Designs for Health, nutritional products manufacturer, switches to signNow and benefits Immediately

Customer profile

Gary Xu is the Chief Accounting Officer, in charge of all financial and accounting activities for Designs For Health, a leading research-backed nutritional products manufacturer and distributor. Gary and his department communicate with a number of clients and vendors on a weekly basis and are responsible for managing correspondence where security and confidentiality need to be top notch. For Gary’s purposes, collecting and storing e-signed financial and medical documentation required that his files be distributed and received securely while still being able to easily access them when needed.

The Problem

Designs For Health had been using DocuSign for two years to collect electronic signatures, but found the service to be expensive and complex. “They had a limitation on how many documents can be signed” said Xu. The finance department was in need of a service that could fit their purposes of communicating and collecting e-signatures for confidential documentation.

Gary began looking at different websites and found a comparison between SignNow and Adobe Sign. “I needed to make sure that an e-signature [platform] could integrate with our ERP system, NetSuite” he said. Gary quickly noticed that SignNow is a partner of the NetSuite app. “I looked at some comments, main features and pricing and then contacted you guys.”

A single web-based fillable form and eSignature platform is all one needs to create, send and receive signed documents electronically on their personal account. With SignNow’s advanced tools, Gary can create teams within his department and attach necessary documents for collecting signatures and payments. “I like the feature for dividing it [documents] into different teams so that each team can only see their own documents, that I like very much” said Xu, when asked about using SignNow teams for organizing his department’s workflows.

Gary’s Accounts Payable lead is, “very happy because she doesn’t have to go crazy with the back and forth of emails.” He continues, “With e-signatures, they can be tracked and we have a lot of positive feedback from other departments.” When asked about the amount of time SignNow saves him, Gary estimates that, “the whole cycle takes two minutes, before it was maybe ten minutes. That’s a saving of 8 minutes and you’re talking about 400-500 minutes a month. About eight hours.”

Designs For Health needed a service that met health industry standards for security and offered additional features for their customers’ peace of mind. Tamper evident software and complete audit trails are used to view document activity. “Overall, I think it’s secure because it does give you the signer’s IP address so we can check if the signer is the right person” said Xu. “I’m happy with the security features.”

In addition, SignNow offers two-factor authentication for any document sent for signature. The sender of a document can set an individual password for a specific recipient or all of their invited signers and provide it directly or via SMS. Besides password protection, the sender can also choose from other methods of two-factor authentication for each signer such as verification via phone call or text message. “I do believe that a two-step verification is needed because when we sign into our email accounts, I want the security to be really high.” Xu added.

When offices have a single contract that needs to be passed around and completed with multiple signatures, SignNow is ready and waiting with features designed to facilitate internal exchanges. “When I say internally, let’s say there’s one contract that has to be shared and approved by multiple people. Now we can easily require people’s signatures in a sequence for whomever needs to sign, instead of using emails; [having to] copy and forward to everyone. So it facilitates internal communication” said Xu.

SignNow can embolden the image of your company to your business partners and clients. Gary believes that, “it improves a company’s image because when you use some e-signature software like this, it gives customers and vendors a feeling that you’re really, technologically speaking, advanced; you pay attention and use environmental friendly technology. It sends out the right message.”

Conclusion

Gary Xu began his search for a service that would give him and his department a simple solution for communicating and collecting e-signatures for confidential documentation without having to leave NetSuite. DocuSign’s limitations and pricing pushed Gary to explore other options. “When I started using it I thought I’d just give it a try with your representative that gave us a few demos. I thought it was pretty cool, then I started to test it for our finance department to collect banking information like W9’s and credit applications” he said.

What began as a brief introductory test ended up as a much larger implementation. “We started with only six licenses. Then I thought, gosh, I’m going to promote it within my organization” said Xu.

Because SignNow allows recipients to add signatures in the interface without a subscription, word quickly spread as colleagues and clients could try it out at their leisure. Gary added, “we expanded to a lot of departments: HR, Legal, QC, Customer Service, IT, Sales, they all used it for their own purposes.” When the various department heads experienced SignNow for themselves, they were quick to emulate Gary’s example, “SignNow is now used company-wide.”

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A Nutritional Products Manufacturer Switches to SignNow from DocuSign and Benefits Immediately