How we test PDF editors & e-signature apps at TheBusinessDive
PDF editors and e-signature tools are often used for important documents – contracts, agreements, forms, and official files. Because of that, how these tools are tested matters.
To stay transparent, below we break down how we evaluate PDF editors and e-signature apps, and what we focus on during testing.
Our testing approach
We test PDF editors and e-signature apps by working with real documents and realistic scenarios. This includes editing, reviewing, signing, and sharing files, as well as checking how tools handle security, performance, and document workflows over time.
Our evaluations focus on everyday usability, editing accuracy, signing workflows, security, and pricing transparency.
This testing framework is used across all of our PDF and e-signature content, including individual reviews, comparisons, and “best of” guides. That said, all the recommendation you see is based on this same evaluation process, not on one-off impressions.
Why PDF editors & e-sign apps are hard to compare
While these tools are often treated as separate categories, in real use they overlap a lot. Many PDF editors now include signing features, and many e-signature tools also offer basic editing, annotations, and form handling.
At the same time, document needs vary widely, so the same tool won’t work equally well for everyone. Here’s why comparisons get tricky:
- Different use cases. Some people only need to sign an occasional document, while others manage contracts, forms, and multi-step approval workflows every day.
- File complexity. Editing a simple PDF is very different from working with long contracts, scanned documents, or large files.
- Security and compliance. For some teams, security standards and audit trails matter more than editing features.
- Pricing structure. Limits are often hidden behind plans, page counts, signature caps, or usage restrictions that aren’t obvious at first.
That’s why a feature list alone rarely shows how a PDF or e-signature tool will perform in real-world use.
What we actually test
When testing PDF editors and e-signature apps, we focus on things that directly affect how documents are handled in real situations.
This includes:
- Text and image editing accuracy. How precise edits are, and whether formatting breaks during changes.
- OCR quality. How well the tool handles scanned documents and converts them into editable files.
- Annotation and commenting. Highlighting, notes, and collaboration during document review.
- Signing workflow. How easy it is to prepare documents, add signers, and complete the signing process.
- Security and compliance. Audit trails, authentication options, and document protection.
- File handling and performance. How tools perform with large files or multiple documents.
- Pricing vs access. Whether essential features are available on lower plans or only on higher tiers.
These areas usually determine whether a PDF or e-signature tool feels reliable.
Here are some of our reviews about PDF and e-sign apps, so you can get a better understanding of how we implement these in practice:
How we test PDF editors & e-sign apps
We test these tools by using them with real documents.
This means uploading existing PDFs, editing text and images, working with scanned files, sending documents for signature, and tracking the entire process from start to finish.
As part of testing, we:
- prepare documents with multiple signers
- test different signing and approval flows
- check audit logs and document history
- work with both simple and complex files
During the process, we look for answers to a few basic questions:
- Is the tool easy to use once real documents are involved?
- Does the signing flow work smoothly for all parties?
- Does the tool remain reliable when handling larger or more complex files?
We don’t rely on demos or sample files. We use the tools over time to see how they perform in everyday document workflows. points.
What we don’t do
Just as important as what we test is what we intentionally avoid.
- We don’t rely only on vendor demos or marketing claims
- We don’t rank tools based on affiliate payouts
- We don’t claim there’s one PDF or e-signature tool that works for everyone
Document workflows vary widely, and oversimplifying them doesn’t help users make good decisions.
How we make recommendations
Because different users have different needs, our recommendations are always use-case based.
You’ll often see categories such as:
- Best for basic PDF editing
- Best for advanced document workflows
- Best for frequent e-signatures
- Best budget option
This makes it easier to understand whether a tool fits your specific needs.
How often are reviews updated
PDF editors and e-signature tools change regularly. Features evolve, security standards update, and pricing structures shift.
We revisit reviews when:
- pricing changes
- major features are released
- signing or security workflows change
Keeping reviews current is part of our review process, not an afterthought.
Transparency & monetization
Some of our articles include affiliate links. If you sign up through one of them, we may earn a commission at no extra cost to you.
This never influences how tools are tested, ranked, or recommended.