Software to Electronically Sign Documents with signNow
Award-winning eSignature solution
What software to electronically sign documents does
Software to electronically sign documents lets people sign contracts, forms, and approvals in digital form instead of printing and scanning paper. A sender uploads a file, adds signature fields, and routes it to one or more signers. Each signer reviews the document, confirms intent, and applies an electronic signature from a browser, mobile device, or app. The system then records the signing event, stores the completed file, and preserves an audit trail that shows who signed, when they signed, and what changed.
Why electronic signatures matter in the U.S.
It reduces paper handling, speeds approvals, and creates records that can be enforced under ESIGN and UETA when consent, attribution, and record retention are handled properly.
Common signing workflow pain points
Signers may miss fields or skip required steps if the document is not prepared with clear routing and validation rules. Weak identity checks can make it harder to prove who signed, especially for higher-risk agreements and regulated records. Poor document control can create version confusion, duplicate sends, or disputes over which file was actually signed. Missing retention rules can leave teams without the records needed for audits, litigation, or internal review.
Who uses electronic signature software
Business workflows
Teams use electronic signature software for contracts, approvals, disclosures, waivers, and consent forms across desktop and mobile workflows.
Document types
It fits onboarding packets, lease agreements, patient forms, tax documents, and internal approvals that need a clear signing record.
Real users who benefit from signNow
A director of NetSuite operations at Xerox uses signNow to route the right signatures on the right documents in the right format, tied to NetSuite workflows. This matters when approvals must stay aligned with ERP data and internal controls across departments and document types. A founder at Martin Properties uses signNow to execute leases and related forms online with built-in security and mobile access. That workflow helps real estate teams move rental paperwork faster when tenants, agents, and owners are not in the same place.
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Key features and benefits
The main value of electronic signature software is faster document handling with clearer records, fewer manual steps, and better control over approvals.
Workflow routing
Create signature requests, collect approvals, and track completion in one place. This reduces manual follow-up and gives teams a clear view of each document’s status from send to final file.
Templates
Use templates for repeat documents such as NDAs, onboarding forms, and lease packets. Templates help standardize fields, reduce setup time, and keep recurring documents consistent across teams.
Mobile signing
Send documents from a phone or tablet when work happens away from a desk. Mobile signing helps field teams, sales staff, and service workers complete approvals without returning to the office.
Audit trail
Capture signer intent, timestamps, and document history in a single record. That supports internal review, dispute handling, and evidence collection when a signed file needs to be verified later.
Form fields
Add fields for initials, dates, checkboxes, and text entry before sending. Structured fields reduce missing information and make it easier for signers to complete forms correctly the first time.
Access control
Control who can view, sign, or manage documents with role-based access. This helps limit exposure of sensitive records and keeps approval steps organized across departments.
How the signing flow works
The process follows a simple sequence from document preparation to final storage, with each action recorded for later review.
Prepare: Upload the document and add signature fields. Route: Send it to one or more signers. Sign: Each signer reviews and signs electronically. Complete: The system stores the completed record and audit trail.
Quick setup steps
Use a short setup sequence to prepare a file, assign signers, and finish with a signed record.
Upload:
Upload the file you want signed. Add fields:
Place signature and date fields. Set recipients:
Enter signer names and email addresses. Send:
Send the document for signature. Save:
Download or store the completed file.
Recommended workflow settings
A practical setup balances identity checks, recordkeeping, and retention rules for U.S. business and regulated workflows.
| Setting | Recommendation |
|---|---|
| Authentication method | SMS OTP for routine approvals |
| Signature type | SES for standard contracts |
| Audit trail | Enable time-stamped event logging |
| Document retention | 6 years for HIPAA records |
| Encryption | TLS 1.2/1.3 and AES-256 |
Platform and device requirements
Use a modern browser or mobile app to sign documents securely. Browser sessions should support TLS 1.2 or TLS 1.3, and mobile signing is available on iOS and Android for users who work away from a desktop.
Desktop browsers Chrome, Firefox, Safari, and Edge Operating systems Windows, macOS, iOS, and Android Mobile access signNow mobile apps on iOS and Android
For managed deployments, teams often pair browser access with SSO, API connections, and device policies that control who can sign, send, or administer documents. Regulated environments may also require retention controls, certificate-based workflows, or additional authentication for higher-risk records.
Security and compliance snapshot
Transport security:
Data encryption:
Security certification:
Information security:
Healthcare compliance:
Regulated records:
Real-world signNow examples
These examples show how signNow fits operational workflows where speed, access, and recordkeeping matter.
Distribution operations
A technology distributor needed faster internal and external approvals across teams and customers.
- Tech Data used signNow to improve speed to revenue.
The workflow reduced delays in customer service and supported faster document turnaround across internal and external approvals.
Real estate
A real estate founder needed online execution for property paperwork with security and mobile access.
- Martin Properties processed documents online with compliance and built-in security.
The team completed forms without paper handling, while keeping a signed record available on mobile and offline workflows.
Best practices for reliable signing
A few setup choices can make electronic signing easier to manage, easier to audit, and easier to defend later.
Standardize repeat documents
Align identity checks to risk
Set record retention by policy
Verify the audit trail
Vendor feature comparison
A short comparison helps place signNow alongside other major eSignature vendors on core compliance and workflow features.
| signNow | DocuSign | Adobe Acrobat Sign | PandaDoc |
|---|---|---|---|
| ESIGN and UETA | Yes | Yes | Yes |
| Audit trails | Yes | Yes | Yes |
| HIPAA support | Yes | Yes | Yes |
| Envelope cap | No cap | 100/user/year | Not verified |
Rollout and retention timeline
This timeline combines early rollout milestones with retention and policy facts that affect U.S. document workflows.
Day 1:
Day 2:
Week 1:
7-day trial:
HIPAA retention:
Finance records:
FDA records:
UETA adoption:
Risks of poor eSignature controls
Weak attribution
Missing audit trail
Recordkeeping failure
Signing dispute
What the audit trail records
An audit trail preserves the signing sequence so teams can review identity, timing, and file integrity later.
Signer authentication:
Timestamp capture:
Document hashing:
Tamper-evident sealing:
Event logging:
Retrieval and export:
Pricing and plan snapshot
Pricing varies by vendor and plan tier, so this snapshot focuses on verified entry pricing and a few practical plan features.
| 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 available | BAA available | BAA available | Not verified | Not verified |
FAQ and troubleshooting
These answers focus on plan limits, compliance needs, and recordkeeping questions that arise during real signing workflows.
signNow Business includes legally binding eSignatures, audit trails, templates, and mobile apps. If you need bulk send, the Business Premium plan adds it, while Enterprise adds advanced signer authentication and formula fields.
signNow supports ESIGN and UETA compliance with audit trails and signer authentication. For healthcare records, HIPAA use requires a BAA, and signed records should be retained for 6 years under 45 CFR §164.530(j)(2).
The free trial lasts 7 days and does not require a credit card. If a workflow needs more than trial access, move to a paid plan before sending production documents.
signNow supports unlimited users on all paid plans. That helps teams add reviewers, senders, and approvers without buying separate seats for every occasional user.
For higher-assurance signing, use stronger authentication such as SMS OTP or ID verification. Under eIDAS, QES requires a qualified certificate and a qualified signature creation device.
If a completed file is disputed, the audit trail records signer activity, timestamps, and document history. That evidence helps support attribution and integrity under ESIGN, UETA, and FRE Rule 901.
Key performance indicators that demonstrate SignNow's proven track record.