How to Make a Virtual Signature with signNow
Award-winning eSignature solution
What a virtual signature is
A virtual signature is an electronic way to show intent to sign a document online. In practice, a signer reviews a file, confirms identity through email, SMS, or another authentication method, and applies a signature mark, typed name, or approved signing process. The platform then records the action, time, and document state in an audit trail. For U.S. users, this supports fast, remote signing while preserving evidence that the signer agreed to the record and that the document was not altered after signing.
Why virtual signatures matter
How to make a virtual signature matters because it reduces paper handling, speeds approvals, and keeps records easier to track. Under ESIGN and UETA, an electronic signature can be enforceable when intent, consent, and attribution are documented, which makes the workflow legally useful for many U.S. transactions.
Common virtual signature pitfalls
Signer identity can be unclear when the workflow relies only on an email link and no stronger authentication. Documents may be challenged if the audit trail does not capture timestamps, IP data, and signing events. Teams often forget consent language, which can weaken enforceability for electronic delivery and signing. Retention gaps can create problems when signed records must be produced for legal, tax, or compliance review.
Who uses virtual signatures
Real estate
Real estate teams use virtual signatures for leases, disclosures, and closing packets across remote transactions.
Healthcare and finance
Healthcare and finance teams use them for intake forms, authorizations, and approval records with audit trails.
Users who benefit most
A director of NetSuite operations at Xerox uses signNow to route the right signatures to the right documents in the right format, especially when workflows depend on system data and controlled approvals. A COO at Optica Ventures LLC uses signNow because the interface is simple for internal teams and customers, which helps reduce friction when sending agreements that need a quick, trackable signature.
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Core features for virtual signatures
signNow supports a practical signing workflow that helps teams collect signatures, track activity, and keep records organized across devices.
Intent capture
Create a signing flow that captures intent, identity, and document status without paper handling or manual scanning.
Audit trail
Use audit trails to record signer actions, timestamps, and document history for later review.
Mobile access
Send documents from desktop or mobile so signers can complete records wherever they are.
Templates
Reuse templates for repeat agreements, which reduces setup time and keeps fields consistent.
Routing
Route approvals in sequence or parallel to match internal review rules and signature order.
Status tracking
Track completion status so teams can see where each document stands before follow-up is needed.
How the signing flow works
The process follows a simple sequence from document delivery to final record storage, with each action logged for review.
Open document: The signer opens the document and reviews the request. Verify identity: The platform verifies identity through the selected method. Sign document: The signer applies a virtual signature and submits it. Record completion: The system stores the signed file and audit trail.
Quick steps to get started
Use a short setup path to prepare a document, assign fields, and send it for signature.
Upload file:
Upload the document you want signed. Place fields:
Add signer fields and signature spots. Set routing:
Choose the signer order and reminders. Send request:
Send the document for signature. Save record:
Download the completed file after signing.
Recommended setup for virtual signatures
A clear setup helps match identity checks, recordkeeping, and retention rules to the document type and compliance need.
| Setting | Recommendation |
|---|---|
| Authentication method | SMS OTP for higher assurance |
| Signature type | SES for routine U.S. contracts |
| Audit trail | Enable full event logging |
| Document retention | 6 years for HIPAA records |
| Encryption | TLS 1.2/1.3 and AES-256 |
Platform requirements for signing
signNow works in modern browsers and mobile apps, with secure connections used during document access and signing.
Desktop browsers Chrome, Firefox, Safari, and Edge supported. Desktop OS Windows and macOS work in the browser. Mobile OS iOS and Android supported through mobile apps.
For managed deployments, teams often pair browser access with SSO, API access, and device policies. That approach helps keep user provisioning, record retention, and signing controls consistent across departments, while supporting desktop and mobile signing on Windows, macOS, iOS, and Android.
Security and compliance snapshot
Encryption:
Data protection:
SOC 2 Type II:
ISO 27001:
HIPAA:
Legal framework:
Real-world signing examples
Customer stories show how virtual signatures fit operational workflows in industries that need speed, traceability, and remote access.
Distribution operations
A technology distributor needed faster internal and external approvals across systems.
- Tech Data used signNow to improve service and speed to revenue.
The workflow reduced delay between document creation and completed approval, while keeping signatures tied to a controlled process that supported internal and external service goals.
Real estate
A property team needed online execution for documents with compliance and mobility requirements.
- Martin Properties used signNow for mobile and offline signing.
The team processed documents online with built-in security and compliance, which helped them return signed forms efficiently without relying on in-person meetings or paper handling.
Best practices for reliable signing
A consistent process helps reduce disputes, support compliance, and make signed records easier to manage later.
Match authentication to risk
Clarify the request
Preserve the full record
Plan retention early
Risks of an incomplete workflow
Weak attribution
Missing consent
Incomplete audit trail
Retention gap
Rollout and retention timeline
This timeline combines launch milestones with retention and policy facts that matter after the first signature is sent.
Day 1:
Day 2:
Week 1:
7-day trial:
HIPAA retention:
UETA adoption:
ESIGN baseline:
Enterprise rollout:
What the audit trail records
The audit trail captures the technical evidence behind the signature, not the setup steps used to send the document.
Authenticate signer:
Log timestamps:
Create hashes:
Seal the record:
Save audit data:
Retrieve audit trail:
Vendor comparison at a glance
A short comparison helps show how signNow lines up with other major eSignature vendors on price and core signing features.
| signNow | DocuSign | Adobe Sign | PandaDoc |
|---|---|---|---|
| ESIGN and UETA support | Yes | Yes | Yes |
| Audit trail included | Yes | Yes | Yes |
| Starting price | $8/user/mo | $15/user/mo | $14/user/mo |
| Free trial | 7-day trial | Not verified | Not verified |
| Envelope cap | No cap | 100/yr | Not verified |
Pricing and plan features
Pricing data reflects verified annual-billing entry tiers and plan notes from the provided ground truth.
| 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-day trial | Not verified | Not verified | Not verified | Not verified |
| Bulk send | Yes, Business Premium | Not verified | Not verified | Not verified | Not verified |
| Audit trail | Included | Included | Included | Included | Included |
| HIPAA compliance | BAA required | Available | Available | Not verified | Not verified |
Troubleshooting and FAQ
These answers focus on plan limits, compliance needs, and recordkeeping issues that affect virtual signatures in U.S. workflows.
If a signer says the document was not received, check the delivery status in signNow and resend from the same workflow. Business and Business Premium plans include templates and signing requests, while the audit trail helps confirm whether the email was opened or the request was completed.
If you need HIPAA support, use a plan that can support a BAA and keep the signed record encrypted. signNow lists HIPAA support with a BAA requirement, and HIPAA retention rules call for 6 years from creation or last effective date, whichever is later.
If a document needs stronger evidence, use signer authentication beyond a simple email link. signNow supports workflows that can use stronger authentication, and ESIGN and UETA rely on intent and attribution, so the audit trail should show who signed and when.
If you need bulk sending, use Business Premium or higher. signNow lists bulk send in Business Premium, while the Business plan focuses on legally binding eSignatures, templates, mobile apps, and audit trails.
If a record must survive certificate changes, keep the completed PDF and audit trail together. signNow records signing activity, and long-term validation concepts such as PAdES LTV and timestamped records help preserve evidence after certificate expiration.
If a workflow must satisfy 21 CFR Part 11, use unique user IDs, secure audit trails, and time-stamped records. The regulation expects validated systems, unique signer identification, and records that cannot be altered without trace.
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