Charge Capture Form

Use a Charge Capture Form template to make your document workflow more streamlined.

What Charge Capture Form does

Charge Capture Form records the services, amounts, approvals, or related information needed to document a charge before the responsible parties sign. With signNow, upload the form, review auto-detected fillable fields, assign each field to a signer, and send it by email or signing link. Recipients review the charge details, complete their fields, and sign electronically. The completed record can be stored with its audit trail, which documents signer actions, timestamps, and delivery history for operational review and dispute handling.

Business types using charge capture forms

Charge Capture Form supports organizations that document services, amounts, approvals, or related charges before completing an auditable electronic record.

Independent healthcare practices can collect patient-related charge approvals on desktop or mobile while configuring HIPAA workflows with a required business associate agreement.
Financial-services teams can route charge documentation, invoices, and approvals through assigned signers while preserving the audit trail for internal review.
Enterprise operations departments can standardize recurring Charge Capture Form requests with templates, role-based access, integrations, and Business Premium or Enterprise features.

Reusable template

Upload the Charge Capture Form once, then reuse a controlled template with designated fields for services, amounts, approvals, and signatures.

Field detection

Auto-detected fillable fields reduce manual placement work while preserving the form’s charge details and signer assignments.

Remote signing

Send the completed Charge Capture Form by email or signing link when customers, patients, or internal approvers are not together.

Audit trail

The signed document and certificate of completion preserve timestamps, signer actions, and delivery history for later review.

Mobile access

Mobile apps let field staff complete charge records at a site, then route the document to the required signer.

Plan options

Business Premium adds bulk send for recurring charge forms, while Enterprise adds conditional and formula fields for more complex workflows.

How Charge Capture Form works

Charge Capture Form moves from document preparation to assigned signing and auditable storage in four steps.

Upload: Upload the Charge Capture Form and let signNow detect fillable areas.
Prepare: Review detected fields and assign charge details to each signer.
Send: Send the form by email or create a signing link.
Complete: Collect signatures and store the completed record with its audit trail.

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Signer authentication:

Authenticate the signer through the assigned email flow or stronger configured verification.

Timestamp capture:

Record the signing event, delivery action, and related activity with timestamps.

Document hashing:

Associate the completed Charge Capture Form with document-integrity data.

Tamper evidence:

Seal the completed record so later changes can be detected.

Event history:

Preserve signer actions, field changes, and delivery events in history.

Audit export:

Retrieve or export the completed form and audit trail for review.

Security controls for charge records

Transport encryption:

TLS 1.2/1.3 in transit

Storage encryption:

AES-256 at rest

Security reporting:

SOC 2 Type II certified

Information security:

ISO 27001 certified

Health data:

HIPAA compliant with BAA

Electronic signatures:

ESIGN and UETA compliant

Platform requirements for charge capture

Charge Capture Form can be prepared and signed through Chrome, Firefox, Safari, or Edge on Windows and macOS. signNow also provides mobile apps for iOS and Android, allowing authorized users to review charge details and sign from supported phones or tablets.

Browsers Chrome, Firefox, Safari, and Edge
Desktop systems Windows and macOS desktops
Mobile systems iOS and Android mobile apps

Organizations should manage access through approved devices, user permissions, and documented retention policies. API, SSO, certificate, or long-term validation requirements depend on the deployment design and applicable industry rules. Healthcare workflows involving protected health information require a HIPAA-compliant configuration and a business associate agreement.

Integrations for charge capture workflows

Connect Charge Capture Form workflows with CRM, ERP, cloud storage, and project systems to route completed records and related approvals.

Privacy and disclosure controls for charge capture

Charge Capture Form may contain patient, customer, or employee data; limit visible fields to information necessary for the charge record.
Consumer-facing signing requires electronic-record disclosures under 15 U.S.C. §7001(c), including paper access and consent-withdrawal procedures.
Unrestricted template access can expose charge amounts, diagnoses, or account identifiers to unauthorized senders or recipients.
Retaining signed forms without the audit trail can weaken proof of signer identity, intent, timing, and document integrity.

Best practices for charge capture

Accurate fields, controlled access, complete audit evidence, and record-specific retention reduce disputes when Charge Capture Form is completed electronically.

Define fields before sending

Use a controlled template for the Charge Capture Form and define which fields contain service descriptions, quantities, amounts, approvals, and signatures. Restrict template editing to authorized administrators so senders cannot unintentionally change the record structure before requesting completion.

Assign every required signer

Assign each Charge Capture Form signer explicitly and use a signing order when one approval depends on another. Confirm recipient email addresses before delivery, especially when the form contains patient, customer, or employee information.

Preserve completion evidence

Keep the completed Charge Capture Form with its certificate of completion and audit trail. Export records when organizational policy requires an independent archive, and restrict archive access to personnel with a documented business need.

Match retention to record type

Apply the retention rule for the underlying record rather than assuming one period applies to every charge. Tax records, healthcare records, and other business documents may follow different federal or state requirements.

Risks from incomplete charge capture

Disclosure failure

Missing consent

Attribution gap

Unassigned signer

Integrity dispute

Altered record

Privacy incident

Exposed data

Features	signNow	DocuSign	Adobe Sign	PandaDoc	Dropbox Sign
Starting annual price	$8/user/month	Not verified	Not verified	Not verified	Not verified
Free trial availability	7 days, no card	Not verified	Not verified	Not verified	Not verified
Bulk send availability	Business Premium	Not verified	Not verified	Not verified	Not verified
Audit trail availability	Business plan	Not verified	Not verified	Not verified	Not verified
HIPAA compliance	Available with BAA	Not verified	Not verified	Not verified	Not verified

Troubleshooting Charge Capture Form workflows

These answers address field detection, signer access, compliance configuration, and plan limits that can affect Charge Capture Form completion in signNow.

Business includes legally binding eSignatures, templates, audit trails, and mobile apps. Business Premium adds bulk send and kiosk mode; Enterprise adds formula, conditional, and advanced signer-authentication features. Select the plan according to the Charge Capture Form workflow and required controls.

Open the uploaded Charge Capture Form in the signNow editor, review auto-detected fields, and confirm each field’s recipient and type. A field may be missing when the source PDF is flattened or its visual layout does not expose an editable form control.

A signer can often complete a request without creating an account, depending on the sender’s configuration. If stronger assurance is required, configure available authentication options, such as two-factor authentication, SMS OTP, or advanced authentication features on an eligible plan.

For consumer-facing electronic records, provide the ESIGN disclosure required by 15 U.S.C. §7001(c), including paper access, electronic-format access, and consent-withdrawal procedures. signNow can support the workflow, but the business remains responsible for the disclosure and consent design.

HIPAA workflows require a business associate agreement and appropriate handling of protected health information. signNow identifies HIPAA compliance as requiring a BAA; configure permissions, recipients, and retention for the specific Charge Capture Form use case.

The Business plan is listed at $8/user/month with annual billing, while Business Premium is $15/user/month and Enterprise is $30/user/month. Paid subscription plans include 100 signature invites per user annually; overage fees may apply.

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