How to send forms and get electronic signature

TL;DR

signNow lets organizations prepare, send, and collect legally binding eSignatures on forms via web, mobile apps, or API. Use templates and fillable fields to speed completion, apply signer authentication and audit trails for compliance, and store signed documents securely with AES-256 encryption. Plans start at $8/user/mo with bulk send and advanced integrations on higher tiers; HIPAA, SOC 2, ESIGN and UETA compliance are supported when required.

What sending forms means

Sending forms and getting an electronic signature means sharing a digital document so a person can read, complete, and eSign it without printing. In plain terms, it is like handing someone a form in person but done over the internet: you upload a file, add fields where answers and signatures belong, and send a secure link. The signer types, draws, or taps to add their eSignature, and the platform records who signed and when. Electronic signatures are legally recognized under ESIGN and UETA for most U.S. transactions.

Legal and practical reasons

Electronically sending forms reduces paper handling, speeds approvals, and creates an auditable record that supports enforceability under ESIGN and UETA in the United States.

Common challenges when switching

• Signer identity verification can be hard; choose authentication methods such as SMS, email, or knowledge-based checks to reduce fraud risk and match compliance needs.
• Complex forms may need conditional fields and formulas; poorly prepared documents cause signer confusion and increase completion times and amendment requests.
• Recordkeeping and retention policies must be updated; failure to store certificates and audit trails can complicate disputes or regulatory reviews.
• Integration gaps with existing systems can create manual steps; plan API, connector, or middleware usage to keep records synchronized and automated.

Who uses electronic signatures

Organizations across real estate, healthcare, finance, legal, education, and construction use eSignatures to speed approvals and maintain records.

• Real estate agents and property managers handling leases and purchase agreements.
• Healthcare providers collecting HIPAA-compliant consent and intake forms.
• Finance teams and banks processing loan documents and approvals.

Primary user types

Business User

A business user prepares templates, uploads forms, assigns fields, and sends signing requests. They rely on simple web tools and templates to reduce repetitive work and to track completion with notifications and reminders.

IT / Admin

An IT administrator configures domain-wide settings, SSO, API keys, account security, and retention policies. They ensure integrations with CRM or document systems and enforce authentication and compliance rules.

Security and compliance snapshot

Encryption in transit: TLS 1.2/1.3

Encryption at rest: AES-256

Audit and controls: SOC 2 Type II

Privacy frameworks: GDPR compliant

Healthcare protection: HIPAA, BAA required

Global eID rules: eIDAS SES support

Risks of poor eSignature use

Legal invalidity: Contracts disputed

Regulatory fines: Potential penalties

Data breach: Exposure of PII

Operational delays: Slower processing

Noncompliance: HIPAA violations

Reputational harm: Customer trust loss

Real-world examples

Two brief customer stories show how signNow handles common signing workflows across industries.

Optica Ventures (COO Brian Fitzgibbons)

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

• They used signNow to send investor and vendor agreements with fillable fields and reusable templates.
• That reduced back-and-forth and shortened approval cycles for each transaction.

Resulting in faster turnaround and improved customer satisfaction while keeping a full audit trail for recordkeeping.

Xerox (Kodi-Marie Evans, Director of 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.

• They integrated signNow via API to automate document generation from NetSuite.
• This automated workflow removed manual upload, mapping, and tracking steps during order processing.

Leading to consistent document formatting, faster signature collection, and tighter system-to-system traceability of signed records.

Step-by-step send and sign

Follow these clear steps to upload a form, prepare fields, and send it for an eSignature using signNow.

• 01
  Upload Document: Open signNow, click Upload, select your file from computer or cloud storage.
• 02
  Add Fields: In the editor, drag Signature, Date, and Text fields into the right locations.
• 03
  Set Recipients: Add signer names and emails, define signing order and authentication method if needed.
• 04
  Send for Signature: Click Send, review the message, and dispatch the signing link with optional reminders.

Sending and signing methods

signNow supports web, mobile, and API-based sending so you can match the delivery method to your process.

• Web Send: Upload and send using the signNow web app interface.
• Mobile App: Use signNow mobile apps to sign or request signatures on the go.
• Bulk Send: Create a template and use bulk send to email many recipients simultaneously.
• API Integration: Embed signing or automated sends using signNow API calls.

Core features for forms

Key signNow capabilities cover form creation, signing, sharing, and storage to manage the whole lifecycle of a signed document.

Fillable Fields

Create text, checkbox, dropdown, date, and signature fields to convert static PDFs into interactive, completable forms that guide signers and reduce errors.

Templates

Save frequently used documents as templates with preplaced fields for quick reuse, enabling teams to send consistent forms without re-editing base files each time.

Bulk Send

Send the same form to many recipients using the Business Premium bulk send feature to collect signatures at scale with individualized audit trails.

Mobile & Offline

Use mobile apps to collect in-person signatures and work offline; signed data syncs when connectivity is restored to ensure continuity.

Best practices for successful eSigning

Adopt consistent templates and clear field placement to increase completion rates and reduce signer confusion.

Design forms with clear guidance

Place concise labels, use conditional fields to hide irrelevant sections, and mark required fields clearly so signers know what to complete and where to sign.

Choose appropriate signer authentication

Match authentication to risk level—use email for low-risk, SMS or knowledge-based verification for higher-value transactions and two-factor when required by policy.

Keep an auditable record

Ensure each signed document includes a certificate of completion, IP and timestamp data, and preserved field values to support legal and compliance needs.

Integrate to reduce manual steps

Connect signNow to CRMs, ERPs, and cloud storage to automate document generation, delivery, and archiving to lower errors and speed processing.

Timing and escalation checkpoints

Define deadlines and reminders so signers complete forms on schedule and your workflow moves forward predictably.

01

Signature deadline

Set a firm due date to ensure contract timelines are met.

02

Reminder schedule

Configure automatic reminders at set intervals before deadline.

03

Escalation rule

Escalate to an alternate contact after missed deadlines if needed.

04

Expiration handling

Expire stale requests to avoid indefinite open signatures.

Retention and legal timelines

Establish retention and access windows that satisfy internal policy and regulatory requirements for signed records.

Election documents retention:

Retain for minimum statutory period as required by law or policy.

HIPAA record requirements:

Maintain signed medical consents per healthcare retention rules.

Contract storage period:

Keep signed contracts according to company legal guidelines.

Audit evidence preservation:

Store certificates of completion alongside signed files.

Access review schedule:

Periodically review who can access archived signed records.

Integrations and advanced capabilities

signNow supports integrations and features suited to enterprise workflows, allowing secure automation and data transfer across systems.

CRM Integrations

Connect signNow with Salesforce and Microsoft Dynamics to generate and attach signed documents directly to customer records and automate follow-up actions.

ERP & Accounting

Integrate with NetSuite and Oracle to attach signed approvals to purchase orders and invoice workflows for faster financial close.

Cloud Storage

Sync signed documents with Google Drive, Box, and Egnyte to centralize storage and apply existing retention policies.

API Access

Use signNow API for custom embedding, automated sends, and programmatic retrieval of signed artifacts and audit logs.

Authentication Options

Support email, SMS, access code, and advanced signer verification methods to align with transaction risk and compliance.

Payments & Kiosk

Collect payments during signing and use kiosk mode for in-person capture where required by business processes.

Audit trail and record steps

Maintain a defensible audit trail by following these steps to capture identity, timing, and document state changes.

01

Enable Certificates:

Turn on completion certificates for each signed document.

02

Record Signer IP:

Capture IP addresses at time of signature for verification.

03

Timestamp Events:

Log timestamps for send, view, and sign events.

04

Store Field History:

Preserve entered field values and change history.

05

Export Audit Logs:

Retrieve logs for legal or compliance review.

06

Secure Archiving:

Apply encryption and controlled access to stored files.

FAQs About sending and signing

Common questions and troubleshooting tips for signNow workflows, access issues, and compliance are addressed below.

• Why didn't my signer receive the email?
  Confirm the recipient email is correct, check spam filters, and verify your account's sending limits. If bulk sends are used, ensure recipient addresses are in proper format and not blocked by recipient domain policies.
• How do I verify signer identity?
  Use signNow authentication options such as email verification, SMS passcode, or knowledge-based questions depending on plan and risk. For high-assurance needs, enable two-factor or advanced signer authentication available on Enterprise plans.
• Can I require HIPAA-compliant signing?
  Yes. signNow supports HIPAA compliance when you execute a Business Associate Agreement (BAA). Ensure workflows restrict PHI access, use appropriate authentication, and retain audit trails to meet regulatory requirements.
• What if a signer wants to edit the document?
  Signers can only fill fields you place; to change core document content, send an updated version. Use templates and conditional fields to minimize requested edits before signing and reduce versioning issues.
• How do I retrieve a signed document and its audit trail?
  Download the signed PDF and the certificate of completion from the document view. Administrators can also export audit logs via the admin console or programmatically via the API for system archiving.
• Which plan supports bulk sends and advanced features?
  Bulk send is included with Business Premium; Enterprise adds advanced authentication, formula fields, and integrations. Site License and Enterprise plans provide scalable licensing and API capacity for high-volume needs.

Where and how you access signNow

Access signNow from modern web browsers, native mobile apps, or via API for embedded and automated workflows.

• Web browsers: Chrome, Edge, Firefox
• Mobile apps: iOS and Android
• API access: REST API endpoints

Typical workflow settings

Configure these settings to standardize how forms are prepared, routed, and archived within signNow.

Setting Name	Configuration
Reminder Frequency	48 hours
Default Authentication	Email
Retention Policy	7 years
Signing Order	Sequential
Certificate Storage	Attached PDF

Pricing and feature snapshot

Data current as listed on vendor sites. Columns compare starting price, trial, bulk send, audit trail availability, HIPAA support, and any envelope caps.

	$8/user/mo	$8/user/mo	$13/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial, no card	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes on Business Premium	Avail. on higher tiers	Avail. on higher tiers	Yes, higher tier	Avail. on plans
Audit Trail	Yes, certificate included	Yes, audit logs	Yes, audit logs	Yes, audit logs	Yes, audit logs
HIPAA Compliant	Yes, BAA required	Yes, BAA required	Varies, BAA avail.	Varies, BAA avail.	Varies, BAA avail.
Envelope Cap	No envelope cap	100 envelopes/user/year	No public cap	No public cap	No public cap