Client Details
Full legal name, any DBA, entity type, and industry classification; used for conflicts checks and legal identity validation in downstream documents.
Accurate client identification reduces onboarding delays, prevents misdirected legal notices, and supports anti-money laundering and conflict-of-interest checks. It helps ensure enforceability of subsequent agreements under ESIGN (15 U.S.C. §7001) and UETA where applicable by documenting signer identity, intent, and consent to electronic records.
Standardizing the process reduces repetitive requests for the same data and supports efficient digital workflows and secure eSignature capture.
An individual with authority to bind the client entity (officer, manager, or person with written delegation). Confirm corporate authorization documents or power of attorney when applicable; mismatches can invalidate agreements.
An attorney or designated firm staff member with delegated authority to accept or countersign on behalf of the law firm. Maintain internal signatory logs and role-based access controls for auditability.
Full legal name, any DBA, entity type, and industry classification; used for conflicts checks and legal identity validation in downstream documents.
Primary address, mailing address, email, and phone numbers; include physical address for service and a verified email for eSignature delivery.
ID type, number (last four digits preferred for privacy), issuing state/country, and expiration date; record method of verification used.
Signer title, basis for signature (officer, agent, power of attorney) and reference to corporate resolution or POA when applicable.
Consent to electronic records and signatures documented per ESIGN; consumer-facing matters require specific ESIGN consumer disclosure before eSign.
Notes on documents reviewed (ID copy, utility bill), date verified, verifier name, and any multi-factor authentication used during eSignature.
| Field | Configuration |
|---|---|
| Require ID Upload | Enabled |
| Authentication | Email + optional SMS code |
| Consent Capture | ESIGN disclosure required |
| Retention Mode | PDF/A with audit certificate |
Confirm the vendor supports HIPAA BAA if handling protected health information and offers exportable audit trails for compliance.
Provide upon payer request; no fixed deadline
Recipient and IRS due Jan 31 each year
Keep for 3 years after hire or 1 year after termination, whichever later
Form 1040 due April 15 (Oct 15 extension available)
Due April 15 with automatic extension to Oct 15
| Aspect | Electronic Signature | Digital Signature |
|---|---|---|
| Definition | any electronic mark | pki-based cryptographic seal |
| Legal Acceptance | esign/ueta accept | accepted where required |
| Technical Basis | audit trail records | x.509 certificate |
| Non-repudiation | depends on evidence | strong cryptographic proof |
| 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 | Yes, 7-day trial | Yes | Yes | Yes | Yes |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |