How to Get an eSignature with signNow

TL;DR

signNow is a secure, legally compliant eSignature platform that lets U.S. organizations create, send for signature, fill and sign, and store signed documents online. Use signNow to collect signatures via web, mobile, kiosk, or API, apply signer authentication, and retain an auditable trail. Practical benefits include faster turnaround, fewer paper processes, and HIPAA-capable workflows when a BAA is in place. This guide explains how to get an eSignature using signNow, covers device options, security, templates, and common troubleshooting.

What getting an eSignature means

Getting an eSignature means applying a secure electronic mark that legally binds a signer to a document without printing or scanning. In plain terms, it is like signing a paper form with a pen but done online: you upload a file, place signature fields, then send it to people who click to sign. The signed file records who signed, when, and where along with a tamper-evident audit trail. Platforms like signNow handle field placement, authentication, encryption, storage, and retrieval to make this process repeatable and compliant.

Legal and practical reasons

signNow meets ESIGN and UETA legal standards and supports HIPAA workflows with a BAA where required. Use signNow when closing remote sales contracts or collecting employee onboarding signatures at scale. Organizations gain faster processing, fewer errors, and centralized audit trails for compliance and recordkeeping.

Common implementation challenges

• User resistance to changing paper workflows can slow adoption without focused training and simple templates.
• Mismatched document formats or scanned images may require preprocessing to create fillable fields efficiently.
• Complex signer authentication demands, like notarization or government IDs, may require advanced workflows or third-party services.
• Retention and legal hold policies can be overlooked, exposing organizations to discovery or compliance gaps.

Who typically uses eSignatures

Organizations of many sizes use eSignatures to speed approvals, reduce paper, and prove intent.

• Real estate agents for leases and purchase agreements.
• Healthcare teams for patient intake and consent forms.
• Finance departments for approvals, invoices, and tax forms.

Typical user profiles

HR Manager

HR managers use signNow to assemble offer letters, onboarding packets, and policy acknowledgements into reusable templates. They configure signer order, reminders, and required fields so new hires complete all paperwork remotely while HR retains a verifiable audit trail for each hire.

Sales Director

Sales directors send proposals and contracts through bulk or individual sends, track completion rates, and integrate signed agreements into CRM systems. They rely on signNow to reduce cycle time, improve close rates, and maintain secure access to executed documents for audits.

Security and compliance highlights

Encryption in transit: TLS 1.2/1.3

Encryption at rest: AES-256

Certifications: SOC 2 Type II

Regulatory compliance: ESIGN and UETA

Healthcare support: HIPAA (BAA required)

International standards: ISO 27001 and eIDAS

Risks and legal penalties

Noncompliance fines: Regulatory penalties possible

Invalid contracts: Documents may be unenforceable

Data breaches: Exposure of PII

Discovery risks: Missing audit trails harm cases

Operational delays: Manual corrections slow processes

Reputational harm: Customer trust loss

Real-world signNow examples

The following concise case summaries show how signNow is used across industries to streamline signature workflows and integrate with business systems.

Optica Ventures — COO

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

• Uses straightforward templates and mobile signing to reduce back-and-forth.
• Customers return completed documents faster with fewer questions.

Resulting in faster closings and higher customer satisfaction for routine investment agreements.

Xerox — NetSuite Operations

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

• Integrated NetSuite-to-signNow flows automate document generation and send-for-signature steps.
• This reduces manual data entry and ensures accurate contract records across systems.

Leading to consistent compliance and measurable time savings for large-volume invoice approvals.

Step-by-step: get an eSignature

Follow these clear actions to prepare, send, and collect an eSignature using signNow on typical desktop or mobile setups.

• 01
  Upload Your Document: Open signNow, choose Upload, and select your file from your computer or cloud storage.
• 02
  Add Form Fields: In the editor, drag signature, date, and text fields onto each required spot in the document.
• 03
  Set Recipients: Enter signer emails, define signing order, and specify role-based access and authentication options.
• 04
  Send for Signing: Click Send, include a message, set reminders, and monitor the status until all parties have signed.

Sending and signing flow

A typical eSignature workflow includes preparing a document, assigning fields, authenticating signers, and storing the executed copy with an audit trail.

• Prepare Document: Upload PDF or Word, convert to fillable form fields quickly.
• Assign Fields: Place signature, initial, date, and checkbox fields precisely where needed.
• Authenticate Signers: Choose email, SMS code, or advanced ID verification as required.
• Complete and Store: Signed document stores securely with timestamped audit details.

Core signNow features for eSigning

signNow combines essential tools for everyday eSignature needs, focusing on usability, security, and integration with common business systems.

Templates

Create and reuse templates for standard documents to reduce setup time and ensure field consistency across repeated transactions.

Bulk Send

Send a single document to many recipients with individualized signing links, improving completion rates for standardized forms and mass agreements.

Audit Trail

Every signed document includes a tamper-evident audit trail showing signer identity, timestamps, IP addresses, and actions for legal proof.

Mobile Signing

Native mobile apps allow signers to review and sign documents from phones and tablets while maintaining the same security controls as web.

Advanced features and integrations

Beyond basic signing, signNow provides capabilities for automation, authentication, and connectivity to enterprise systems to scale signature processes.

API

Programmatic access to create, send, and retrieve signed documents for custom integrations and automated document workflows.

Integrations

Prebuilt connectors for Salesforce, NetSuite, Microsoft 365, Google Workspace, Box, Procore and others streamline document routing.

Conditional Fields

Show or hide fields based on previous answers to simplify complex forms and reduce signer confusion.

Payments

Collect payments during signing for invoices and contracts when enabled on applicable plans.

Kiosk Mode

Set up shared devices to collect onsite signatures quickly and securely for applications or waivers.

Offline Signing

Allow mobile users to download and sign when offline, syncing signed copies when connectivity returns.

Best practices for eSignature workflows

Adopt these procedures to improve compliance, completion rates, and user experience when collecting eSignatures.

Standardize documents and templates

Maintain a library of approved templates with consistent fields and required signer roles to reduce errors and accelerate sending across teams.

Use signer authentication appropriately

Select email, SMS, or advanced ID checks based on document sensitivity and legal standards to balance user friction and security needs.

Enable audit trails and retention rules

Store executed documents with full audit metadata and apply retention policies aligned with legal and organizational recordkeeping requirements.

Train users and provide documentation

Offer short training, quick reference guides, and sample templates so business users can send correctly and respond to signer questions.

Device and platform requirements

signNow runs in modern web browsers and native mobile apps to support common desktop and mobile environments.

• Web browsers: Chrome, Edge, Safari
• Mobile apps: iOS and Android
• API access: RESTful endpoints

For best performance use the latest browser versions and mobile OS releases; developers should use the REST API with secure keys and follow rate limits when automating sends.

Common workflow configuration

These settings represent a typical signNow workflow setup for secure sending, reminders, and retention across teams.

Setting Name	Configuration
Signer Authentication	Email or SMS code
Reminder Frequency	48 hours
Document Retention	7 years
Bulk Send Settings	Enabled on premium
API Authentication	OAuth 2.0 token

Feature availability comparison

High-level availability across three widely used eSignature vendors for core capabilities that matter to U.S. organizations.

Plan / Feature	signNow	DocuSign	Adobe Sign
Mobile app availability
API access
Audit trail
HIPAA support			varies

Pricing and plan comparison

Data current as of the present and showing starting price, trial availability, bulk send, audit trail, HIPAA compliance, and envelope cap across vendors.

	$8/user/mo	$8/user/mo	$13/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Trial avail.	Trial avail.	Trial avail.	Trial avail.
Bulk Send	Included on premium	Varied by plan	Varied by plan	Included	Varied by plan
Audit Trail	Yes, full trail	Yes, full trail	Yes, full trail	Yes, full trail	Yes, full trail
HIPAA Compliant	Yes, BAA required	Yes, BAA available	Varies by plan	Varies by plan	Varies by plan
Envelope Cap	No envelope cap	100 envelopes/year	No envelope cap	No envelope cap	No envelope cap

Audit trail and record steps

Maintain auditable records by configuring logging, access controls, and retention so signed documents are defensible and easy to retrieve.

01

Enable Audit Logging:

Turn on comprehensive signed-event logs for all documents.

02

Capture Signer Metadata:

Record IP, timestamp, and device details.

03

Store Executed Copies:

Save PDFs with embedded audit information.

04

Set Retention Rules:

Apply organization retention and deletion schedules.

05

Export for Discovery:

Provide exports in legal discovery-ready formats.

06

Monitor Access:

Review access logs and permission changes regularly.

FAQs About getting an eSignature

Answers to common issues when collecting eSignatures with signNow, covering login problems, signer access, missing audit trails, and API errors.

• Cannot open document to sign
  Check the file type and browser compatibility. Re-upload a flattened PDF if interactive content prevents loading and ask the signer to use the latest browser or the signNow mobile app.
• Signer didn't receive email
  Confirm the email address is correct and not blocked by spam filters. Resend the invite and consider SMS authentication or a direct signing link to bypass email delivery issues.
• Missing audit trail information
  Ensure audit logging is enabled and the executed copy was downloaded from the signNow document history. Contact admin to confirm retention settings and access permissions.
• API integration errors
  Verify OAuth credentials, API keys, and correct endpoint usage. Check rate limits and error responses in logs, and ensure your integration follows signNow API guidance.
• Need HIPAA-compliant workflow
  Execute a BAA with signNow and restrict access to PHI; enable two-factor signer authentication and tight retention controls for protected health records.
• Bulk send not working
  Confirm your plan includes bulk send or upgrade accordingly; validate CSV recipient formatting and ensure required fields are present in the template.