How to Set Up a Electronic Signature with signNow

TL;DR

Use signNow to set up, send, and manage legally binding electronic signatures in the United States. signNow supports web, mobile, and API workflows, provides built-in audit trails and compliance (ESIGN, UETA, HIPAA with BAA), and reduces turnaround time while improving tracking and storage for common documents like contracts, HR forms, and real estate agreements.

What is an eSignature

An electronic signature is a digital way to agree to or approve a document, similar to signing a paper copy but done online. Imagine putting your name on a lease using a finger or keyboard instead of a pen: that is an eSignature. Platforms like signNow let you upload forms, add signature boxes, request signers, and capture consent, timestamps, and identity checks so documents remain legally enforceable under ESIGN and UETA in the United States.

Legal Validity and Use

Electronic signatures are legally binding in the U.S. under ESIGN and UETA when signer intent and consent are recorded; signNow records intent, authentication, and timestamps to meet these requirements for business and regulated workflows.

Common Setup Challenges

• Confusing signer order can delay execution; plan role-based routing before sending to avoid back-and-forth.
• Inconsistent authentication may raise legal questions; require appropriate identity checks for high-risk documents.
• Poor field placement causes incomplete forms; test templates on desktop and mobile before sending live.
• Retention and export rules can be overlooked; define storage and retention policies to support audits.

Who Uses Electronic Signatures

Organizations across sectors use eSignature workflows to speed approvals, reduce paper, and centralize records.

• Real estate brokers sending leases and offers to remote buyers and tenants.
• Healthcare clinics collecting patient consent forms while maintaining HIPAA safeguards.
• Finance teams routing tax forms and approvals to reduce closing times.

User Roles and Needs

IT Administrator

IT administrators configure single sign-on, API keys, and security policies. They manage account provisioning, set authentication methods, and ensure integrations with enterprise systems such as Salesforce or NetSuite operate securely and reliably.

Business User

Business users create templates, add signature and data fields, and send documents for signature. They track status, trigger reminders, and export completed files to cloud storage services for everyday operational needs.

Security and Compliance

Encryption in Transit: TLS 1.2/1.3

Encryption at Rest: AES-256

SOC Report: SOC 2 Type II

HIPAA Support: BAA required

Regulatory Coverage: ESIGN and UETA

International Standards: ISO 27001

Risks of Poor eSignature Use

Invalid Agreement: Enforceability risk

Data Breach: Exposure fines

Noncompliance: Regulatory penalties

Contract Disputes: Litigation risk

Operational Delay: Lost revenue

Privacy Violations: Consumer fines

Real-World Examples

The following case summaries show how teams use signNow to replace paper workflows, integrate with systems, and ensure compliance.

Optica Ventures

Optica Ventures simplified customer paperwork with signNow templates and mobile signing

• The team uses templates and reusable fields for tenant applications
• Customers complete forms faster and with fewer errors

Resulting in faster lease processing and improved customer experience.

Xerox NetSuite Integration

Xerox integrated signNow with NetSuite to route approvals and capture signatures automatically

• The integration pulls contract data and pushes signed PDFs back into NetSuite
• This reduced manual entry and improved traceability for finance and operations

Leading to more accurate records and faster reconciliations.

Step-by-Step Setup Guide

Follow these clear actions to set up an electronic signature workflow in signNow and start collecting signatures quickly.

• 01
  Upload Document: Open signNow, click Upload, choose the file from your computer or cloud storage.
• 02
  Add Signature Fields: Open the editor, select Signature field and drag it to each required spot on the page.
• 03
  Configure Signers: Add signer emails, set signing order, and choose authentication methods for each signer.
• 04
  Send for Signature: Click Send, add a message and expiration, then send the signing invite to recipients.

Sending and Signing Methods

signNow supports multiple delivery and signing approaches to match business processes and user preferences.

• Web Send: Create document and send directly from the signNow web app.
• Mobile Signing: Signers tap signature fields in the iOS or Android app.
• Embed Signing: Add an embedded signing session into your website via the API.
• Email Link: Recipients receive a secure link and complete signing in their browser.

Core signNow Capabilities

signNow provides essential features for reliable electronic signatures, suitable for small teams and larger enterprises requiring compliance, integrations, and automation.

eSignatures

Legally binding ESIGN- and UETA-compliant signatures with timestamps, intent capture, and signer authentication options for most business documents and regulated workflows.

Templates

Create reusable templates with predefined fields to speed repeated document preparation for HR onboarding, sales contracts, and vendor agreements.

Bulk Send

Send a single template to many recipients at once (Business Premium), reducing manual sends for mass agreements like NDAs or policy acknowledgements.

Audit Trail

Automatic audit logs record every action, IP address, and timestamp to support dispute resolution and compliance reporting.

Practical Best Practices

Adopt these practical steps to increase signature rates, reduce errors, and maintain compliance when using signNow.

Verify Signer Identity Appropriately

Require email verification or two-factor authentication for high-risk documents and use more advanced authentication for HIPAA or financial workflows.

Use Templates for Repetition

Build and test templates for recurring forms to maintain field consistency, reduce manual edits, and shorten recipient completion time.

Set Clear Deadlines and Reminders

Configure expirations and scheduled reminders to prompt signers and reduce stalled transactions without overwhelming recipients with messages.

Centralize Storage and Retention

Store completed documents in a designated cloud folder with defined retention policies and export audit trails for compliance checks.

Typical Signing Deadlines

Common internal deadlines and retention checkpoints help teams manage signature workflows and follow-up actions predictably.

01

Initial Response Window

7 to 14 days for first signature

02

Reminder Frequency

Send reminders every 48–72 hours

03

Document Expiration

Set expiry at 30–90 days as needed

04

Retention Review

Review retention annually for compliance

Retention and Review Periods

Define dated policies to meet legal, operational, and audit requirements when storing signed records.

Standard Retention Period:

7 years for financial records

HIPAA Document Retention:

Follow healthcare retention rules

Contract Archive Date:

Archive 1 year after expiry

Periodic Audit Check:

Annual compliance review

Deletion Review Window:

Start deletion process after review

Advanced Features and Integrations

signNow offers advanced tools and integrations to scale eSignature workflows across departments and enterprise systems.

API Access

Full API for embedding signing, automating sends, and integrating with custom systems at scale.

CRM Integrations

Prebuilt connectors for Salesforce and Microsoft Dynamics to send documents from records and capture signed PDFs.

Payments Support

Collect payments with signed documents on higher-tier plans or enterprise configurations where needed.

Conditional Fields

Show or hide fields based on signer inputs to simplify longer forms and improve accuracy.

Mobile Apps

iOS and Android apps enabling on-the-go signing, kiosk modes, and offline signing capabilities.

SSO and Enterprise Controls

Single sign-on and admin controls available for Site License and Enterprise plans.

Manage Audit Trails

Maintain and use audit logs in signNow to support compliance, dispute resolution, and recordkeeping requirements.

01

Enable Audit Logging:

Turn on default audit logs for all documents

02

View Document History:

Open a signed file and select History

03

Download Audit Report:

Export the audit PDF from the document viewer

04

Configure Retention:

Set retention rules in account settings

05

Export Transaction Logs:

Use API to pull logs programmatically

06

Preserve Metadata:

Keep timestamps and IP address records

FAQs and Troubleshooting

Answers to common issues and configuration questions when using signNow for electronic signatures.

• Why didn't my signer receive the invite?
  Confirm the recipient email was entered correctly, check spam folders, and verify the sender's domain is authorized. If issues persist, resend the invite or generate a signing link and confirm the recipient can access external links.
• How do I require stronger signer authentication?
  Open the document settings, choose Authentication, and select two-factor or SMS phone verification for required signers. Advanced authentication methods may require a higher plan or administrator permissions.
• What happens if a signer declines?
  A declined signature is recorded in the audit trail; retrieve the decline reason in the document history and restart the process with an updated document or corrected signer information.
• How can I integrate signNow with NetSuite or CRM?
  Use the prebuilt connectors or the signNow API to map fields, push signed PDFs back into CRM records, and automate document generation and storage workflows.
• Can I sign offline on mobile?
  signNow mobile apps allow offline signing; completed data syncs when the device reconnects to the internet, preserving signatures and timestamps.
• How do I get audit logs for legal disputes?
  Download the document's Audit Trail from the signed file menu; for bulk log access, use the API or request account-level reports from signNow support.

End-to-End Signing Timeline

A typical signNow process follows predictable steps; these checkpoints help teams plan and measure duration.

01

Prepare Document

Assemble file, add fields, save template

02

Add Signers

Enter signer names, emails, and order

03

Choose Authentication

Select verification methods per signer

04

Send Invitation

Dispatch signing links or emails

05

Monitor Status

Track opens, views, and signatures

06

Send Reminders

Configure automated follow-ups

07

Complete & Download

Retrieve signed PDF and audit trail

08

Archive

Store per retention policy

Device and Platform Requirements

signNow runs in modern browsers, on mobile apps, and via API, with modest technical requirements for typical users.

• Web Browser: Chrome, Edge, Safari
• Mobile OS: iOS 13+ and Android 8+
• API Requirements: RESTful JSON endpoints

Recommended Workflow Settings

Use these starting configuration values to set up typical signNow workflows for secure, auditable signing and integration with other systems.

Setting Name	Configuration
Reminder Frequency	48 hours
Signing Order	Sequential
Authentication Level	Email or SMS
Retention Policy	7 years
Export Destination	Cloud folder

Feature Availability Snapshot

Quick comparison of select technical capabilities across signNow, DocuSign, and Adobe Sign for common enterprise needs.

Feature / Vendor	signNow	DocuSign	Adobe Sign
Advanced Auth Methods
Bulk Send
SSO Availability	site license	enterprise	enterprise
Envelope Cap	no cap	100/year	no cap

Pricing and Feature Comparison

Data current as of the time of writing. Compare starting prices, trial availability, and key enterprise features across signNow and popular alternatives.

	$8/user/mo	$8/user/mo	$13/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Trial available	Trial available	Trial available	Trial available
Bulk Send	Yes, Business Premium	Yes	Yes	Yes	Yes
Audit Trail	Yes, built-in	Yes, built-in	Yes, built-in	Yes	Yes
HIPAA Compliant	Yes, BAA required	Yes, BAA offered	Yes, BAA offered	Available	Available
Envelope Cap	No envelope cap	100 envelopes/year	No envelope cap	No envelope cap	No envelope cap