How to Get an Electronic Signature on a Document

TL;DR

Use signNow to fill, eSign, and manage documents online with compliant audit trails, flexible authentication, and integrations. Upload a file, add fields, send for signature, and store securely. This guide explains legal validity, device support, workflows, troubleshooting, and comparative pricing as of the data provided.

What an eSignature Is

An electronic signature is a digital way to show agreement on a document without printing or scanning. Like signing with a pen, an eSignature links a person to a specific document and time, but it uses software to record that connection and preserve evidence. signNow provides tools to upload files, position signature fields, verify signer identity, and produce an audit trail so completed documents are legally binding and easier to manage than paper copies.

Legal Validity And Use

Electronic signatures are enforceable under ESIGN and UETA in the U.S., and signNow follows those standards with records and timestamps. Use signNow when closing remote sales contracts or collecting employee onboarding signatures at scale; also use it for HIPAA-compliant health forms and time-sensitive approvals that require traceable audit trails.

Common eSignature Challenges

• Confusion about signer identity when relying on simple email links; choose stronger authentication to reduce disputes and fraud.
• Document formatting errors when converting PDFs or Word files; validate fields and preview across devices before sending.
• Regulatory complexity for sector-specific records, such as HIPAA or 21 CFR Part 11; appropriate configurations and BAAs may be required.
• Signer rejection due to unclear instructions or field placement; include clear labels and step guidance within the document.

Who Uses Electronic Signatures

Businesses in real estate, healthcare, finance, legal, education, and construction commonly use eSignatures to speed approvals and reduce paper.

• Real estate brokers and property managers signing leases and disclosures remotely.
• Healthcare providers collecting patient consent forms with HIPAA protections.
• Finance teams approving loan documents and invoices without in-person meetings.

Typical Users And Roles

IT Administrator

Responsible for provisioning accounts, configuring security policies such as SSO and two-factor authentication, and managing API or integration settings to ensure enterprise compliance and uptime.

HR Manager

Uses templates to send offer letters and onboarding forms, tracks completion status, requests signatures in order, and retains signed records according to company retention policies.

Security And Compliance

In-transit Encryption: TLS 1.2 and 1.3

At-rest Encryption: AES-256 encryption

Compliance Certifications: SOC 2 Type II available

Regulatory Standards: ESIGN and UETA

Health Data Support: HIPAA with BAA

International Standards: ISO 27001 certified

Risks Of Misuse

Contract Disputes: Invalid signature claims

Regulatory Fines: Noncompliance penalties

Data Breach: Exposure of PII

Record Loss: Missing audit trail

Operational Delay: Rejected filings

Reputation Damage: Loss of trust

Real-World Case Examples

Two customer stories illustrate common signNow workflows across industries and outcomes.

Optica Ventures LLC

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

• Uses templates and mobile signing to process investor documents quickly.
• Reduced turnaround time and fewer manual reminders.

Leading to faster closings and improved customer satisfaction.

Xerox NetSuite Operations

airSlate SignNow provides us with the flexibility needed to get the right signatures on the right documents, in the right formats.

• Integrated with NetSuite for automated document population.
• Eliminated manual data entry and reduced errors.

Resulting in more consistent processing and measurable time savings.

Step-by-Step Signing Process

Follow these clear steps to upload a document, prepare fields, and collect legally binding eSignatures using signNow.

• 01
  Upload Your Document: Open signNow, click Upload, select the file from your computer or cloud storage, and confirm import.
• 02
  Add Fields: Open the document editor, drag signature, date, and text fields to the correct locations for each signer.
• 03
  Set Signer Order: Assign signer roles and order, add authentication methods, and include field-level instructions for clarity.
• 04
  Send For Signature: Click Send, enter recipient emails, configure reminders and expiration, then send the signing link to recipients.

How Sending And Signing Works

A simple sequence describes the typical electronic signing flow, from preparation to completion and storage.

• Prepare Document: Upload file and add form fields for each signer.
• Authenticate Signers: Choose email, SMS, or knowledge-based authentication.
• Collect Signatures: Recipients review and apply signatures via web or mobile.
• Finalize And Store: Signed file saved with audit trail and timestamp.

Core signNow Features

Key functional features support common document workflows, from one-off signatures to high-volume sending and secure retention.

Templates

Create reusable templates to reduce repetitive setup when sending standardized contracts, onboarding packets, or consent forms across teams.

Bulk Send

Send a single document to many recipients with individualized fields and tracking; available on Business Premium for high-volume distributions.

Audit Trail

Automatic timestamps, IP addresses, and action logs preserve a tamper-evident history for each signed document to support legal defensibility.

Mobile Signing

Mobile apps let signers fill and sign on iOS or Android, enabling in-person or remote completion with the same audit data.

Integrations And Extensions

signNow integrates with common business systems to embed eSignature into existing processes and reduce manual handoffs.

CRM Integrations

Salesforce and Microsoft Dynamics 365 integrations allow sending contracts directly from CRM records and auto-saving signed documents.

Cloud Storage

Connect Google Drive, Box, and Egnyte to import templates and archive completed documents automatically in cloud folders.

ERP And Accounting

NetSuite and Oracle integrations support invoice approvals and financial document signing within enterprise systems.

Project Management

Procore and similar tools support on-site contract signing and immediate attachment to project records.

Developer API

Full REST API and webhooks enable automated document generation, sending, and status tracking for custom applications.

Collaboration Tools

Microsoft Teams and Google Workspace add-ins let users initiate signing workflows without leaving productivity apps.

Best Practices For eSignatures

Follow established practices to maximize enforceability, clarity, and completion rates across teams and document types.

Use Clear Field Labels And Instructions

Label each field with explicit instructions and required markers so signers understand where to sign, what to enter, and which fields are optional, reducing errors and rework.

Choose Appropriate Authentication Levels

Match signer authentication to transaction risk: email for low risk, SMS or two-factor for higher-value contracts, and knowledge-based or government ID where stronger verification is needed.

Keep Templates And Data Accurate

Maintain versioned templates, prefill known fields from integrations, and review field placement regularly to prevent mismatched or incomplete documents.

Retain Audit Trails And Backups

Store signed documents with audit logs and back up to secure cloud storage to meet retention policies and to defend signatures in disputes.

Device And Platform Support

signNow works across web browsers, mobile apps, and via API to accommodate both desktop and field-based signing workflows.

• Web Browsers: Chrome, Edge, Safari
• Mobile Apps: iOS and Android
• API Access: RESTful API

Ensure users run supported browser versions, keep mobile apps updated for security fixes, and provision API keys with least privilege for integrations and automation.

Typical Workflow Settings

Configure these common workflow settings in signNow to align with your internal policies, reminders, and signer authentication preferences.

Setting Name	Configuration
Reminder Frequency	48 hours
Expiration Period	30 days
Signer Authentication	Email or SMS
Document Retention	Automatic archive
Notification Settings	Email only

Feature Availability Comparison

A concise availability comparison across signNow, DocuSign, and Adobe Sign for common eSignature capabilities.

Feature	signNow	DocuSign	Adobe Sign
Bulk Send	yes, paid plan
API Access	full rest api	full rest api	full rest api
Mobile Apps	yes, ios/android	yes, ios/android	yes, ios/android
Envelope Cap	no cap	100 env/user/yr	no cap reported

Pricing And Feature Snapshot

Pricing summary and selected features for signNow and competitors. Data reflects verified plan figures and features provided in ground-truth sources.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$8/user/mo	$13/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Yes, trial	Yes, trial	Yes, trial	Yes, trial
Bulk Send	Yes, Business Premium	Yes	Yes	Yes	Yes
Audit Trail	Yes, full audit trail	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes, BAA required	Yes, BAA required	Yes, BAA required	Yes, BAA required	Yes, BAA required
Envelope Cap	No cap	100 envelopes/user/yr	No cap	No cap	No cap

FAQs And Troubleshooting

Answers to common questions about sending, signing, authentication, and plan features when using signNow in enterprise and small-business contexts.

• Why can't a signer open my document?
  Check that the recipient's email is correct and that the file was fully uploaded. Confirm the signer isn't blocked by attachment filters, and advise trying a different browser or the mobile app if the web link fails.
• How do I require stronger signer identity?
  Choose SMS passcode or knowledge-based authentication when configuring recipients; for higher assurance use multi-factor options available on enterprise plans and record the method in the audit trail.
• Is signNow HIPAA compliant for patient forms?
  Yes, signNow supports HIPAA compliance when the customer signs a Business Associate Agreement; use appropriate access controls and limit data retention accordingly.
• What if a signer disputes their signature?
  Retrieve the document's audit trail showing timestamps, IP addresses, and authentication steps. The audit report documents each action and supports dispute resolution and legal review.
• How do I automate sending from my CRM?
  Use the native Salesforce or Microsoft Dynamics 365 integration or call the signNow API to generate, populate, and send documents triggered by CRM workflows or record events.
• Which plan includes bulk sending and kiosk mode?
  Bulk send and kiosk mode are included with the Business Premium plan; Site License and Enterprise plans offer advanced integrations and additional controls for high-volume use.

Audit Trail Management Steps

Maintain and review audit trails to ensure signed documents remain legally defensible and traceable over time.

01

Enable Audit Trails:

Turn on automatic logging in account settings.

02

Review Signature Events:

Open document history to examine timestamps.

03

Download Reports:

Export audit logs for archival purposes.

04

Store With Document:

Keep audit file attached to PDF.

05

Retain Per Policy:

Apply retention settings for compliance.

06

Respond To Disputes:

Provide audit evidence to stakeholders.