How can I do a digital signature

TL;DR

Use signNow to create, send for eSignature, and manage legally binding electronic signatures. You can upload documents, add fillable fields, authenticate signers, and track an auditable history. signNow supports web, mobile, and API workflows, meets ESIGN and UETA requirements, and includes enterprise-grade security certifications like SOC 2 and ISO 27001.

What a digital signature is

A digital signature is an electronic way to sign a document so the signer’s intent and the document’s integrity are clear — like writing your name in ink but done online. It uses secure processes to bind a person to a form, prevents content tampering, and creates a record of who signed and when. signNow provides tools to upload files, place signature and data fields, send documents for eSignature, and store completed records with a timestamped audit trail to meet common legal and business needs.

Why a digital signature matters

Use signNow when closing remote sales contracts or collecting employee onboarding signatures at scale. Electronic signatures speed processing, reduce paper handling costs, and support legal compliance under ESIGN and UETA while maintaining secure records for audits and retention requirements.

Common implementation challenges

• Verifying signer identity reliably across jurisdictions can require multi-factor authentication and stronger identity checks.
• Inconsistent document formatting or missing fields leads to rejected submissions and additional signer friction.
• Meeting sector-specific rules, such as HIPAA for health records, requires appropriate agreements and platform configuration.
• User adoption stalls when workflows lack clear instructions, templates, or mobile-friendly signing experiences.

Organizations and teams that use digital signatures

Businesses across real estate, healthcare, finance, legal, and education use eSignatures to streamline approvals and reduce physical paperwork.

• Real estate teams using eSignatures to send leases and closing documents quickly.
• Healthcare providers collecting patient consent forms and intake documents remotely.
• Finance departments sending invoices, tax forms, and approvals that require rapid turnaround.

Typical user profiles

IT Administrator

IT administrators configure single sign-on, manage API keys, and enforce security policies for eSignature workflows. They evaluate integration requirements and audit controls to ensure compliance, set retention rules, and coordinate with legal and compliance teams for platform-wide settings.

Business User

Business users prepare templates, place signature and data fields, and send documents for eSignature. They monitor completion status, resend reminders, and export signed records while relying on the platform to handle authentication and audit trails.

Security and compliance snapshot

Encryption: TLS 1.2/1.3 in transit, AES-256 at rest

SOC 2: SOC 2 Type II certified report

HIPAA: Compliant with BAA required

ESIGN and UETA: Meets US eSignature laws

ISO 27001: Information security certified

Accessibility: WCAG 2.0 Level AA

Risks of improper eSignature use

Legal Invalidity: Contracts may be unenforceable

Regulatory Fines: Potential monetary penalties

Data Breach: Exposes sensitive information

Audit Failure: Missing records cause issues

Operational Delays: Manual rework slows processes

Reputation Harm: Trust in transactions erodes

Real-world examples

Two customer stories illustrate practical signNow deployments and measurable results.

Optica Ventures LLC

The interface is simple and easy-to-use for our team.

• Quick template creation reduced manual edits.
• Customers complete more forms online with fewer support calls.

Leading to faster deal processing and improved customer satisfaction.

Xerox

AirSlate SignNow integrated with NetSuite to automate signature collection.

• Integration simplified document flow and reduced manual handoffs.
• Internal teams avoided repetitive uploads and saved processing time.

Resulting in smoother enterprise workflows and fewer lost documents.

Step-by-step eSignature process

Follow these practical steps to upload, prepare, and send a document for electronic signature using signNow.

• 01
  Upload Document: Sign in, click Upload, and choose your PDF or Word file from device or cloud storage.
• 02
  Add Fields: Open the editor, drag Signature and Text fields onto required lines and set field properties.
• 03
  Set Recipients: Enter signer emails, define signing order, and add authentication methods like access code.
• 04
  Send for Signature: Click Send, include message and reminders, and track progress from the dashboard until completion.

How the eSigning workflow flows

A concise flow shows how a document moves from draft to a signed, auditable record in signNow.

• Prepare Document: Upload, convert, and place fields in the editor.
• Assign Signers: Add recipient emails and define routing order.
• Authenticate Signers: Choose verification: email, access code, or 2FA.
• Finalize and Store: Collect signatures, lock file, and save audit trail.

Core signNow capabilities

signNow offers core features that support everyday eSignature needs across small teams and large organizations.

Fillable Templates

Create reusable, prefilled templates for common forms to reduce repetitive setup. Templates can include text, date, checkbox, and signature fields to speed recurring workflows across teams.

Audit Trail

Every signature action records metadata including timestamps, IP addresses, and authentication method. This built-in audit trail supports legal defensibility and internal compliance reviews for signed documents.

Bulk Send

Available on Business Premium and higher, bulk send distributes one document to many recipients with individualized fields, improving throughput for mass agreements and consent forms.

Mobile Signing

Mobile apps enable on-device signing and offline completion that syncs when online, ensuring signers can complete documents from tablets and phones without losing data.

Advanced platform features

For more complex requirements, signNow provides additional features that enable automation, integration, and stronger controls.

Integrations

Prebuilt connectors for Salesforce, NetSuite, Microsoft 365, Google Workspace, Box, and Procore accelerate document workflows.

Conditional Fields

Show or hide form fields based on signer responses to create dynamic, shorter forms for signers.

Payments

Collect payments during the signing process using integrated payment fields on Enterprise plans.

API Access

Full REST API enables document creation, sending, and status checks for embedded signing and automation.

SSO and SAML

Enterprise and Site License support single sign-on to centralize access control and user provisioning.

Advanced Authentication

Options include phone verification, access codes, and two-factor authentication for high-risk workflows.

Best practices for reliable eSignatures

Follow these practices to reduce errors and maintain compliant, efficient eSignature workflows across teams.

Confirm signer identity before sending

Use access codes, SMS verification, or two-factor authentication depending on document sensitivity. Tie the chosen authentication level to your internal risk policy and regulatory requirements to provide an adequate proof level for each transaction.

Use templates for repeatable forms

Build and test templates with required fields and validation rules to prevent missing information. Templates speed sending and reduce signer confusion while preserving consistent legal language across documents.

Enable audit trails and retention controls

Keep signed copies and event logs for the duration required by policy. Configure retention policies and export options to support audits and legal holds when necessary.

Train staff on common signer issues

Provide short internal guides on how to add signers, set field types, and troubleshoot email delivery or authentication issues to reduce helpdesk load.

Manage audit trails step-by-step

Maintain and review audit information using these focused actions to ensure records are defensible and complete.

01

Enable Audit Trail:

Turn on automatic logging for document events.

02

Review Timestamps:

Check event timestamps for signature validity.

03

Verify Signer Info:

Confirm signer email and authentication method.

04

Export Logs:

Download audit reports for compliance checks.

05

Secure Storage:

Store completed files in encrypted repositories.

06

Retention Settings:

Apply retention policies to signed records.

Common FAQs and troubleshooting

Answers to frequent problems when sending or signing documents using signNow, including plan differences and compliance notes.

• Signature not accepted by recipient
  Check field placement and required properties in the editor; ensure the recipient completes required fields. Confirm the signer used the provided link and authentication method. If problems persist, resend the document or regenerate the signing link from the dashboard.
• How to enable bulk send
  Bulk send is included on Business Premium and Enterprise plans. Upgrade your account if needed, prepare a template with recipient CSV, and use the bulk send feature to deliver personalized copies to many recipients simultaneously.
• Access code or 2FA issues
  If a signer cannot receive an access code, verify the phone number or email used. For two-factor failures, confirm the signer completes the second step within the session window and verify device compatibility and carrier restrictions.
• Where to find audit trails
  Open the completed document in signNow, then view History or Document Log to see full event metadata including timestamps, IPs, and authentication types. Export logs for audits or legal review if required.
• HIPAA compliance questions
  signNow supports HIPAA workflows with a signed BAA. Configure user permissions, enable encryption, and restrict access to protected health information per your internal policies and regulatory guidance.
• Integration troubleshooting tips
  For issues with Salesforce or NetSuite integration, verify API credentials, permission scopes, and endpoint configuration. Check the integration logs and contact platform support if error messages persist.

Supported platforms and devices

Access signNow via modern web browsers, native mobile apps, or programmatically through its API for embedded signing.

• Web Browsers: Chrome, Edge, Safari, Firefox
• Mobile OS: iOS and Android apps
• API: REST API for integrations

Typical workflow configuration

Common signNow setup settings and recommended initial configurations for reliable eSignature workflows.

Setting Name	Configuration
Reminder Frequency	48 hours
Signature Order	Sequential
Authentication Type	Access code
Storage Location	Cloud folder
Retention Period	7 years

Pricing and feature comparison

Data current as of 2026. Compare starting prices and key features across signNow and selected competitors for basic eSignature needs.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$8 ser/mo	$13/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	No free trial	Free trial avail.	Free trial avail.	Free trial avail.
Bulk Send	Available on Premium	Enterprise add-on	Available on higher plans	Available	Available
Audit Trail	Yes, included	Yes, included	Yes, included	Yes, included	Yes, included
HIPAA Compliant	Yes, BAA required	Yes, BAA available	Yes, BAA available	No standard BAA	BAA available
Envelope Cap	No cap	100 envelopes/year	No cap	No cap	No cap

Feature availability snapshot

Quick binary and capacity comparison between signNow, DocuSign, and Adobe Sign for commonly referenced capabilities.

Feature	signNow	DocuSign	Adobe Sign
Bulk Send
Envelope Cap	no cap	100 envelopes/year	no cap
API Access	full rest api	rest api	rest api
Advanced Auth Options	access code, 2fa	sms, 2fa	knowledge-based