGN and UETA when consent, intent, and attribution are captured. For U.S. businesses, that usually means faster turnaround, fewer manual steps, and clearer evidence if a signature is later disputed.

Why teams look for DocuSign alternatives

Common signing pitfalls

Signer consent is missing, so the record may not show clear agreement to electronic delivery or signing.
Weak authentication makes it harder to attribute the signature to the right person in a dispute.
Incomplete audit data can leave gaps in timestamps, IP records, or signing activity.
Poor document control can create version confusion when multiple drafts circulate before signature.

Real estate

Real estate teams use eSignature workflows for leases, disclosures, and closing packets.

Healthcare

Healthcare teams use it for intake forms, consent forms, and HIPAA-covered records.

People who benefit most

Property operations leaders at firms like Martin Properties use signNow to process leases, renewals, and tenant forms online while keeping mobile signing available for field work and remote approvals. The workflow helps reduce delays when documents need quick turnaround across multiple locations and stakeholders.
NetSuite operations managers at companies like Xerox use signNow to route the right documents to the right signers in the right format. That matters when approvals depend on system data, role-based routing, and integration with existing business processes.

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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.

Intent capture

Create a signing flow that captures intent, identity, and completion details in one record, making the process easier to review later.

Mobile signing

Send documents from desktop or mobile, so signers can complete approvals without printing, scanning, or mailing paper copies.

Audit trail

Track each action with timestamps and signer history, which helps support enforceability and internal review.

Templates

Use templates for repeat forms, reducing setup time for leases, intake packets, and approval documents.

Routing

Route documents in order or in parallel, which helps match internal approval rules and signer roles.

Record storage

Store signed files in a controlled workflow, making retrieval easier for audits, reviews, and recordkeeping.

Integrations that connect signing to work

Connected systems move documents into signing workflows, then return status updates, signed files, and record data to the systems teams already use.

How the signing flow works

The process follows a simple sequence from document preparation to final storage and verification.

Prepare: The sender uploads a document and adds signer fields.
Send: The signer receives a secure signing request.
Sign: The signer reviews and applies the signature.
Complete: The completed file is stored with history.

Quick steps to sign a document

Use a short workflow to prepare, send, sign, and store the document without paper handling.

Upload:
Upload the document and place signature fields.
Recipients:
Add recipients and assign signing order.
Send:
Send the request and monitor progress.
Finish:
Download or store the completed file.

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

Platform requirements for signing

signNow works across major browsers and mobile devices, with secure connections required for document access and signing.

Desktop browsers Chrome, Firefox, Safari, and Edge on Windows and macOS.
Mobile devices iOS and Android mobile apps support signing on phones and tablets.
Connection security Modern browser with TLS 1.2 or newer.

For enterprise use, managed Windows, macOS, iOS, and Android devices help standardize access, while SSO, API access, and retention controls support regulated workflows.

Security and compliance controls

Transport security:

TLS protects data in transit.

Storage encryption:

AES-256 protects stored files.

SOC 2 Type II:

SOC 2 Type II available.

ISO 27001:

ISO 27001 certified controls.

HIPAA:

HIPAA support with BAA.

Legal framework:

ESIGN and UETA aligned.

Real estate operations

A property operations leader needed faster lease execution across mobile and office teams.

Martin Properties used online signing for lease packets.
Mobile access kept approvals moving between locations.

The team completed documents online with 100% compliance and built-in security, while keeping mobile and offline access available for field workflows.

NetSuite operations

A NetSuite operations director needed the right signatures on the right documents.

Xerox connected signNow with NetSuite workflows.
Routing matched document type, format, and signer role.

The integration helped route documents more precisely, which supported faster internal and external processing without changing the company’s core system of record.

Best practices for electronic signatures

A strong workflow starts with clear identity checks, clean document control, and retention rules that match the record type.

Use role-based routing

Use role-based routing so each signer receives the document in the correct order, with only the fields they need to complete. This reduces confusion and helps preserve approval logic for audits and internal review.

Capture consent early

Capture signer consent before the first request, especially when the workflow involves recurring notices, disclosures, or records that may later need ESIGN or UETA support. Keep the consent record with the signed file.

Match authentication to risk

Require stronger authentication for sensitive records, such as SMS OTP, ID verification, or other identity checks that match the document’s risk level. Avoid weak methods when the transaction value or regulatory exposure is higher.

Align retention and storage

Keep retention rules aligned with the document type, including HIPAA record retention, finance recordkeeping, or internal policy deadlines. Store the signed file, audit trail, and related attachments together for easier retrieval.

signNow	DocuSign	Adobe Sign	PandaDoc
ESIGN and UETA	Yes	Yes	Yes
Audit trail	Yes	Yes	Yes
Mobile apps	Yes	Yes	Yes
Envelope cap	Unlimited	100/year	Not verified

Day 0:

Set up the account and prepare the first document.

Day 1:

Send the first request and confirm signer delivery.

Week 1:

Onboard the team and standardize templates.

7-day trial:

Free trial lasts 7 days, no credit card required.

HIPAA retention:

Keep signed PHI records for 6 years.

FINRA records:

Broker-dealer records often require 6 years.

ESIGN consent:

Capture consent before electronic delivery.

UETA adoption:

UETA is adopted in 49 states and D.C.

Risks of improper signing

Enforceability risk

Document may be challenged in court.

Attribution gap

Signature attribution may be disputed.

Evidence failure

Audit evidence may be insufficient.

Retention breach

Records may fail retention review.

Authenticate:

Verify the signer with the chosen method.

Timestamp:

Record the exact signing time in UTC.

Hash:

Hash the document before and after signing.

Seal:

Apply a tamper-evident seal to the file.

Log:

Log IP, device, and action history.

Export:

Export the audit trail with the signed PDF.

	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 available	BAA available	Not verified	Not verified

FAQ about signing documents

These answers focus on plan limits, compliance needs, and recordkeeping details that affect electronic signing workflows.

signNow Business includes legally binding eSignatures, audit trails, templates, and mobile apps. If a signer cannot complete a request, check the recipient email, resend the invite, and confirm the document was shared from the correct account.

For HIPAA workflows, signNow supports HIPAA compliance with a BAA. If a healthcare team needs PHI handling, confirm the BAA is signed and the workflow uses access controls, audit trails, and encrypted storage.

signNow Business Premium adds bulk send. If you need to send one document to many recipients, confirm the plan includes bulk send before building the workflow, because lower tiers may not include that feature.

Audit trails are part of signNow’s core recordkeeping. If a signed file looks incomplete, verify that the signing session finished and that the completed PDF was downloaded or stored after finalization.

ESIGN and UETA support electronic signatures in the U.S. If a document must meet a stricter rule, such as 21 CFR Part 11, use the plan and controls that support unique IDs, timestamps, and retention.

signNow’s Business plan starts at $8/user/mo, billed annually. If pricing looks different, check whether the account is on monthly billing, a higher tier, or a site license with usage-based pricing.

28M+Documents signed

13+Years in business

4.6/5Average G2 rating