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Business Catalog

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BUSINESS CATALOG

This Business Catalog and General Business Agreement is made between Supplier Name: and Client Name: (each a "Party" and together the "Parties").

RECITALS

WHEREAS, Supplier maintains a catalog of goods and services and offers such goods and services for sale under the terms and conditions set forth in this Business Catalog and Agreement; and

WHEREAS, Client desires to purchase goods and/or services from Supplier pursuant to the catalog descriptions, pricing, and payment terms contained herein; and

NOW, THEREFORE, in consideration of the mutual covenants set forth below, the Parties agree as follows.

PARTIES AND CONTACT INFORMATION

SCOPE OF WORK

Supplier shall offer for sale and Client may purchase the goods and services described in the catalog entries below in accordance with the terms of this Agreement. The catalog describes standard product specifications, available services, standard lead times, and pricing basis. Individual orders will reference the applicable catalog item code and the terms herein.

CATALOG ITEMS

Listed below are representative catalog entries. Each entry includes item code, description, unit, and standard unit price. Prices are exclusive of applicable taxes, duties, and shipping unless otherwise stated.

The Parties may add additional catalog entries by written amendment in accordance with the Amendment provision below.

PAYMENT TERMS

Client shall pay Supplier in immediately available funds according to the pricing and schedule set forth in this section and any applicable order. Unless otherwise agreed in writing, the following standard terms apply:

TERM AND TERMINATION

This Catalog and Agreement shall commence on Start Date: and continue until End Date: , unless earlier terminated as provided below.

Either Party may terminate this Agreement for convenience upon Notice Period (days): days' prior written notice to the other Party. Termination for material breach is effective immediately upon written notice if the breaching Party fails to cure within Cure Period (days): days after receipt of notice.

CONFIDENTIALITY

Each Party agrees to maintain in confidence any non-public information disclosed by the other Party that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure ("Confidential Information"). Confidential Information does not include information that is publicly known through no fault of the receiving Party or rightfully obtained from a third party without restriction. The receiving Party shall use Confidential Information solely to perform its obligations under this Agreement and shall not disclose it to any third party except as required by law or with prior written consent.

WARRANTY & LIMITATION OF LIABILITY

Supplier warrants that goods supplied under this Catalog shall conform to the descriptions set forth in the catalog entries and be free from material defects for a period specified in each item's description. EXCEPT AS EXPRESSLY SET FORTH HEREIN, SUPPLIER DISCLAIMS ALL WARRANTIES, WHETHER EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT SHALL EITHER PARTY BE LIABLE FOR CONSEQUENTIAL, INCIDENTAL, OR PUNITIVE DAMAGES.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of Governing State: without regard to its conflict of laws principles.

AMENDMENT; ENTIRE AGREEMENT

This Catalog, together with any mutually executed purchase orders and attachments, constitutes the entire agreement between the Parties with respect to the subject matter hereof and supersedes all prior agreements and understandings. No modification, amendment or waiver of any provision of this Agreement will be effective unless in writing and signed by both Parties.

ORDERING, DELIVERY AND RETURNS

Orders shall be placed by purchase order referencing the applicable catalog item code. Delivery terms, lead times, and acceptance criteria are defined per item in the catalog or in the purchase order. Returns and exchanges are subject to Supplier's written return policy as set forth in the applicable item description.

MISCELLANEOUS

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions will remain in full force and effect. The Parties acknowledge that they have had the opportunity to review this Agreement and, if desired, to seek independent legal counsel.

Supplier — Printed Name:

By:

Date:

Client — Printed Name:

By:

Date:

Enter text✕

What the Business Catalog Is and when it’s used

A Business Catalog is a structured directory or listing that captures core information about a company, its products or services, and contact details for internal or external distribution. It typically combines descriptive listings, pricing or service tiers, categorization by industry or department, and administrative metadata used for indexing, search, and compliance. Organizations use a Business Catalog to centralize supplier or product data, publish offerings to customers or partners, and support procurement, marketing, or regulatory disclosure workflows where accurate, auditable records are required for repeated reference.

Why maintain a Business Catalog

A maintained Business Catalog improves data accuracy, reduces duplicated effort, and provides a single source of truth for internal teams and external stakeholders. It supports consistent customer-facing descriptions, simplifies procurement and onboarding, and creates an auditable record for regulatory or contract review.

Why maintain a Business Catalog

Typical users and stakeholders

Teams that create or rely on a Business Catalog vary by function and responsibility.

  • Product and marketing teams who publish listings and pricing updates across channels.
  • Procurement and vendor managers who use the catalog for supplier discovery and contract references.
  • Sales and customer success teams who reference product descriptions, availability, and terms when engaging customers.

Multiple departments often share ownership; define clear publishing and approval roles to maintain accuracy.

Core sections found in a professional Business Catalog

A complete Business Catalog groups offerings, administrative metadata, and compliance fields to support discovery, contracting, and auditability across teams.

Product Entry

Title, SKU or identifier, short and long descriptions, dimensions, and primary category used for search and display.

Pricing

List price, discounts, tiers, effective date, currency and any volume or territory conditions that affect price application.

Availability

Stock status or service capacity, lead times, geographic availability, and any blackout or seasonal constraints.

Vendor Details

Supplier name, legal entity, contact person, address, tax ID or EIN, and primary communication channels.

Terms

Payment terms, return policies, warranty statements, licensing or usage restrictions, and governing law.

Administrative Data

Record owner, last updated date, versioning, and internal tags for routing or approval workflows.

Required administrative and security entries

Record Owner: Person or team responsible
Effective Date: Start date of record
Version: Sequential version ID
Access Level: Internal or public
Audit Trail: Change history present
Data Classification: Confidentiality tier

Step-by-step: prepare and publish a catalog entry

Follow a standard sequence to gather approvals, validate data, and publish entries so each catalog item can be relied on for transactions and reporting.

  • 01
    Collect Data: Assemble legal, pricing, and product details from source owners.
  • 02
    Validate: Confirm identifiers, tax numbers, and effective dates are accurate.
  • 03
    Approve: Obtain sign-off from product owner and legal or finance as required.
  • 04
    Publish: Deploy entry to production catalog with version and audit metadata.

Typical publishing and sign-off workflow

A defined workflow reduces delays and creates an auditable path from draft to public listing.

  • Draft: Create initial entry and attach source documents.
  • Internal Review: Product, pricing, and legal review for accuracy.
  • eSignature: Obtain required electronic approvals with a verifiable audit trail.
  • Release: Publish the catalog entry and notify dependent teams.

Configuring an electronic approval workflow

Standardize workflow fields and authentication settings to match your approval risk profile.

Field Configuration
Approver Sequence Sequential or parallel routing
Authentication Email, SMS code, or stronger ID proofing
Audit Capture IP, timestamp, and signer details
Retention Define retention period and export format

Digital submission and sharing options

Choose delivery and signing channels that align with your compliance and user-experience needs.

  • Document Formats: PDF, DOCX, and HTML supported for upload
  • Integrations: Connectors commonly include Salesforce, NetSuite, Microsoft 365, and Google Workspace
  • Authentication Options: From email link to multi-factor or KBA per workflow

Confirm platform encryption, audit trail, and optional BAAs for regulated data before enabling eSubmission.

Timing and typical processing expectations

Set clear internal deadlines for each stage from data collection through publication to minimize cache or listing errors.

Data Collection Deadline:

Allow 3–7 business days depending on complexity

Review Window:

Allow 5–10 business days for legal and pricing checks

Approval SLA:

Target 48–72 hours for approver response

Publication Delay:

Publishing propagation usually completes within 24 hours

Amendment Turnaround:

Minor edits: one business day; substantive changes: up to two weeks

Key milestones from draft to live catalog

Track these sequential milestones to measure cycle time and identify bottlenecks in catalog publication.

01

Draft Created

Initial record assembled and saved for review.

02

Internal Review

Product and finance verify accuracy and dependencies.

03

Legal Approval

Terms, warranties, and regulatory language checked.

04

Published Live

Entry released with audit metadata and version.

Common preparation errors to avoid

  • Incomplete identification data leading to payment or tax reporting failures and potential backup withholding risk.
  • Out-of-date pricing without effective dates, which creates invoicing disputes and customer confusion.
  • Missing approval metadata or absent audit trails that complicate audits and compliance reviews.
  • Mismatched legal names across systems causing contract enforceability or vendor onboarding failures.

Potential legal and compliance risks

Tax Reporting: Incorrect TINs can trigger backup withholding and IRS penalties
Contract Disputes: Vague terms or missing effective dates risk unenforceable obligations
Privacy Violations: Sharing protected health information without HIPAA safeguards risks penalties
Recordkeeping Failures: Insufficient retention can breach IRS or agency rules
Authentication Gaps: Weak signer verification increases repudiation risk
Version Control: Using superseded entries for transactions may create liability

Representative real-world examples

Organizations use Business Catalogs for faster onboarding, consistent public listings, and auditable contract references.

Optica Ventures — COO

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

  • Catalog entries centralize product metadata for all sales channels.
  • The catalog reduced time to publish new offerings and improved cross-team alignment without adding overhead.

Martin Properties — Founder

I can process and execute all of these documents online with 100% compliance and built-in security.

  • Mobile and offline access matter for field teams.
  • Being able to update listings and capture approvals remotely shortened deal cycles and reduced paper handling for property management.

eSignature vendor comparison for catalog approvals

Basic vendor pricing and feature availability relevant to signing catalog approvals and supplier agreements. signNow is listed first per comparison conventions.

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 No No Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
Envelope Cap No envelope cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan
HIPAA Compliant Yes Yes Yes No No

Frequently asked questions and troubleshooting

Answers to common questions about filling, signing, and maintaining Business Catalog records in electronic workflows.


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