What is the electronic signature for — Practical Guide

TL;DR

Electronic signatures let people sign documents online instead of on paper. Using signNow, teams can upload, fill, send for signature, and store signed files securely while keeping an audit trail and meeting U.S. e-signature laws such as ESIGN and UETA. signNow supports enterprise integrations, HIPAA workflows with a BAA, and plans starting at $8/user/month billed annually.

What is the electronic signature for

An electronic signature is a digital way to sign a document so people can approve, accept, or agree to terms without printing or mailing paper. Think of it like placing your handwritten signature on a tablet: it links your intent to a document and records when and how you signed. In the United States, eSignatures signed through compliant platforms such as signNow are legally recognized under the ESIGN Act and UETA, and they include audit trails, signer authentication, and tamper-evident records.

Why electronic signatures matter

Electronic signatures speed transactions, reduce paper handling costs, and create verifiable records that support legal enforceability under ESIGN and UETA. They reduce turnaround time, lower risk of lost paperwork, and improve compliance with audit trails and encryption standards.

Who commonly uses eSignatures

Companies and people across many roles use eSignatures to complete agreements remotely and to standardize approvals.

• Real Estate agents and brokers signing leases and purchase agreements while remote
• Healthcare providers collecting patient consents and intake forms in HIPAA-compliant workflows
• Finance and banking teams processing account opening, loan approvals, and tax forms quickly

Small businesses, legal teams, HR departments, and large enterprises all rely on eSignature platforms to improve speed and record-keeping.

Security and compliance summary

In-transit encryption: TLS 1.2 and TLS 1.3

At-rest encryption: AES-256 encryption

Regulatory standards: ESIGN and UETA compliance

Audit controls: Detailed audit trails

Privacy frameworks: GDPR and CCPA compliant

Certifications: SOC 2 Type II and ISO 27001

Real-world examples

Two customer stories illustrate common uses of electronic signatures and signNow workflows.

Optica Ventures (COO)

Optica Ventures needed simple signing for investor documents and customer agreements

• The team used a clean, mobile-friendly signing interface to reduce friction
• Customers returned signed agreements faster and team time spent chasing signatures dropped

Resulting in faster deal flow and improved customer experience across mobile and desktop.

Xerox (NetSuite Director)

Xerox required flexible, integrated signing within their NetSuite environment

• signNow API and prebuilt connectors automated document generation and signature collection
• Integration reduced manual data entry and ensured signed records matched NetSuite metadata

Leading to more consistent records, fewer errors, and faster processing of vendor and customer contracts.

Step-by-step signing process

Follow these clear actions to upload, prepare, and send a document for electronic signature using signNow.

• 01
  Upload Document: Open signNow, click Upload, select your file from computer or cloud storage.
• 02
  Add Fields: Drag Signature, Date, and Text fields to exact locations for each signer.
• 03
  Set Signers: Enter signer names and email addresses, set signing order or role permissions.
• 04
  Send for Signature: Click Send, include a message, then monitor completion and download executed copy.

How sending and signing works

Electronic signing workflows follow a repeatable sequence: prepare, authenticate, sign, and store. Each stage includes clear UI actions in signNow.

• Prepare Document: Upload file and position required form fields for signers.
• Authenticate Signers: Choose email link, SMS code, or advanced authentication as needed.
• Collect Signatures: Signers receive links, review, and apply eSignatures on any device.
• Store Record: Signed PDF and audit trail are archived securely in cloud storage.

Core signNow features

Key platform capabilities that support common eSignature use cases across industries and document types.

Fillable Fields

Create reusable templates with signature, initials, date, checkbox, and text fields that reduce manual entry and ensure consistent document structure for repeat processes.

Templates Library

Save frequently used forms as templates to speed sending, maintain consistent branding, and prefill known data for repeat transactions in HR, sales, or legal workflows.

Bulk Send

Send one document to many recipients with individualized signing links for mass onboarding, payroll acknowledgements, or batch vendor agreements while tracking responses centrally.

Offline Signing

Mobile apps allow signers to fill and sign without an internet connection, syncing securely when connectivity returns for on-site and field use cases.

Advanced capabilities and integrations

Advanced features extend eSignature workflows for enterprise needs, automation, and secure integrations with business systems.

API Access

Full REST API enables document generation, embedded signing, and automated send workflows integrated with CRM and ERP systems for consistent data flow.

Single Sign-On

SSO support centralizes authentication and streamlines access for large teams with enterprise identity providers and strong access controls.

Conditional Fields

Show or hide fields based on signer input to create smarter forms that adapt to transaction specifics and reduce signer confusion.

Payments Integration

Collect payments during signature workflows to combine agreement execution and payment capture for invoices and service contracts.

Third-party Integrations

Connectors for Salesforce, NetSuite, Google Workspace, Box, and Procore move signed documents into core business systems automatically.

Advanced Authentication

Add SMS codes, knowledge-based checks, or ID verification for higher-assurance signing in regulated processes.

Manage audit trails

Audit trails document who signed, when, and how; use these steps to enable and retrieve tamper-evident records in typical workflows.

01

Enable Auditing:

Ensure audit trail option is active on templates and sent envelopes.

02

Collect Metadata:

Capture IP addresses, timestamps, and authentication method details automatically.

03

Download Evidence:

Export signed PDF and audit report for legal or compliance needs.

04

Store Securely:

Archive documents in encrypted cloud storage with access controls.

05

Preserve Integrity:

Use tamper-evident seals and hash values for legal defensibility.

06

Review Logs:

Inspect activity logs to resolve disputes or verify signatures.

Best practices for electronic signatures

Follow practical controls to ensure legal enforceability, signer clarity, and efficient processing across teams.

Design clear, signer-friendly forms

Use plain labels, required fields, and logical field order to minimize signer errors and reduce back-and-forth. Pre-fill known values whenever possible to speed completion and reduce data-entry mistakes.

Choose appropriate authentication

Match signer identity checks to transaction risk: simple email links for low-risk consent, SMS or ID verification for higher-value or regulated agreements that require stronger proof.

Maintain compliant retention schedules

Retain signed records and audit logs according to legal and company retention policies. Ensure exports include both signed PDFs and full audit reports for evidence.

Integrate with business systems

Connect eSignature workflows to CRM, ERP, and document management to automate routing, store executed copies, and reduce duplicate data entry across teams.

Common issues and resolutions

Answers to frequent questions and problems encountered when sending, signing, or managing electronic signatures with signNow.

• Signer did not receive email
  Confirm the recipient email address is correct, check spam folders, and resend the signing link from the document dashboard; use SMS code option if email delivery is unreliable.
• Signature placement looks wrong
  Edit the template to reposition fields before sending; use zoom and alignment guides in the editor to ensure accurate placement on the intended signature lines.
• Need higher signer assurance
  Enable SMS authentication, knowledge-based verification, or require uploaded ID documents to increase signer identity verification for regulated transactions.
• Exporting signed records
  Download the signed PDF plus the audit trail from the completed document page to preserve both the executed file and the verification record for audits.
• Bulk send failures
  Check CSV mapping fields, verify each recipient email, and ensure batch size matches plan limits; use Business Premium for bulk send capabilities.
• HIPAA compliance questions
  Use a signed BAA and configure access controls and retention rules; confirm data handling meets HIPAA requirements before collecting PHI.

Devices and platform access

Access signNow via browser, mobile apps, or API depending on user needs and environment.

• Web browsers: Modern Chrome, Edge, Safari supported
• Mobile apps: iOS and Android apps
• API access: REST API for integrations

Users can sign on desktop or mobile and organizations can embed signing into internal apps using the API; ensure supported browsers are updated and mobile apps are kept current for security and compatibility.

Typical workflow settings

Common configuration settings to establish a reliable eSignature workflow in a business environment.

Feature	Value
Signing Order	Sequential or parallel
Authentication Method	Email, SMS, ID
Reminder Frequency	48 hours
Retention Period	7 years
Audit Trail Export	PDF + CSV

Quick product comparison

Feature availability comparison across signNow and two major competitors to help evaluate basic capabilities.

Feature / Vendor	signNow (Recommended)	DocuSign	Adobe Sign
Mobile App Support
Bulk Send Capability
Advanced Authentication	sms, id	sms only	2fa options
Envelope Cap	no cap	100 envelopes/year	varies by plan

Pricing snapshot (data current as of 2026)

A concise pricing and feature snapshot for signNow and four competitors. Prices are billed annually where indicated; details reflect plan-level highlights and envelope cap differences.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo billed annually, no cap	$8/user/mo billed annually, 100 envelopes	$13/user/mo billed annually	$19/user/mo billed annually	$15/user/mo billed annually
Free Trial	7-day free trial, no card	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Available on Business Premium	Available on enterprise plans	Available	Available	Available
Audit Trail	Yes, full audit trail	Yes, full trail	Yes, full trail	Yes, audit logs	Yes, audit logs
HIPAA Compliant	Yes, BAA required	BAA on select plans	BAA available	Varies by plan	BAA on higher tiers
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan