How to do an electronic signature online

TL;DR

Use signNow to complete, sign, and manage documents electronically: upload or import files, add fillable fields, send for signature, and store securely with full audit trails and configurable authentication. signNow supports web, mobile, and API workflows, complies with ESIGN and UETA, and offers options for HIPAA and enterprise controls. This guide explains step-by-step setup, common use cases, security controls, templates, integrations, troubleshooting, and a vendor pricing snapshot for informed deployment.

What electronic signature means

An electronic signature lets a person sign a document using a computer, phone, or tablet instead of pen and paper. Imagine signing a lease by tapping your name on a phone instead of printing, signing, and returning a scanned page. eSignatures capture consent, provide a timestamped record, and can include identity checks so the signer can be verified. signNow is an eSignature platform that lets teams prepare forms, request signatures, and track completed documents while keeping the audit trail and security controls needed for legal and business records.

When and why to use it

Electronic signatures speed approvals, reduce paper handling, and create an auditable record that supports compliance like ESIGN and UETA. Use signNow to replace in-person signing for remote sales, HR onboarding, and recurring approvals to shorten cycle times and retain legally binding records.

Common eSignature challenges

• Verifying signer identity reliably across geographies can require multi-factor authentication and documentation checks to prevent fraud.
• Complex forms with conditional logic or many fields may need template design to avoid missing or misplaced inputs during signing.
• Integrating eSign workflows with legacy systems often requires API work and mapping document metadata between platforms.
• Managing international legal differences adds complexity when documents cross jurisdictions with disparate signature rules and evidence standards.

Who commonly uses eSignatures

Organizations across real estate, healthcare, finance, legal, and education use eSignatures to complete routine paperwork faster and more securely.

• Real Estate professionals signing leases and closing documents quickly without in-person meetings.
• Healthcare practices collecting patient consent and intake forms with HIPAA protections.
• Finance and legal teams executing contracts, approvals, and statements with audit records.

Small businesses through large enterprises use eSignatures for cost savings, compliance, and measurable workflow improvements.

Typical user personas

HR Manager

An HR Manager uses signNow to send offer letters, new-hire paperwork, and benefits forms. They set up templates, track completion status, and ensure documents are archived with audit trails for legal compliance and future audits.

IT Administrator

An IT Administrator configures SSO, API keys, and security policies for signNow. They manage user provisioning, enforce authentication settings, and integrate signed documents into existing storage or ERPs for centralized recordkeeping.

Security and compliance summary

In-transit encryption: TLS 1.2/1.3

At-rest encryption: AES-256 encryption

Major certifications: SOC 2 Type II

Regulatory compliance: ESIGN and UETA

Healthcare support: HIPAA (BAA required)

International standards: ISO 27001, eIDAS SES

Risks of poor eSignature use

Unenforceable signatures: Loss of legal effect

Data breaches: Exposes confidential records

Noncompliance fines: Regulatory penalties

Audit gaps: Missing evidence trail

Rejected transactions: Contracts not accepted

Operational delays: Slowed approvals

Real-world signNow examples

Two customer stories illustrate practical uses of signNow in business and enterprise integrations.

Case Study 1

Optica Ventures simplified customer signing with a user-friendly interface and faster turnarounds.

• The platform made it easy for customers to sign remotely.
• This reduced physical paperwork and improved the customer experience.

Resulting in faster deal execution and higher completion rates for routine agreements.

Case Study 2

Xerox used signNow integrated with NetSuite to route documents and capture signatures without manual re-entry.

• Integration ensured the right documents reached the right approvers.
• It automated status updates and archival into ERP records.

Leading to measurable time savings, fewer errors, and consistent compliance with internal controls.

Quick step-by-step process

Follow these clear steps to prepare a document, send it for signature, and store the signed file in a secure repository using signNow.

• 01
  Upload Document: Open signNow, choose Upload, and select the file from your computer or cloud storage.
• 02
  Add Fields: Open the editor, drag signature and text fields, and place them where input is required.
• 03
  Invite Signers: Enter signer emails, set signing order, and add authentication if needed before sending.
• 04
  Finalize & Store: Send for signature, monitor status, download final PDF, and archive in your storage system.

Sending and signing flow

A typical signNow workflow moves a document from preparation to a signed, archived record while preserving identity checks and timestamps.

• Prepare File: Upload or import PDF, Word, or image files into signNow.
• Configure Fields: Add signature, date, and data-entry fields for each signer.
• Send for Signature: Email signing links or use bulk send for many recipients at once.
• Track Completion: Monitor status, retrieve completed PDF, and retain the audit trail.

Core eSignature capabilities

signNow provides a compact set of features for preparing documents, collecting signed forms, and integrating signed files with business systems and storage.

Fill and Sign

Create reusable templates with mapped fields, allow signers to enter data, and collect signatures and initials with an auditable timestamp for each action.

Bulk Send

Send the same document to many recipients simultaneously using placeholders and merge fields, track delivery and signing progress centrally for batch workflows.

Templates

Save common documents as templates with pre-placed fields and conditional logic to reduce manual setup and speed recurring signature requests across teams.

Mobile Apps

Native iOS and Android apps let users open, fill, sign, and send documents from their phones with offline capabilities and sync when online.

Practical best practices

Follow these recommended practices when implementing electronic signatures to maximize compliance, security, and user adoption across teams.

Standardize templates and field placement

Create approved templates for common documents to ensure consistent data capture, reduce signer confusion, and keep required fields from being skipped during signing.

Enforce signer authentication policies

Use email verification, SMS codes, or advanced authentication for high-risk documents to ensure the signer is who they claim to be and reduce fraud risk.

Integrate signed documents into back-end systems

Use signNow integrations or the API to move completed PDFs and metadata into CRMs, ERPs, or document repositories for centralized records and process automation.

Maintain retention and audit records

Keep signed documents with their audit trails for the required retention period and document your retention schedule for legal and compliance reviews.

Typical signature timeframes

Processing times vary by document complexity, signer availability, and required authentication. Plan timelines accordingly for internal and external signers.

01

Standard signature turnaround timeframes for routine documents

1–3 business days

02

Time for multi-party sequential signing

3–7 business days

03

High-security documents requiring extra verification

Up to 10 business days

04

Bulk send campaigns and mass distribution

Depends on recipient response rates

Retention and timing rules

Keep signed documents and audit logs according to legal and internal records retention policies, and note response windows for statutory forms.

Minimum retention for routine agreements:

3 years

Retention for financial records and tax forms:

7 years

Retention for employment records:

6 years

HIPAA-related medical forms retention:

Follow state and federal rules

Periodic review schedule for archived files:

Annual review

Advanced platform features

Beyond basic signing, signNow includes advanced features that support enterprise workflows, authentication, integrations, and automation across teams.

Advanced Authentication

Supports SMS codes, knowledge-based checks, and secure signer verification options for sensitive signatures and regulatory needs.

API Access

Full REST API enables document generation, automated sending, and retrieval of signed documents for custom integrations and automation.

Conditional Fields

Show or hide fields based on prior responses to simplify forms and enforce required inputs only when relevant.

Payment Collection

Accept payments as part of the signing flow where enabled, linking payment capture with contract execution when needed.

SSO and Enterprise Controls

Integrate SAML-based SSO, centralized provisioning, and role-based permissions for enterprise-scale governance.

Accessibility Support

WCAG 2.0 Level AA compliance and accessible form navigation for broader user inclusion.

Manage audit trails

Maintain tamper-evident records by capturing events, timestamps, IP addresses, and signer identity checks for every signed document to support disputes and audits.

01

Event Capture:

Log each signer action

02

Timestamping:

Apply secure timestamps

03

IP and Device:

Record IP address

04

Field History:

Save form field changes

05

Audit Export:

Export PDF with audit

06

Retention Controls:

Enforce retention rules

FAQs About electronic signatures

Answers to common questions about preparing, sending, and troubleshooting eSignatures on signNow, including plan differences and compliance requirements.

• Why did a signature get rejected?
  A signature can be rejected if required fields are incomplete, the signer fails authentication, or the uploaded file is corrupted. Check the document audit trail and signer session details in signNow to identify the specific validation failure and resend after fixing the fields or verifying the signer identity.
• How do I enable HIPAA compliance?
  To use signNow for HIPAA-protected data, request and execute a Business Associate Agreement (BAA) with the vendor. Then configure account controls, limit access, and ensure signed documents are stored and transmitted under the BAA provisions as part of your internal HIPAA program.
• Can I use signNow offline?
  Mobile apps support offline signing where signers can fill and sign without connectivity. Completed changes sync automatically when the device reconnects to the internet and the signed documents and audit events are uploaded to the account.
• Which signNow plan includes bulk sending?
  Bulk send is included with the Business Premium plan. For high-volume or enterprise needs, consider the Enterprise or Site License for advanced bulk sending and API-driven batch workflows to handle mass distribution.
• How is signer identity verified?
  signNow supports email verification, SMS one-time codes, and additional authentication methods depending on plan level. For higher assurance, require multi-factor checks or third-party identity verification before allowing final signature execution.
• What formats are supported for signed files?
  signNow accepts common document formats like PDF, DOCX, and image files, and produces a final signed PDF with an embedded audit trail that can be downloaded or exported to integrated storage systems.

Signature process timeline

Typical timeline for an eSignature request from preparation through archiving, including reminders and escalation when signers are delayed.

01

Document preparation

Create template and add fields

02

Initial send

Distribute to first signer

03

Automated reminders

Send reminders at configured intervals

04

Sequential signing

Route document to subsequent signers

05

Completion notification

Notify all parties of completion

06

Download signed files

Retrieve final PDF with audit

07

Archive to repository

Store in integrated cloud storage

08

Periodic review

Schedule retention policy reviews

Supported platforms and devices

Access signNow from modern browsers, native mobile apps, or programmatically using the API to fit desktop, mobile, and backend workflows.

• Browser support: Chrome, Edge, Safari, Firefox
• Mobile OS: iOS and Android apps
• API access: REST API and SDKs

Ensure the latest browser or app version and a stable internet connection for best performance; use mobile apps for offline signing and the API for automated enterprise integrations.

Typical workflow configurations

Common signNow settings to configure when deploying eSignature workflows so documents flow correctly and security controls are enforced.

Setting Name	Configuration
Signature Order	Sequential or parallel
Authentication Method	Email, SMS, or KBA
Reminder Frequency	48 hours
Storage Location	Box or Google Drive
Retention Policy	3 years

Feature availability snapshot

At-a-glance feature comparison between signNow and two common competitors for availability and key technical limits.

Feature	signNow	DocuSign	Adobe Sign
Bulk send availability	yes, on premium	select plans	select plans
API access	full rest api	full rest api	full rest api
Envelope limit	no cap	100 envelopes/year	no cap
HIPAA support	yes, baa required	yes, baa required	yes, baa required

Pricing and plan comparison

Pricing data current as of publication and reflects annual billing where applicable; values summarize starting prices, trial availability, bulk send, audit trail, HIPAA support, and envelope caps.

	signNow	DocuSign ($8 ser/mo)	Adobe Sign ($13/user/mo)	PandaDoc ($19/user/mo)	HelloSign ($15/user/mo)
Starting Price Detail	$8/user/mo, annual	$8/user/mo, annual	$13/user/mo, annual	$19/user/mo, annual	$15/user/mo, annual
Free Trial	7-day free trial	Free trial avail.	Free trial avail.	Free trial avail.	Free trial avail.
Bulk Send	Included on Business Premium	Available on select plans	Available on select plans	Included on most plans	Available on select plans
Audit Trail	Yes, detailed audit trail	Yes, audit trail	Yes, audit trail	Yes, audit trail	Yes, audit trail
HIPAA Compliant	Yes, BAA required	Yes, BAA required	Yes, BAA required	No	Yes, BAA required
Envelope Cap	No cap	100 envelopes/user/year	No cap	No cap	No cap