How to Put a Signature Online with signNow

Award-winning eSignature solution

What it means to put a signature online

Putting a signature online means signing a document electronically instead of printing, signing by hand, and scanning it back. In practice, the signer opens a document, reviews it, and applies an electronic signature through a browser or mobile app. signNow records the signing event, captures identity and timing details, and preserves the document in a tamper-evident format. For U.S. transactions, this supports faster turnaround, remote signing, and a clear record of intent without changing the underlying agreement process.

Why online signatures matter

Online signatures reduce paper handling, shorten approval cycles, and support enforceability under ESIGN and UETA when consent, intent, and record retention are handled correctly.

Why teams look for DocuSign alternatives

Frequent signing pain points

Signers may hesitate if the workflow does not clearly show what they are approving.
Weak identity checks can make it harder to attribute the signature to one person.
Missing audit details can create disputes about when, where, or how signing occurred.
Poor retention practices can leave signed records unavailable when they are needed later.

Business use

Teams use online signatures for leases, approvals, disclosures, and consent forms across remote and in-office workflows.

Document types

They also fit regulated records, including healthcare forms, education permissions, finance approvals, and legal agreements.

Real users and workflows

Real estate operations teams use signNow to send leases, rental applications, and closing documents without waiting for in-person meetings. The workflow helps brokers and property managers keep transactions moving while preserving a clear signing record for each party involved.
NetSuite operations leaders and enterprise back-office teams use signNow to route approvals through connected systems. Xerox’s director of NetSuite operations noted the flexibility to get the right signatures on the right documents in the right formats through the NetSuite integration.

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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.

Browser signing

Create a signing flow that lets people review and sign from a browser or mobile device, reducing delays from printing, scanning, and email follow-up.

Audit visibility

Track each action with timestamps and document history so teams can verify who signed, when they signed, and what changed.

Reusable templates

Use templates for repeat documents to keep fields, routing, and signer order consistent across recurring agreements.

Mobile access

Collect signatures on phones and tablets so field teams can complete approvals away from a desk.

Flexible routing

Route documents in sequence or in parallel to match approval order for legal, HR, finance, and operations workflows.

Secure records

Store signed files in a tamper-evident format that supports later review and internal recordkeeping.

Connected workflows and systems

Connected systems move documents into signing workflows, keep records aligned, and reduce duplicate data entry across business tools.

How online signing works

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

Prepare: The sender uploads a document and places signature fields.
Deliver: The signer receives a secure link and reviews the file.
Sign: The signer completes the signature and any required fields.
Record: signNow stores the completed record with a full history.

Quick steps to sign online

Use a short workflow to prepare, send, and complete an electronic signature.

Upload:
Upload the document you want signed.
Place fields:
Add signature, date, and text fields.
Add recipients:
Enter signer names and email addresses.
Send:
Send the document for signature.
Save:
Download or store the completed file.

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

Device and browser support

Online signing works in modern browsers and on mobile devices with secure internet access and current app support.

Browsers Chrome, Firefox, Safari, and Edge.
Operating systems Windows 10+, macOS, iOS, and Android.
Mobile apps signNow iOS and Android apps.

For enterprise use, managed devices, SSO, and API access help standardize deployment across departments. Keep browsers updated, confirm mobile app versions, and align device policies with retention and authentication requirements for regulated records.

Security and compliance safeguards

Transport security:

TLS 1.2/1.3 in transit

Stored data:

AES-256 at rest

Independent controls:

SOC 2 Type II available

Security management:

ISO 27001 certified

Healthcare readiness:

HIPAA support with BAA

Legal framework:

ESIGN and UETA aligned

Real estate

A real estate team needed faster lease execution across remote offices and field staff.

Tim Martin, founder of Martin Properties, used online signing for document execution.
He noted mobile and offline access helped keep forms moving.

The workflow supported 100% compliance and built-in security while reducing paper handling and helping parties return signed forms efficiently.

Enterprise operations

An enterprise operations team needed the right signatures routed through connected systems.

Kodi-Marie Evans, director of NetSuite operations at Xerox, relied on the NetSuite integration.
The team matched signatures to document format and approval path.

The integration helped Xerox route the right signatures to the right documents in the right formats, which improved process control and reduced manual handling.

Practical habits for reliable signing

A few setup choices can make online signing easier to defend, review, and manage over time.

Match routing to approval order

Use a signer order that matches the approval chain, and keep it consistent for recurring document types. Clear routing reduces confusion, prevents missed approvals, and makes it easier to explain the process to internal teams and outside signers.

Right-size authentication

Collect only the identity checks needed for the document’s risk level. For routine agreements, a lighter method may be enough, while healthcare, finance, or high-value transactions may need stronger authentication and a more detailed audit record.

Standardize repeat documents

Keep templates clean and field placement precise. Reuse approved forms for leases, consent forms, and standard agreements so each new send starts from a controlled version with the same required fields, signer roles, and retention expectations.

Define retention early

Set retention and access rules before sending the first document. Make sure completed files, audit trails, and related records stay available for the period required by company policy, HIPAA, or another governing rule.

Risks of a weak signing process

Missing audit trail

Document dispute

No signer intent

Unenforceable record

No BAA

HIPAA violation

Weak authentication

Evidence gap

Authentication:

Records the signer’s identity check and access method.

Timestamp capture:

Captures UTC timestamps for each signing event.

Document hashing:

Hashes the document before and after signing.

Tamper seal:

Seals the file so later edits are detectable.

Event log:

Stores the event history with signer actions and order.

Export:

Exports the audit trail for review or evidence.

Day 0:

Set up the account, templates, and signer roles.

Day 1:

Send the first document and confirm delivery tracking.

Week 1:

Onboard the core team and review routing rules.

7-day trial:

Free trial ends after 7 days.

HIPAA retention:

Keep signed PHI records for 6 years per 45 CFR §164.530(j)(2).

21 CFR Part 11:

Maintain secure, time-stamped records for regulated FDA workflows.

ESIGN and UETA:

Keep evidence of consent, intent, and record integrity.

Ongoing:

Review access, retention, and authentication settings regularly.

signNow	DocuSign	Adobe Sign	PandaDoc
ESIGN and UETA	Yes	Yes	Yes
Audit trail	Yes	Yes	Yes
Envelope cap	Unlimited	100/year	Not verified
Starting price	$8/user/mo	$15/user/mo	$14/user/mo

	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	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

FAQ and troubleshooting

These answers cover plan limits, compliance needs, and recordkeeping questions that affect online signatures.

signNow Business starts at $8/user/mo billed annually. It includes legally binding eSignatures, audit trails, templates, mobile apps, ISO 27001, SOC 2, and GDPR support.

signNow offers a 7-day free trial with no credit card required. Trial access is useful for testing document flow, signer experience, and basic team setup before purchase.

For HIPAA workflows, signNow supports BAA-backed use. HIPAA also requires unique user identification, integrity controls, person authentication, and audit controls under 45 CFR §164.312.

For 21 CFR Part 11 use, signNow supports secure audit trails, timestamps, and access controls. Regulated workflows still need validation and documented procedures from the organization.

signNow’s Enterprise and Site License options add advanced controls such as stronger authentication, SSO, full API access, and add-ons for regulated use cases.

If a document needs stronger evidence, use the audit trail and completed PDF record together. Under ESIGN and UETA, attribution and intent matter, and signNow preserves both in the transaction history.

28M+Documents signed

13+Years in business

4.6/5Average G2 rating