How to Submit Electronic Signature with signNow

TL;DR

Submit an electronic signature using signNow by uploading or creating a document, placing signature and data fields, and sending it for eSign through email, a signing link, or integrated apps. signNow supports secure, compliant workflows (ESIGN, UETA, HIPAA with BAA) and provides audit trails, templates, and API options to automate signature requests across web, mobile, and enterprise systems.

How to submit electronic signature

Submitting an electronic signature means signing a document digitally instead of on paper; it works like signing with a pen but online, so parties can complete forms remotely and faster. With signNow you upload or create a document, add signature and data fields, then send a secure signing request to recipients by email, link, or API. The platform records who signed, when, and where with an audit trail and applies encryption and optional identity checks to maintain legal validity under ESIGN and UETA.

Legal and practical reasons

Electronic signatures reduce turnaround times, lower printing and mailing costs, and create verifiable audit trails that support legal enforceability under ESIGN and UETA while enabling HIPAA-protected workflows when a BAA is in place.

Common implementation challenges

• User confusion about signer identity verification can delay approvals and require additional steps.
• Files with complex layouts or scanned handwriting often need extra formatting before field placement.
• Integrating eSignature workflows into legacy systems may need API work or middleware setup.
• Retention and records management policies vary by state and industry, complicating storage decisions.

Who typically uses eSignatures

Organizations across real estate, healthcare, finance, education, legal, and construction use eSignatures to speed transactions and reduce paper handling.

• Real Estate agents and brokers use eSign to close leases and purchase agreements remotely.
• Healthcare administrators collect patient consents online while maintaining HIPAA protections with a BAA.
• Finance teams sign invoices, tax documents, and loan paperwork to accelerate payments and approvals.

Representative user roles

IT Administrator

An IT Administrator configures SSO, manages API keys, and enforces security policies for signNow. They maintain user provisioning, set authentication requirements, and monitor audit logs to ensure compliance with SOC 2 and ISO 27001 controls.

HR Manager

An HR Manager uses signNow to send onboarding packets, employment agreements, and policy acknowledgements. They create templates, track completion rates, and generate reports to ensure hires complete paperwork quickly and consistently.

Security and compliance features

In-transit encryption: TLS 1.2 and TLS 1.3

At-rest encryption: AES-256 encryption

Audit and logs: Comprehensive signed audit trail

Regulatory certifications: SOC 2 Type II, ISO 27001

Privacy and data laws: GDPR and CCPA compliant

Healthcare compliance: HIPAA with BAA required

Risks of poor eSignature use

Invalid signatures: Unenforceable agreements

Data exposure: Potential privacy breaches

Noncompliance fines: Regulatory penalties possible

Record loss: Missing audit evidence

Operational delays: Slower business decisions

Reputational harm: Customer trust erosion

Real-world examples

Case examples show how different teams use signNow to remove friction and meet compliance requirements.

Optica Ventures example

Optica Ventures needed a simple signing experience for customers

• The team used signNow templates and mobile signing
• Customers completed documents faster and with fewer errors

Resulting in improved turnaround and consistent customer experience.

Xerox integration case

Xerox required eSignature integration with NetSuite for transactional efficiency

• They used signNow API and connectors to automate signature requests
• This cut manual entry and reduced processing time for invoices and agreements

Leading to faster revenue recognition and fewer administrative tasks.

Step-by-step signing process

Follow these clear steps in signNow to submit a document for electronic signature from upload through completion.

• 01
  Upload Document: Open signNow, select Upload, and choose your file from computer or cloud.
• 02
  Add Fields: Switch to the editor, drag Signature, Date, and Text fields into place on the document.
• 03
  Set Recipients: Enter signer emails, set signing order, and add authentication methods if required.
• 04
  Send for Signature: Click Send, review the message, and send the signing request or share a signing link.

How signing workflows operate

Signing workflows in signNow follow predictable stages that you can customize for sequence, authentication, and post-sign actions.

• Document Prep: Upload a file, apply templates, and place required fields for each signer.
• Recipient Routing: Choose signing order, invite recipients, or generate a public signing link.
• Signer Authentication: Require email, SMS OTP, or advanced authentication depending on document sensitivity.
• Completion and Storage: Signed documents are timestamped, stored with audit trails, and optionally sent to cloud storage.

Core eSignature capabilities

signNow offers essential features for day-to-day eSignature tasks, balancing usability with controls needed for regulated industries.

Templates

Create reusable document templates to standardize forms across teams, reduce repetitive setup, and accelerate sending.

Bulk Send

Send a single document to many recipients with individualized links, collect signatures at scale, and track responses centrally.

Mobile Apps

Use iOS and Android apps to fill and sign on the go, including offline signing capabilities when connectivity is limited.

Audit Trail

Maintain a full, tamper-evident audit trail recording signer identity, timestamps, IP addresses, and field-level changes.

Practical best practices

Apply consistent processes and controls when submitting electronic signatures to reduce errors, maintain compliance, and speed completion.

Standardize templates and fields

Use centrally managed templates with pre-placed fields to reduce signer confusion and ensure all required data is captured consistently across transactions.

Apply appropriate signer authentication

Match authentication strength to document sensitivity; use email verification for routine forms and SMS OTP or two-factor methods for high-risk agreements.

Retain and organize signed records

Store completed documents with audit trails in secure cloud storage and apply retention schedules aligned to legal and regulatory requirements.

Train teams and track adoption

Provide role-based training for senders and approvers, monitor completion rates, and use templates and reminders to improve consistency.

Typical signing deadlines

Common timeframe expectations help senders set realistic signing windows and automate reminders to keep processes on schedule.

01

Standard approval window

7 to 14 days is typical for non-urgent signatures.

02

Time-sensitive closings

2 to 3 days for real estate or finance closings.

03

Employment onboarding

3 to 7 days to complete new-hire paperwork.

04

Regulatory filings

Immediate to 48 hours for filings with deadlines.

Document retention timeframes

Retention requirements vary by document type and jurisdiction; align storage policies with legal and business needs.

Employment records retention:

7 years for payroll and employment tax documents

Tax and accounting documents:

Retain for 7 years as common practice

Medical consent forms:

Follow HIPAA and state rules, typically multiple years

Real estate transaction records:

Keep for 6 to 10 years based on state law

Customer contracts and SLAs:

Retain for the contract life plus statute of limitations period

Advanced features and controls

Beyond basic signing, signNow supports advanced fields, conditional logic, integrations, and administrative controls for larger deployments.

Conditional fields

Show or hide fields based on prior responses to create dynamic, user-friendly forms that reduce errors and speed completion.

Formula fields

Use calculated fields to auto-populate totals or conditional values, reducing manual entry and ensuring data consistency across documents.

Kiosk mode

Enable on-device signing for in-person collections at events or offices without exposing backend user accounts or data.

Role-based routing

Assign signers roles and route documents automatically in sequence to match approval hierarchies and compliance needs.

Payments integration

Collect payments at signing when agreements require a fee or deposit and record transactions with the signed document.

API access

Integrate signNow into applications and workflows for programmatic document sending, status checks, and signed document retrieval.

Audit trail and record steps

Maintain a clear step grid to ensure every signed document includes a complete audit trail for legal and internal review.

01

Field placement:

Mark signature, initials, and date fields where legal acceptance is required.

02

Signer notification:

Notify signers by email with a clear signing link and instructions.

03

Authentication check:

Use email, SMS OTP, or advanced methods to verify signer identity before signing.

04

Time and IP capture:

Record timestamp and IP address for each signer action for evidentiary support.

05

Document sealing:

Apply a tamper-evident seal after final signature to protect integrity.

06

Secure storage:

Store completed files with encryption and searchable metadata for easy retrieval.

FAQs About how to submit electronic signature

This troubleshooting set addresses common problems senders and signers encounter when using signNow and suggests practical solutions.

• Signer did not receive email invitation
  Confirm the recipient email address is correct, check spam folders, and resend the signing request. If persistent, generate a signing link and share it directly or verify domain allowlists with your IT team to ensure delivery.
• Document fields not aligning correctly after upload
  If a document uploads as an image or scans badly, re-upload a higher-quality PDF or convert the file to a standard PDF. Use the editor’s zoom and grid tools to place fields precisely and save as a template for reuse.
• Signer cannot complete signature on mobile
  Advise the signer to update the signNow mobile app or use a mobile browser. If offline signing is needed, instruct them on offline mode steps and how to sync when reconnected for completion.
• Need stronger signer authentication
  Enable SMS one-time passwords or configure two-factor authentication for the signer in the document settings. For regulated documents, require ID verification or use an enterprise plan with advanced authentication options.
• API integration returning errors
  Check API key validity, ensure correct endpoint URLs for environment, and validate request payloads. Review API request limits and consult signNow developer docs and support for error codes and troubleshooting guidance.
• How to retrieve signed documents and audit reports
  Signed documents and audit trails are available in the user dashboard and via API. Export PDFs and audit reports for records or forward completed files to connected cloud storage automatically.

Typical signature workflow steps

A timeline of routine actions highlights where automation and reminders prevent delays during the signing process.

01

Prepare document

Convert to PDF, place fields, and apply templates before sending.

02

Add recipients

Enter signer emails and define signing order as needed.

03

Set authentication

Choose email, SMS OTP, or advanced checks for signer identity.

04

Send request

Dispatch the signing invitation and track delivery status.

05

Automated reminders

Configure reminder cadence to prompt non-responding signers.

06

Signer completes

Signer reviews, fills fields, and applies eSignature.

07

Finalize document

System timestamps, seals, and records the final audit trail.

08

Archive and export

Store signed files securely and export to connected systems.

Where and how to sign

signNow is accessible from modern web browsers, mobile apps, and via APIs for integration into existing systems.

• Web browser support: Chrome, Edge, Safari
• Mobile platforms: iOS and Android apps
• API access: RESTful API available

For production use, ensure browser and OS updates, maintain secure network access, and configure API credentials and SSO to align with organizational security policies.

Recommended workflow configuration

These settings provide a baseline configuration for sending, authenticating, and storing signed documents within signNow deployments.

Setting Name and Default Configuration	Default configuration values for new deployments
Default Signer Authentication Method for External Signers	Email with optional SMS OTP
Reminder Frequency and Escalation Policy	48 hours with two reminders
Document Retention and Archival Policy	Encrypt and retain seven years
Default Template and Field Naming Convention	Use standardized prefix and suffix
Cloud Storage Auto-Forward Destination	Sync to Google Drive or Box

Feature comparison snapshot

A compact comparison shows availability and limits for core features across signNow, DocuSign, and Adobe Sign to aid shortlisting decisions.

Feature	signNow	DocuSign	Adobe Sign
Starting Price per User per Month	$8/user/mo	$8 ser/mo	$13/user/mo
Bulk send availability	included on premium	available on higher plans	available on higher plans
Audit trail provided
Envelope or sending cap	no cap	100 envelopes/year	varies by plan

Pricing and compliance comparison

Pricing and feature presence as of the current data date: compare starting costs, trial availability, bulk send, audit trails, HIPAA support, and envelope caps across vendors.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$8 ser/mo	$13/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Business Premium includes bulk send	Varies by plan	Varies by plan	Yes on higher plans	Varies by plan
Audit Trail	Yes, full audit trail	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes, BAA required	Varies by plan	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