How to submit a digital signature using signNow

TL;DR

This guide explains how to submit a digital signature using signNow: what it is, how it works across web and mobile, legal validity under ESIGN and UETA, security controls, step-by-step sending and signing, common troubleshooting, and how signNow compares on pricing and enterprise capabilities.

What submitting a digital signature means

Submitting a digital signature means signing a document electronically instead of on paper; it is like writing your name with a secure online pen that records who signed and when. signNow lets individuals and teams upload documents, place signature and data fields, and send secure eSign requests that capture timestamps and an audit trail to confirm intent and completion under standard electronic signature laws.

Legal standing and practical reasons

Use signNow when closing remote sales contracts or collecting employee onboarding signatures at scale. It meets U.S. legal standards under ESIGN and UETA, reduces turnaround time, and centralizes signed records for compliance and reporting.

Common challenges when submitting eSignatures

• Unclear signing order can delay completion and cause missed approvals across departments and external parties, increasing turnaround time.
• Poorly prepared PDFs without form fields require manual dragging and repeated edits, slowing signer experience and introducing errors.
• Insufficient authentication for high-risk documents can create compliance gaps and increase legal exposure in regulated industries.
• Lack of integration with back-office systems forces manual upload and reconciliation, multiplying administrative work and risk of version mismatch.

Who commonly submits digital signatures

Organizations across real estate, healthcare, finance, legal, and education routinely use eSignatures to speed document workflows.

• Real Estate teams sending leases and purchase agreements on mobile while on site.
• Healthcare clinics collecting patient consent and intake forms using HIPAA-compliant workflows.
• Finance and banking units closing account forms and loan paperwork with audit trails.

Typical user profiles

Brian Fitzgibbons, COO

As COO of Optica Ventures LLC, Brian coordinates contract approvals across sales and operations and relies on a simple, mobile-capable eSignature flow to keep deal cycles short and customers engaged without requiring paper.

Kodi-Marie Evans, Director

As Director of NetSuite Operations at Xerox, Kodi-Marie manages integrated workflows that push signed documents into ERP systems and needs reliable API access and templates to support high-volume transactional signatures.

Security and compliance highlights

In-transit encryption: TLS 1.2/1.3

At-rest encryption: AES-256 encryption

Certifications available: SOC 2 Type II, ISO 27001

Regulatory support: ESIGN and UETA compliance

Healthcare protection: HIPAA compliant, BAA required

Clinical records rules: 21 CFR Part 11 support

Sending and signing process overview

A typical signNow workflow moves a file from upload to signed document with clear roles and audit records; each step records intent, timestamps, and signer authentication.

• Upload Document: Open the web app, click Upload, and select PDF or Word files to import.
• Prepare Fields: In the editor, drag Signature, Initials, Date, and text fields onto required locations.
• Add Signers: Enter signer emails, set signing order, and add authentication options if needed.
• Send for Signature: Click Send, track status in Dashboard, and download the final signed PDF with audit trail.

Core features for submitting a digital signature

These central features support the full submit-and-track lifecycle for eSignatures in signNow: document preparation, sending options, signer authentication, and completed-record management.

Fillable Templates

Create reusable templates with named fields, prefilled data, and conditional logic to speed repeat transactions and ensure accuracy for common forms.

Bulk Send

Send the same document to many recipients in one action using Business Premium, tracking each response and reducing manual distribution work for mass signature requests.

Audit Trail

Every signed document comes with a detailed audit report that includes timestamps, signer IP addresses, field changes, and status history for compliance and recordkeeping.

Mobile and Offline

Sign and collect signatures from iOS and Android apps, including offline signing that syncs when connectivity resumes for field and remote use cases.

Advanced features and integrations

For organizations that need automation, scale, and system integration, signNow provides API, authentication options, and workflow controls to embed eSign capabilities into existing processes.

API Access

Full REST API for embedding sign, upload, and status retrieval into custom apps and back-office systems with programmatic control.

Conditional Fields

Show or hide fields based on prior responses, reducing signer confusion and enforcing document logic during the fill-and-sign process.

Two-Factor Authentication

Optional SMS or email verification to strengthen signer identity for high-value or regulated transactions requiring higher assurance.

Payments and Fees

Collect payments during signing on Enterprise plans or Site License, linking invoices and signed agreements in one flow.

Enterprise Integrations

Prebuilt connectors for Salesforce, NetSuite, Microsoft 365, and Google Workspace to store, send, and synchronize signed documents.

Reporting and Audit

Admin dashboards and exportable logs for usage metrics, completion rates, and compliance reporting across teams.

Typical workflow configuration settings

Common workflow settings in signNow ensure consistent behavior for reminders, authentication, retention, templates, and bulk operations across teams.

Workflow Setting Name and Value	Default configuration values used when creating workflows
Reminder Frequency for Pending Signatures	48 hours, up to three reminders
Primary Signer Authentication Method	Email verification by default
Automatic Document Archival Policy	Archive after 365 days
Template Library Access and Sharing	Team-level access with admin control
Bulk Send and Batch Options	Enable on Business Premium

Pricing snapshot and feature comparison

Data current as of 2026: the table shows starting prices, trial availability, bulk send, audit trail, HIPAA compliance, and envelope caps for signNow and common alternatives.

	$8/user/mo	$8/user/mo	$13/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial, no card	Yes, trial available	Yes, trial available	Yes, trial available	Yes, trial available
Bulk Send	Yes, Business Premium	Yes, plan dependent	Yes, plan dependent	Yes, plan dependent	Yes, plan dependent
Audit Trail	Yes, full audit trail	Yes, full audit trail	Yes, full audit trail	Yes, full audit trail	Yes, full audit 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/user/year	Varies by plan	Varies by plan	Varies by plan

Real-world examples using signNow

Practical customer examples show how signNow supports diverse workflows across industries and system integrations.

Optica Ventures — Fast customer signatures

The interface is simple and easy-to-use for our team.

• Simplified signing and mobile access improves turnaround.
• Customers return completed documents quickly, improving response time.

Leading to faster deal completion and better client experience.

Xerox — ERP integration

airSlate SignNow provides the flexibility needed to get the right signatures via NetSuite integration.

• API and templates automate document routing and population.
• Integration reduces manual entry and reconciliation work.

Resulting in fewer errors and faster transaction processing.

FAQs about submitting digital signatures

Answers to common questions about using signNow for submitting, tracking, and managing signed documents, including setup and error resolution.

• How do I start a free trial?
  Sign up from the signNow website for a 7-day free trial without a credit card; explore templates, the editor, and send test signing requests to verify workflows and integrations before purchasing.
• Where is the audit trail for a signed document?
  Open any completed document and select View Audit Trail to see signer timestamps, IP addresses, field changes, and a full event log that can be downloaded as a compliance record for audits.
• How do I get a HIPAA BAA?
  Contact signNow sales or your account manager to request a Business Associate Agreement; after execution, configure restricted access and enable necessary HIPAA controls for protected health information.
• Why did a signer not receive an email?
  Verify the email address for typos, check spam folders, and confirm your organization’s sending domain is verified; resend the signing link or provide a direct invite link when necessary.
• How do I enable bulk sending?
  Bulk Send is included on Business Premium; prepare a template, upload recipient list, map fields to columns, and send a batch that creates individualized signing events for each recipient.
• How does offline signing work on mobile?
  Install the signNow mobile app, download documents to the device, allow offline signing while disconnected, and the app will sync signed documents and audit details once connectivity resumes.

Best practices for reliable submissions

Follow these practical practices to reduce errors, maintain compliance, and speed completion when submitting eSignatures with signNow.

Use templates for repeat forms

Build and test templates for standard agreements to ensure consistent fields, reduce preparation time, and avoid field placement errors across repeated transactions.

Set signer order and authentication

Define explicit signing order and enable two-factor authentication for sensitive documents to ensure intended workflow and stronger signer identity verification.

Keep audit trails intact

Do not alter completed PDFs after signing; store original signed copies with the audit report to preserve evidentiary value and meet compliance requirements.

Integrate with core systems

Connect signNow to CRM or ERP systems to eliminate manual uploads, ensure correct metadata, and automate document storage and status updates.

Manage audit trails and records

Maintaining traceable records ensures signed document validity and supports audits, dispute resolution, and regulatory compliance across business units.

01

Enable Audit Logging:

Turn on full audit trail for templates and sends.

02

Store Signed PDFs:

Automatically save completed docs to cloud storage.

03

Export Activity Reports:

Use admin reports to review signing trends.

04

Preserve Originals:

Retain original signed copies with metadata.

05

Control Access:

Use role permissions for audit log viewing.

06

Retain for Compliance:

Apply retention settings per policy requirements.

Feature comparison with major alternatives

A concise comparison focusing on availability and capacity for common features across signNow, DocuSign, and Adobe Sign.

Feature Name for Vendor Comparison	signNow	DocuSign	Adobe Sign
Starting Price per User, Annual Billing	$8/user/mo	$8/user/mo	$13/user/mo
Bulk Send Availability and Plan	yes, business premium	yes, plan dependent	yes, plan dependent
API and Developer Access	full api	full api	full api
Envelope Cap or Limit Details	no envelope cap	100 envelopes/user/year	varies by plan