Should You Use a Digital Signature With signNow
Award-winning eSignature solution
What a digital signature is
A digital signature is a cryptographic way to sign an electronic document and prove who signed it and whether the file changed after signing. It uses public key infrastructure, or PKI, to bind a signer’s identity to the document with a private key and a verifiable certificate. When someone signs, the system creates a hash of the file, encrypts that hash, and stores signature data, timestamps, and audit details so the record can be checked later.
Why digital signatures matter
Digital signatures reduce paper handling, speed approvals, and create stronger evidence of intent. Under ESIGN and UETA, they can be legally enforceable when attribution, consent, and record integrity are preserved.
Common digital signature pitfalls
Signer identity can be disputed if authentication is weak or the audit trail is incomplete. Documents may lose evidentiary value when timestamps, IP data, or version history are missing. Regulated workflows can fail when retention, access control, or BAA requirements are not set. Users may confuse a drawn signature with a cryptographic digital signature and choose the wrong process.
Who uses digital signatures
Real estate
Real estate teams use digital signatures for leases, disclosures, and closing packets that need fast turnaround.
Healthcare
Healthcare organizations use them for intake forms, consent records, and HIPAA-covered authorizations.
Typical signNow users
Teams like Martin Properties use signNow to execute leases and rental paperwork online, including mobile signing for field work and remote tenants. The workflow helps keep approvals moving without in-person meetings while preserving compliance records and signed copies for later review. Operations leaders at companies such as Xerox use signNow with NetSuite to route the right documents to the right people in the right format. That matters when finance, procurement, and customer operations need controlled approvals, faster turnaround, and fewer manual handoffs.
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Key signNow capabilities
signNow combines signing, tracking, and workflow controls that fit U.S. business, healthcare, legal, and finance document processes.
Core signing
Create legally binding eSignatures with audit trails, templates, and mobile apps that keep routine approvals moving across desktop and phone.
Audit trail
Track every action with timestamps and document history so reviewers can see who signed, when, and what changed.
Templates
Use reusable templates to standardize recurring forms, reduce setup time, and keep document fields consistent across teams.
Mobile access
Send signing requests from mobile devices so field teams, clients, and patients can complete documents without a desktop.
Signing order
Apply role-based signing order to route documents in sequence when approvals must happen in a specific order.
Compliance support
Support regulated workflows with HIPAA, SOC 2 Type II, ISO 27001, and ESIGN-aligned controls.
How digital signing works
The signing flow follows a simple sequence from document preparation to completed, verifiable record storage.
Prepare file: Upload or create the document in signNow. Set recipients: Add signers, fields, and signing order. Request signatures: Send the request and collect signatures. Finalize record: Store the completed file with audit data.
Quick setup steps
Use a short setup process to prepare, route, and send documents for signature.
Upload document:
Choose a document and upload it to signNow. Add fields:
Place signature, date, and text fields where needed. Assign signers:
Enter signer emails and set the signing order. Send for signing:
Review the document, then send it for signature.
Recommended workflow settings
Set authentication, retention, and encryption controls to match the document type and regulatory exposure.
| Setting | Recommendation |
|---|---|
| Authentication method | SMS OTP for routine approvals |
| Signature type | SES with PKI for higher assurance |
| Audit trail | Enable full event logging |
| Document retention | 6 years for HIPAA records |
| Encryption | TLS 1.2/1.3 and AES-256 |
Platform requirements
signNow works in modern browsers and mobile apps, with secure connections over TLS 1.2 or TLS 1.3.
Desktop browsers Chrome, Firefox, Edge Apple devices Safari on macOS and iOS Android devices Android app and mobile web
For enterprise deployments, managed Windows and macOS devices, SSO provisioning, API access, and retention controls help align signNow with internal IT and compliance policies. Mobile signing is supported on iOS and Android, which helps field teams and remote reviewers complete documents without switching devices.
Security and compliance
Encryption:
Storage protection:
SOC 2 Type II:
ISO 27001:
HIPAA:
Legal framework:
Real-world signNow examples
Customer stories show how teams use signNow to reduce delays, support compliance, and keep document work moving across locations.
Finance operations
A finance operations team needed faster contract turnaround without losing control over approvals.
- Tech Data used signNow to improve speed to revenue.
The team reduced manual routing and kept external approvals moving with a controlled digital workflow that supported faster customer service and internal coordination.
Real estate
A property management team needed online execution for leases and related documents.
- Martin Properties processed documents online with mobile access.
The workflow supported remote signing, built-in security, and efficient document return, which helped the team handle property paperwork without relying on in-person meetings.
Best practices for digital signatures
A clear policy helps teams choose the right signature method, preserve evidence, and keep records usable later.
Match authentication to risk
Preserve complete evidence
Choose the right signature tier
Define retention and protection
FAQ and troubleshooting
These answers focus on plan features, compliance requirements, and recordkeeping issues that affect digital signature use in the U.S.
signNow Business includes legally binding eSignatures, audit trails, templates, and mobile apps. For HIPAA workflows, use a BAA and keep retention aligned with 45 CFR §164.530(j)(2).
signNow supports ESIGN and UETA-compliant signing when the signer’s intent, consent, and attribution are captured. A complete audit trail helps support enforceability in U.S. disputes.
For HIPAA-covered records, signNow can be used when a BAA is in place and access controls, audit controls, and integrity controls are configured under 45 CFR §164.312.
The Business Premium plan adds bulk send, while Enterprise adds advanced signer authentication and integrations. If you need higher control, compare the plan features before rollout.
signNow records timestamps, signer actions, and document history. If you need stronger evidentiary support, keep the completed PDF and audit data together for review or export.
For regulated records, use the retention period required by the governing rule. HIPAA signed documents containing PHI must be kept 6 years from creation or last effective date, whichever is later.
Vendor feature comparison
A short comparison helps show how signNow lines up with other major eSignature vendors on core U.S. signing needs.
| signNow | DocuSign | Adobe Sign | Criteria |
|---|---|---|---|
| ESIGN and UETA | Yes | Yes | Yes |
| Audit trails | Yes | Yes | Yes |
| Mobile signing | Yes | Yes | Yes |
| Envelope limits | No cap | 100/year | Not verified |
Rollout and retention timeline
A short rollout timeline helps teams launch signing workflows while keeping retention and policy rules visible from the start.
Day 1:
Day 2:
Week 1:
7-day trial:
HIPAA retention:
ESIGN recordkeeping:
Enterprise rollout:
Regulated review:
Risks of poor implementation
Weak attribution
Incomplete logs
Missing BAA
Poor consent capture
What the audit trail records
The audit trail captures technical evidence that supports attribution, integrity, and later review of the signed record.
Signer authentication:
Timestamp capture:
Document hashing:
Tamper-evident sealing:
Audit record storage:
Audit-trail export:
Pricing and plan comparison
Pricing varies by plan tier, billing cycle, and compliance features, so the table below uses verified entry-level data.
| 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 | 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 |
Key performance indicators that demonstrate SignNow's proven track record.