Signature Process for SignNow: Workflow, Compliance, and Pricing

Award-winning eSignature solution

What the signature process means

The signature process is the sequence used to prepare, send, review, sign, and store a document with an electronic signature. In the U.S., it usually starts when a sender uploads a file, adds fields, and assigns signers. Each signer then receives a secure link, reviews the document, and signs it. The platform records identity checks, timestamps, and document activity so the final record can be tracked and verified later.

Why the signature process matters

A well-managed signature process reduces paper handling, speeds document turnaround, and creates a record that can support enforceability under ESIGN and UETA when consent, intent, and attribution are documented.

Why teams look for DocuSign alternatives

Common signature process issues

Signers may abandon the process when the document is hard to read, slow to load, or unclear about what needs signing.
Missing identity checks can make it harder to prove who signed and whether the signature was authorized.
Poor routing order can delay approvals when multiple people must sign in a specific sequence.
Weak recordkeeping can leave teams without a reliable audit trail, timestamps, or final signed copies.

Real estate

Real estate teams use the signature process for leases, disclosures, and rental applications.

Healthcare

Healthcare teams use it for intake forms, consent documents, and HIPAA workflows.

People who benefit most

At Optica Ventures LLC, COO Brian Fitzgibbons described the interface as simple for both staff and customers, which fits teams that send contracts, approvals, and onboarding forms to outside parties who need a low-friction signing experience.
At Xerox, Director of NetSuite Operations Kodi-Marie Evans highlighted the need to get the right signatures on the right documents in the right formats, which reflects operations teams managing routed approvals, system-connected workflows, and document control across departments.

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Intuitive UI and API. Sign and send documents from your apps in minutes.

Routing

Create signing workflows that route documents in order, collect signatures, and keep the process moving without manual follow-up.

Templates

Use reusable templates for recurring agreements, intake forms, and approvals to reduce repetitive setup work.

Audit trail

Track signer activity with timestamps, identity details, and document history for a clearer record of each transaction.

Mobile signing

Send documents from mobile devices so signers can review and complete forms without a desktop workflow.

Fillable fields

Add field types for initials, dates, checkboxes, and text entries to structure the signing experience.

Document storage

Store completed documents in a searchable format so teams can retrieve signed records when needed.

Connected systems for signature workflows

Connected systems move documents, signer data, and completed records between signNow and the tools teams already use every day.

How the signature process works

The signature process follows a simple sequence from document preparation to final storage and retrieval.

Prepare file: Upload the document and add signature fields.
Route document: Assign signers and set the signing order.
Deliver access: Send a secure signing link to each recipient.
Complete process: Collect signatures and store the completed record.

Quick steps to start signing

Use a short setup sequence to prepare, send, and finish the signature process.

Upload file:
Upload the document and check the fields.
Set recipients:
Add signers, dates, and approval steps.
Confirm flow:
Review the routing order before sending.
Start signing:
Send the document and monitor progress.
Save record:
Download or store the completed copy.

Setting	Recommendation
Authentication method	SMS OTP for remote signers
Signature type	SES for routine agreements
Audit trail	Enable full timestamp logging
Document retention	6 years for HIPAA records
Encryption	TLS 1.2/1.3 and AES-256

Platform requirements for signing

The signature process works across major browsers and mobile devices, with secure connections and app support for on-the-go signing.

Desktop browsers Chrome, Firefox, Safari, and Edge
Operating systems Windows, macOS, iOS, and Android
Mobile access signNow mobile apps on iOS and Android

For regulated teams, managed devices, access controls, and retention policies matter as much as browser support. signNow can fit desktop and mobile workflows, while enterprise deployments may also rely on SSO, API access, and controlled user provisioning.

Security and compliance controls

Encryption:

TLS 1.2/1.3 in transit

Data protection:

AES-256 at rest

Certification:

SOC 2 Type II available

Security standard:

ISO 27001 certified

Healthcare compliance:

HIPAA support with BAA

Legal compliance:

eIDAS, ESIGN, and UETA aligned

Operations workflow

A NetSuite-connected operations team needed the right signatures on the right documents without manual rework.

Kodi-Marie Evans, Director of NetSuite Operations at Xerox, described the format flexibility as important.

The workflow supported routed approvals and better document control across systems, which reduced format mismatches and helped teams keep signers aligned with the correct records.

Customer signing

A customer-facing business needed a simple way for outside parties to sign documents on desktop and mobile.

Brian Fitzgibbons, COO at Optica Ventures LLC, emphasized ease of use for both teams and customers.

The process stayed straightforward for recipients, which helped reduce friction during contract execution, onboarding, and other external signing tasks.

Best practices for signature workflows

A disciplined setup improves signer experience, record quality, and compliance readiness across routine and regulated workflows.

Set routing by role

Use role-based routing so each signer receives the document only when their step is due. This reduces confusion, prevents premature signing, and keeps approval chains aligned with internal policy.

Keep fields specific

Add only the fields each signer needs, and label them clearly. Clear instructions lower completion errors, shorten review time, and help recipients understand what action is required on each page.

Align authentication with risk

Match authentication strength to document risk. Use stronger verification for sensitive records, and keep the method consistent with your compliance obligations, internal controls, and the level of signer attribution you need.

Store records securely

Retain completed documents and audit trails in a controlled repository. Keep access limited, preserve timestamps and history, and make retrieval easy for legal, compliance, and operations teams.

FAQ about the signature process

These answers focus on signNow features, plan limits, and compliance points that affect signing workflows in the U.S.

If a signer cannot open the document, check the email link, browser session, and mobile app access. signNow supports desktop browsers and mobile apps, and the issue is often a blocked session or expired link rather than the signature record itself.

If you need HIPAA support, confirm that your account includes a signed BAA. signNow states HIPAA compliance with a BAA requirement, so the workflow should be set up before any PHI is handled.

If an audit trail looks incomplete, verify that document history, timestamps, and signer activity are enabled before sending. A complete audit trail is important for ESIGN, UETA, and evidentiary review.

If a team needs bulk sending, use a plan that includes it. signNow Business Premium includes bulk send, while the Business plan focuses on core eSignature workflows at $8/user/mo billed annually.

If a document must support FDA-regulated records, use controls that fit 21 CFR Part 11, including secure audit trails, unique user identification, and documented validation.

If recipients report signature errors on mobile, confirm the app version and device OS. signNow supports iOS and Android, and mobile signing is valid under ESIGN and UETA when intent and attribution are clear.

signNow	DocuSign	Adobe Sign	PandaDoc
Audit trail	Yes	Yes	Yes
HIPAA support	Yes	Yes	Yes
Mobile apps	Yes	Yes	Yes
Envelope cap	No cap	100/year	Not verified

Setup day:

Create the account, upload the file, and assign signers.

First send:

Send the document after fields and routing are checked.

Team onboarding:

Train users after the first live workflow is complete.

Free trial:

7-day free trial, no credit card required.

HIPAA retention:

6 years from creation or last effective date, per 45 CFR 164.530(j)(2).

UETA adoption:

49 states, D.C., Puerto Rico, and the U.S. Virgin Islands have adopted UETA.

Business plan:

$8/user/mo billed annually.

DocuSign cap:

100 envelopes per user per year.

Risks of an unmanaged signature process

Weak attribution

Document may be harder to enforce.

Incomplete history

Audit evidence may be challenged.

Missing BAA

HIPAA records may fail review.

Part 11 gaps

FDA records may be rejected.

Signer authentication:

Verify the signer through the selected authentication method.

Timestamp capture:

Capture the action time in UTC.

Document hashing:

Hash the document before and after signing.

Tamper-evident sealing:

Seal the record against later changes.

Audit log storage:

Store the event log with the signed file.

Audit export:

Export the audit trail for review or evidence.

	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	Business Premium	Not verified	Not verified	Not verified	Not verified
Audit trail	Yes	Yes	Yes	Yes	Yes
HIPAA compliance	BAA required	BAA available	BAA available	Not verified	Not verified

28M+Documents signed

13+Years in business

4.6/5Average G2 rating