Scope of Services
Defines tasks (pledge entry, receipting, reconciliation), deliverables, and accountabilities so both parties share clear expectations for operations and outputs.
A clear agreement reduces operational risk by defining service scope, payment timing, deliverables, and data responsibilities. It supports donor trust, enables consistent reporting and auditability, and helps organizations meet legal obligations such as donor intent, privacy, and tax recordkeeping under IRS and state rules.
Advancement offices and third‑party service providers commonly rely on this agreement to coordinate fundraising operations and recordkeeping.
The document aligns operational stakeholders — program, finance, legal, and vendor teams — so roles and liabilities are clear before funds move or donor data is shared.
Typically signs for the institution; responsible for confirming scope, donor acknowledgement standards, and that vendor access to donor records follows institutional policy and privacy law.
Signs on behalf of the service provider; accepts operational responsibilities, data security commitments, service levels, and invoicing terms described in the agreement.
Defines tasks (pledge entry, receipting, reconciliation), deliverables, and accountabilities so both parties share clear expectations for operations and outputs.
Specifies fees, billing schedule, reimbursements, and any holds on funds; include timing for remittance and dispute procedures for contested items.
Sets rules for donor data access, permitted uses, encryption, retention, transfer, and deletion consistent with privacy obligations and institutional policies.
Requires periodic financial and activity reports, reconciliation cadence, and rights to audit or inspect records for accuracy and compliance.
Defines confidential information, exclusions, permitted disclosures, and obligations after contract termination to protect donor and institutional data.
Outlines termination for cause or convenience, transition assistance, outstanding obligations, and dispute resolution methods such as mediation or arbitration.
| Field | Configuration |
|---|---|
| Signer Order | Sequential or parallel routing |
| Authentication | Email, SMS code, or KBA |
| Reminders | Auto-email reminders and cadence |
| Storage | Designated folder or cloud archive |
Define required integrations, file formats, and signer authentication methods for eExecution and recordkeeping.
Confirm storage location, access permissions, and export format for the executed agreement; document these technical choices in an annex or implementation appendix.
Complete signatures before services or fund transfers begin.
Deliver first reconciliation within 30 days of funding.
Submit reconciliations every quarter for donor gifts and fees.
Provide documents and access during yearly financial review.
Retention periods start on the effective or execution date.
Legal and program teams finalize terms and exhibits.
Finance and leadership sign off on fees and risk.
Parties sign and transfer funds or set payment schedule.
Final accounting, deliverable acceptance, and record archiving.
Optica Ventures streamlined donor acknowledgements using online signatures and automated routing
A healthcare provider standardized vendor access and privacy language in the agreement
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | 7-day free trial | Varies | Varies | Varies | Varies |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
| Envelope Cap | No cap | 100 envelopes/user/year | Varies | Varies | Varies |