Software to Sign a PDF for Secure eSignatures

Award-winning eSignature solution

What software to sign a PDF does

Software to sign a PDF is a digital tool that lets people add an electronic signature to a PDF without printing, scanning, or mailing paper. In a U.S. workflow, the sender uploads the file, places signature fields, and sends it to one or more signers. Each signer reviews the document, completes any required fields, and signs on a browser or mobile device. The system then records the action, stores the signed PDF, and preserves an audit trail that shows who signed, when they signed, and what changed.

Why PDF signing software matters

It speeds approvals, reduces paper handling, and creates a record that supports enforceability under ESIGN and UETA when consent, intent, and attribution are documented.

Why teams look for DocuSign alternatives

Common PDF signing issues

Signers may miss required fields, which delays completion and creates avoidable back-and-forth for the sender.
Weak authentication can make it harder to attribute the signature to the right person later.
Poor document version control can leave teams unsure which PDF was actually signed.
Missing retention rules can make it difficult to produce records during audits or disputes.

Business workflows

Teams use it for lease agreements, onboarding forms, approvals, and customer contracts that need fast turnaround.

Remote signers

It fits remote signers, mobile review, and documents that need a clear record of consent and identity.

Typical users and personas

Real estate operations teams use signNow to send leases, addenda, and rental applications from the office or the field. The workflow fits fast-moving transactions where multiple parties need to sign in sequence and keep a clear record for closing files and tenant records.
NetSuite operations leaders, like Xerox’s director of NetSuite operations, use signNow to route the right documents to the right signers in the right format. That matters when approvals depend on system data, role-based routing, and consistent handling across finance, operations, and customer-facing teams.

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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.

Templates

Create reusable templates for recurring PDFs, so teams can send the same forms with fewer manual steps and less formatting work.

Mobile signing

Collect signatures on desktop or mobile, which helps signers finish documents without printing, scanning, or installing extra software.

Audit trail

Track every action in a detailed audit trail, giving teams a record of views, signatures, timestamps, and document changes.

Signer verification

Use signer authentication options to support attribution and reduce uncertainty about who completed the signature.

Signing order

Route documents in order, so each signer receives the PDF at the right time and approvals move forward cleanly.

Document storage

Store signed PDFs in one place, making it easier to retrieve records for audits, customer service, or internal review.

Connected systems for PDF signing

Connected systems move PDFs, signer data, and completed records between business tools, so approvals stay tied to the systems teams already use.

How PDF signing works

The signing flow is straightforward: prepare the PDF, send it, collect signatures, and preserve the completed record for future reference.

Prepare the file: Upload the PDF and place signature fields where each signer must act.
Assign signers: Add recipients and set the signing order if approvals must happen sequentially.
Deliver for signing: Send the document and let recipients review it on web or mobile.
Capture the record: Store the completed PDF with its audit trail for later retrieval and review.

Quick steps to sign a PDF

Use a short workflow to prepare, send, and complete PDF signatures without adding extra process steps.

Upload:
Upload the PDF and check the pages before sending.
Place fields:
Add signature, date, and initial fields where needed.
Add recipients:
Enter recipient emails and choose the signing order.
Send:
Send the document and monitor completion status.
Save:
Download or store the signed PDF after completion.

Setting	Recommendation
Authentication method	SMS OTP for higher-risk documents
Signature type	Electronic signature with clear intent
Audit trail	Enable full event logging
Document retention	6 years for HIPAA records
Encryption	TLS 1.2/1.3 and AES-256

Platform requirements for PDF signing

PDF signing works in modern browsers and on mobile devices, with secure connections and device support across major operating systems.

Browser support Chrome, Firefox, Safari, and Edge.
Operating systems Windows 10+, macOS, iOS, Android.
Mobile access signNow mobile apps on iOS and Android.

For enterprise use, managed devices, SSO, and API access help standardize access across teams. Regulated workflows may also require retention controls, authentication policies, and certificate-based signing options depending on the document type and compliance framework.

Security and compliance

Encryption:

TLS 1.2/1.3 in transit

Storage protection:

AES-256 at rest

Controls:

SOC 2 Type II available

Management system:

ISO 27001 certified

Healthcare use:

HIPAA support with BAA

Legal framework:

ESIGN and UETA aligned

Real estate

A real estate team needs fast lease turnaround across mobile and desktop workflows.

Tim Martin at Martin Properties used signNow for online execution.
He noted 100% compliance and built-in security.

The workflow reduced paper handling and supported mobile signing, while keeping a clear record for property documents and approvals.

Operations

A technology operations team needs flexible routing for documents tied to NetSuite data.

Kodi-Marie Evans at Xerox described right signatures on the right documents.
The team used signNow with NetSuite integration.

The integration helped route documents in the correct format and improved consistency across internal processes and external approvals.

Best practices for PDF signing

A few process choices can make PDF signing easier to manage, easier to review, and easier to defend later.

Set signing order carefully

Use role-based routing for documents that need multiple approvals, so each signer receives the PDF in the correct order and with the right context.

Keep forms concise

Collect only the fields you need, because shorter forms reduce signer friction and lower the chance of incomplete submissions.

Align verification with risk

Match authentication strength to document risk, using stronger verification for sensitive agreements, regulated records, or high-value transactions.

Keep a retention policy

Retain signed PDFs and audit trails under a written policy, so records are available for audits, disputes, and internal review.

FAQ and troubleshooting

These answers focus on plan limits, compliance needs, and recordkeeping issues that affect PDF signing in U.S. workflows.

signNow Business includes legally binding eSignatures, audit trails, templates, mobile apps, and unlimited users. If you need bulk send, Business Premium adds it, while Enterprise adds advanced signer authentication and formula fields.

signNow supports HIPAA workflows when a BAA is in place. The HIPAA Security Rule expects unique user identification, audit controls, integrity controls, and person authentication for ePHI handling.

The Business plan starts at $8/user/mo billed annually. If you need SSO, full API access, or phone support, the Site License adds those options and can include HIPAA and 21 CFR Part 11 add-ons.

signNow records signer activity in a tamper-evident audit trail. For U.S. enforceability, ESIGN and UETA focus on intent and attribution, while the audit trail helps prove who signed and when.

A signed PDF can still be valid under ESIGN and UETA if the signer intended to sign and the record is attributable. For higher-assurance workflows, use stronger authentication and preserve the audit trail.

If you need 21 CFR Part 11 support, use controls such as unique user IDs, time-stamped audit trails, and retained document history. signNow’s regulated-workflow options are better suited to FDA predicate-rule records than basic consumer signing tools.

signNow	DocuSign	Adobe Sign	PandaDoc
Audit trail	Yes	Yes	Yes
HIPAA support	Yes	Yes	Yes
Starting price	$8/user/mo	$15/user/mo	$14/user/mo
Envelope cap	No cap	100/year	Not verified

Day 0:

Set up the workspace and prepare the first PDF for sending.

Day 1:

Send the first document and confirm signer access.

Week 1:

Onboard the team and review routing, templates, and retention rules.

7-day trial:

signNow offers a 7-day free trial with no credit card required.

HIPAA retention:

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

21 CFR Part 11:

Retain secure audit trails and document history for regulated records.

UETA adoption:

UETA has been adopted in 49 states, plus D.C., Puerto Rico, and the U.S. Virgin Islands.

Annual review:

Review authentication, retention, and access controls once per year.

Risks of ad hoc PDF signing

Missing intent

Enforceability dispute

Weak audit trail

Evidence gap

No retention policy

Compliance failure

Poor attribution

Identity challenge

Signer authentication:

Verify the signer with the chosen authentication method.

Timestamp capture:

Record the exact UTC time of each action.

Document hashing:

Generate a hash for the signed PDF.

Tamper-evident sealing:

Seal the file so later edits are detectable.

Audit log storage:

Store the event log with the completed document.

Audit-trail 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	Yes, Business Premium	Not verified	Not verified	Yes	Not verified
Audit trail	Yes	Yes	Yes	Yes	Yes
HIPAA compliance	BAA available	BAA available	BAA available	Not verified	Not verified

28M+Documents signed

13+Years in business

4.6/5Average G2 rating