How to Make Online Signature with signNow
Award-winning eSignature solution
What an online signature is
An online signature is an electronic way to sign a document from a browser, phone, or app instead of printing and scanning. In signNow, a sender uploads a file, places signature and form fields, and sends it to one or more signers. Each signer reviews the document, completes required fields, and signs with a drawn, typed, or uploaded signature. The platform then records the signing event, creates an audit trail, and stores the completed file for later review or download.
Why online signatures matter
Online signatures reduce paper handling, speed up approvals, and help teams keep a clear record of consent. Under ESIGN and UETA, an electronic signature can be enforceable when intent, consent, and attribution are captured, and signNow supports that workflow with audit trails and signed records.
Common online signature issues
Signers may abandon the process if the document is hard to read on mobile screens. Missing identity checks can weaken attribution when a signature is later questioned. Poor field placement can cause signers to skip required initials, dates, or approvals. Weak recordkeeping can make it harder to prove who signed, when, and what changed.
Who uses online signatures
Real estate
Real estate teams send leases, disclosures, and rental applications for faster turnaround.
Healthcare
Healthcare staff collect patient forms, consent documents, and HIPAA-related acknowledgments on desktop or mobile.
Typical users and use cases
A director of NetSuite operations at Xerox uses signNow to route documents through the right approval path and keep signatures aligned with system records and document formats. The workflow matters when teams need control across finance, operations, and customer-facing processes without manual rework. A founder at Martin Properties uses signNow to execute property documents online with compliance and built-in security. That kind of workflow fits lease packets, rental forms, and other time-sensitive real estate documents that need signing from office, home, or mobile devices.
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Key features for online signatures
signNow supports a straightforward signing workflow with controls that help teams send, sign, track, and store documents efficiently.
Field placement
Place signature, date, and text fields exactly where they belong, so signers complete the document without confusion or extra back-and-forth.
Routing order
Send one document to multiple signers in the right order, which helps teams manage approvals and acknowledgments without manual tracking.
Audit trail
Capture signer activity in a time-stamped record that supports review, dispute handling, and internal audit needs.
Reusable templates
Use templates for repeat documents, such as leases, consent forms, and vendor agreements, to reduce setup time and formatting errors.
Mobile signing
Sign on desktop or mobile with a browser-based flow, which helps people complete documents without printing or scanning.
Status tracking
Track completion status in one place, so senders can see what is signed, pending, or declined.
How the signing flow works
The signing process follows a simple sequence from document preparation to completed record storage.
Prepare file: Upload the document and add signing fields. Assign recipients: Enter signer details and set the order. Deliver request: Send the request and notify signers. Finish and save: Collect signatures and store the completed record.
Quick steps to create a signature
Use a short setup sequence to prepare, send, and complete an online signature request.
Upload document:
Upload a PDF or document file. Place fields:
Add signature, date, and text fields. Add recipients:
Enter signer emails and set order. Send request:
Send the document for signature. Save record:
Download or store the completed file.
Recommended workflow settings
Set the signing workflow to balance identity assurance, recordkeeping, and retention requirements for U.S. business documents.
| Setting | Recommendation |
|---|---|
| Authentication method | SMS OTP for higher assurance |
| Signature type | SES for general business use |
| Audit trail | Enable time-stamped event logs |
| Document retention | 6 years for HIPAA records |
| Encryption | TLS 1.2/1.3 in transit, AES-256 at rest |
Browser and device requirements
signNow works in modern browsers on desktop and mobile devices, with secure connections and app support across major operating systems.
Desktop browsers Chrome, Firefox, Safari, and Edge Operating systems Windows 11, macOS, iOS, and Android Mobile devices iPhone, iPad, and Android phones
For regulated workflows, managed devices, current browser versions, and controlled access policies help preserve document integrity. Teams that use SSO, API access, or compliance-heavy workflows should also align device settings, retention rules, and authentication methods with internal policy before rollout.
Security and compliance safeguards
Transport security:
Storage encryption:
SOC 2 Type II:
ISO 27001:
HIPAA:
Legal compliance:
Real-world signing examples
These examples show how signNow fits document-heavy work in operations, real estate, and customer-facing teams.
Operations workflow
A NetSuite operations leader needed signatures to follow system-driven document formats and approval paths.
- Xerox used signNow with NetSuite integration.
- Right document, right format, right signer.
The team kept document routing aligned with business systems, which reduced format errors and helped signatures reach the right people faster.
Real estate signing
A real estate founder needed to execute property documents online while keeping compliance and security in place.
- Martin Properties handled documents online.
- Mobile and offline signing supported field work.
The workflow supported remote execution of property documents and helped maintain a secure record for time-sensitive transactions across office and mobile use.
Best practices for reliable signing
A careful setup makes online signatures easier to complete, easier to verify, and easier to store for later review.
Label every field clearly
Match authentication to risk
Review templates before sending
Set retention by rule
Rollout and retention timeline
This timeline combines rollout milestones with retention and policy facts that affect document handling after signing.
Day 1:
Day 2:
Week 1:
7-day trial:
HIPAA retention:
UETA adoption:
Business plan:
Enterprise review:
Risks of poor signature handling
Weak attribution
Missing audit trail
No BAA
Unclear signer intent
What the audit trail records
The audit trail captures the technical record behind each signature event, from identity checks to exportable evidence.
Signer authentication:
Timestamp capture:
Document hashing:
Tamper-evident sealing:
Audit log storage:
Trail retrieval:
Vendor comparison at a glance
The table compares a few practical features that affect online signature workflows across leading vendors.
| signNow | DocuSign | Adobe Sign | PandaDoc |
|---|---|---|---|
| Legally binding eSignatures | Yes | Yes | Yes |
| Audit trail included | Yes | Yes | Yes |
| Starting price | $8/user/mo | $15/user/mo | $14/user/mo |
| Envelope cap | No cap | 100/user/year | Not verified |
Pricing and plan features
Pricing reflects verified entry-level annual billing data and selected plan features that affect signing workflows.
| 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 | Not verified | Not verified |
| Audit trail | Included | Included | Included | Included | Included |
| HIPAA compliance | BAA available | BAA available | BAA available | Not verified | Not verified |
FAQ and troubleshooting
These answers focus on plan features, recordkeeping, and compliance points that affect online signature workflows in U.S. business settings.
signNow Business includes legally binding eSignatures, audit trails, templates, and mobile apps. If a signer cannot complete a document, check field placement, recipient order, and browser compatibility before resending.
signNow supports HIPAA workflows when a BAA is in place. If a healthcare document needs retention, keep signed records for 6 years under 45 CFR 164.530(j)(2) and preserve the audit trail with the file.
The Business Premium plan adds bulk send, which helps when the same form must go to many recipients. If bulk distribution is unavailable, confirm the plan level before creating the send list.
signNow records signer activity in an audit trail that supports ESIGN and UETA evidence. If a signature is disputed, export the completed document and event history to show time stamps and signer actions.
Enterprise adds advanced signer authentication, while Site License can add SSO and full API access. If access control is the issue, review the plan’s authentication options and user provisioning settings.
For FDA-regulated records, 21 CFR Part 11 requires secure audit trails, validation, and unique signer identification. If your workflow is regulated, confirm that the process includes two-factor authentication and retained history before use.
Key performance indicators that demonstrate SignNow's proven track record.