Sign a PDF Online with SignNow
Award-winning eSignature solution
What signing a PDF online means
Signing a PDF online means applying an electronic signature to a PDF through a web or mobile workflow instead of printing, signing by hand, and scanning the file. In SignNow, the process usually includes uploading the document, preparing fields, adding recipients, collecting signatures, and saving the completed file with an audit trail. For U.S. transactions, the result can be legally valid under ESIGN and UETA when the signer intent, attribution, and record integrity are preserved.
Why online PDF signing matters
Signing a PDF online reduces paper handling, shortens approval cycles, and supports electronic records that can be enforceable under ESIGN and UETA when the signer intent and document integrity are preserved.
Key features for signed PDFs
SignNow combines signing, routing, verification, and recordkeeping features that fit U.S. business and compliance workflows.
Audit trail
Create signature requests, route them to the right people, and keep each completed PDF tied to a time-stamped event history. That record supports review, internal controls, and later evidence handling without forcing a paper workflow.
Mobile signing
Collect signatures from desktop and mobile devices, including iOS and Android apps. Signers can review, complete, and sign documents without installing a full desktop program, which helps remote teams and field workers finish documents faster.
Reusable templates
Use templates for frequent forms, agreements, and disclosures. Templates reduce repeated setup work, keep the same fields in every document, and make it easier for teams to send standardized PDFs with consistent routing and signer instructions.
Signer verification
Apply signer authentication steps such as SMS OTP or ID verification when a higher level of identity assurance is needed. Stronger verification matters for regulated records, sensitive agreements, and workflows that need clearer attribution.
Secure storage
Keep completed PDFs in an encrypted record system with retention controls. This helps organizations preserve signed files, maintain access control, and support retention schedules for records that must be stored for years.
Integrations
Connect SignNow to tools such as Salesforce, NetSuite, Microsoft 365, Google Workspace, Box, and Procore to move documents between systems without rekeying data. Integrations help reduce handoffs in CRM, ERP, storage, and project workflows.
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Quick steps to sign a PDF
Use this simple workflow to prepare, send, and store a signed PDF in SignNow.
Upload:
Upload the PDF and confirm the fields to fill or sign. Add recipients:
Add the signer emails and place each signature field. Order:
Set the signing order if multiple people must sign. Send:
Send the document and track completion in the dashboard. Archive:
Download the completed PDF and store it with records.
How the signing flow works
SignNow follows a simple document flow: prepare, route, sign, and archive, with the record preserved for later review.
Prepare the file: Upload the PDF and choose the fields that need signatures. Route for signature: Add recipients, decide the signing order, and send. Collect signatures: Signers open the document, complete fields, and sign. Complete and archive: Save the completed PDF with its audit trail and timestamps.
Identity checks and certificates
PKI trust:
Two-factor login:
High-assurance identity:
Assurance level:
eIDAS QES:
Signer binding:
What the audit trail records
The audit trail captures identity, timing, document integrity, and retrieval details for every signed PDF.
Signer authentication:
Timestamp capture:
Document hashing:
Tamper-evident sealing:
Event history:
Retrieval and export:
FAQ and troubleshooting
These answers cover plan limits, retention rules, security requirements, and evidence handling for signed PDFs in SignNow.
signNow Business starts at $8/user/mo billed annually, and all paid plans include unlimited users. Business Premium adds bulk send and kiosk mode, while Enterprise adds advanced signer authentication. If you need HIPAA workflows, sign a BAA before handling PHI.
EOSIGN and UETA support signed PDFs with audit trails as evidence of intent and attribution. If a court review is likely, keep the completed PDF, the event log, and signer consent records together so the transaction can be authenticated under FRE 901.
The 7-day free trial does not require a credit card. After the trial, choose Business, Business Premium, Enterprise, or Site License depending on volume, authentication needs, and whether you need SSO, API access, or usage-based invites.
For HIPAA-covered records, keep signed documents for 6 years under 45 CFR 164.530(j)(2). signNow can store audit trails and signed PDFs, but your retention policy should define where archived records live and who can delete them.
If you need bulk send, use Business Premium or higher. The Business plan includes core eSignature tools, templates, and mobile apps, but bulk sending is listed on Business Premium in signNow pricing and feature details.
If a signer cannot open the PDF, use a supported browser such as Chrome, Firefox, Safari, or Edge, or switch to the mobile app on iOS or Android. signNow supports desktop and mobile signing, including offline workflows in the app.
Record-keeping best practices
Use clear retention rules, export audit trails with each signed file, and store records in encrypted archives with controlled access.
Define retention by record class
Export the audit trail
Archive securely
Review schedules regularly
Who uses sign a pdf online
Legal teams
Legal teams use signed PDFs for NDAs, contracts, and disclosure packets with audit trails.
Healthcare staff
Healthcare staff use patient consent forms, intake packets, and HIPAA-covered records.
Business types that benefit most
Different company sizes use SignNow for different document volumes, approval paths, and compliance needs.
Solo law practices use SignNow for engagement letters, NDAs, and routine client forms because templates shorten turnaround, while the completed PDF retains a clear signing history that supports file management and later review during billing, intake, or dispute checks. Mid-sized healthcare groups use SignNow for intake packets, consent forms, and recurring patient documents because mobile signing, audit trails, and HIPAA-focused retention practices help staff move records through front office and billing without paper delays. Construction firms use SignNow for bids, change orders, and subcontractor agreements because field teams can sign on-site or from the office, and project managers can keep execution steps aligned with contract routing and archived records.
These tasks are executed by both individual contributors and centralized administrators depending on organizational policy and required controls.
Supported devices and browsers
SignNow works in modern browsers on desktop and mobile devices, and it uses secure TLS connections for online signing.
Desktop browsers Chrome, Firefox, Safari, and Edge Supported systems Windows, macOS, iOS, and Android Secure connection TLS 1.2 or TLS 1.3
For regulated or enterprise deployments, managed devices, SSO, API access, and certificate-based workflows can be added through higher-tier plans and integration settings. Organizations should also align retention policies, endpoint controls, and archive access with internal security rules and any applicable compliance framework.
Pricing and feature comparison
Updated from the verified 2026 pricing reference, this comparison focuses on legal and workflow features that matter for signed PDFs.
| Features | SignNow | DocuSign | Adobe Sign | PandaDoc | HelloSign |
|---|---|---|---|---|---|
| Plan / Feature | 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 |
Retention periods for signed records
Different records signed online follow different retention rules, so keep the governing regulation with each class of document.
6 years for HIPAA records
6 years for FINRA records
IRS recordkeeping period
SEC books and records
FERPA record retention
Key performance indicators that demonstrate SignNow's proven track record.