Are electronic signatures legally binding?

Yes. Electronic signatures are enforceable under the ESIGN Act and UETA when the signer shows intent, consent, attribution, and retention. Certain narrow exceptions exist for wills, court orders, and some real estate filings.

When do I need a notary or witnesses?

Most commercial charging proposals do not require notarization, but state or industry rules may require a notary or witnesses for deeds, certain powers of attorney, or specific statutory filings. Check local requirements for the document type.

How do I correct a signed proposal?

Do not alter an executed copy. Prepare an amendment or replacement proposal and obtain fresh signatures. Record the amendment with a cross-reference to the original executed document.

Who is authorized to sign?

Authorized signers are individuals with legal authority to bind the entity. Confirm signatory authority by corporate resolution, delegated authority memo, or procurement policy before accepting signatures.

How should I store executed proposals?

Retain complete signed copies with audit trails, store them in encrypted systems, and apply retention schedules consistent with tax and industry rules to support audits or dispute resolution.

What if the client disputes charges after signing?

Reference the signed proposal, acceptance date, and scope details. Use versioned records and the audit trail to demonstrate agreement. If unresolved, follow dispute resolution terms in the proposal or governing contract.

Electronic Signature
Templates
Miscellaneous
Business Charging Proposal

Business Charging Proposal

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

BUSINESS CHARGING PROPOSAL

Parties

Service Provider:

Service Provider Address

Client Name:

Client Address

Service Provider Contact (email / phone)

Client Contact (email / phone)

Recitals

WHEREAS, Service Provider has expertise in the design, installation, maintenance, and operation of business charging infrastructure and related billing systems; and

WHEREAS, Client desires to engage Service Provider to provide charging services, equipment installation, and a proposed charging rate schedule under the terms set forth in this Proposal; and

NOW, THEREFORE, in consideration of the mutual covenants contained herein, the Parties agree as follows.

Scope of Work

Service Provider will perform the following services and deliverables. The Scope of Work below constitutes the core services to be provided; additional services require a written amendment signed by both parties.

Itemized Charging Equipment & Services (describe each line)

Payment Terms

Client agrees to pay Service Provider for the services and equipment as follows. All monetary amounts are in U.S. Dollars unless otherwise indicated.

Total Proposed Charge Payment Schedule Late Payment Fee

Invoices not paid within the time specified in the Payment Schedule will accrue interest and may result in suspension of services. Client is responsible for all collection costs, including reasonable attorneys' fees.

Term and Termination

This Agreement shall commence on the Start Date and remain in effect until the End Date, unless earlier terminated as provided below.

Start Date: End Date:

Termination Notice Period

Either party may terminate for cause upon material breach that remains uncured thirty (30) days after written notice. Termination for convenience by either party requires the notice period specified above and payment for all work performed through the effective termination date.

Confidentiality

Each party (the Receiving Party) shall protect Confidential Information of the other party (the Disclosing Party) using the same degree of care it uses to protect its own confidential information, but not less than a reasonable standard of care. Confidential Information includes financial terms, technical specifications, business strategies, customer lists, and other non-public information disclosed in connection with this Proposal.

Obligations under this clause do not apply to information that: (a) is or becomes publicly available through no breach by the Receiving Party; (b) was rightfully known to the Receiving Party prior to disclosure; (c) is received from a third party without restriction; or (d) is independently developed. The Receiving Party may disclose Confidential Information to the extent required by law, provided it gives prompt notice to the Disclosing Party when legally permissible.

Insurance and Liability

Service Provider shall maintain commercial general liability insurance and any other insurance necessary for the performance of services under this Proposal. Except for liability arising from gross negligence or willful misconduct, neither party shall be liable to the other for indirect, incidental, consequential, or punitive damages.

Governing Law

This Proposal and any dispute arising out of it shall be governed by and construed in accordance with the laws of:

Entire Agreement

This Proposal, together with any attached exhibits or written amendments signed by authorized representatives of both parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, and communications, whether written or oral. Any modification must be in writing and signed by both parties.

Acceptance

By signing below, Client accepts this Business Charging Proposal and authorizes Service Provider to commence work in accordance with the Scope of Work and Payment Terms herein.

Service Provider - Printed Name:

By:

Date:

Client - Printed Name:

By:

Date:

What a Business Charging Proposal Is and when it’s used

A Business Charging Proposal is a formal document that outlines fees, terms, and conditions for goods or services a business intends to charge a client or counterparty. It typically lists pricing components, service scope, payment schedules, optional surcharges, and acceptance instructions so both parties understand financial obligations before work begins. The proposal can be presented as a standalone contract offer, an attachment to a master services agreement, or as a budgetary estimate that converts to an invoice on acceptance. Clear proposals reduce billing disputes and support internal approvals and recordkeeping.

Why a clear Charging Proposal matters to your business

A well‑structured Business Charging Proposal clarifies pricing, reduces disputes, and creates an auditable record of the offer and acceptance. It supports timely approvals, enables consistent billing, and documents terms that affect revenue recognition and tax reporting.

Who typically prepares and receives these proposals

Charging proposals are used by internal teams and external buyers across departments; the following profiles represent common participants.

Small business owners and service providers preparing client quotes and schedule-of-fees documents for commercial engagements.
Procurement and accounts payable teams receiving, reviewing, and approving vendor charge proposals before issuing purchase orders.
Property managers or facility operations teams that collect charging proposals for tenant services, utilities, or recurring maintenance.

Each audience reviews different elements—legal, financial, or operational—so tailor the proposal to the intended recipient and approval workflow.

Step-by-step: completing a Business Charging Proposal

Use this sequential checklist to prepare, review, and finalize the proposal before distribution.

01

Gather details: Collect client legal name, project scope, and billing contact information.
02

Itemize charges: Break fees into line items, taxes, and any optional charges.
03

Set terms: Define payment terms, late fees, and proposal validity period.
04

Sign and send: Obtain authorized signature(s) and distribute to recipients with record retention instructions.

Essential sections to include in a professional proposal

A complete Business Charging Proposal groups pricing, obligations, and acceptance mechanics into predictable sections for clarity and enforceability.

Pricing Schedule

List unit rates, recurring fees, one‑time charges, applicable taxes, and any volume or early‑payment discounts in tabular form for easy review.

Service Scope

Define deliverables, performance standards, excluded work, and any milestones tied to billing events to reduce later disagreements.

Payment Terms

Specify due dates, accepted payment methods, late fee calculations, and billing cycles to set clear cash‑flow expectations.

Adjustments & Surcharges

Describe indexing, fuel or material surcharges, and change order pricing methods that may alter the final billed amount.

Validity & Expiration

State how long the proposal remains valid and whether rates are subject to negotiation after expiry or upon scope changes.

Acceptance & Signatures

Provide a signature block, indicate whether eSignature is acceptable, and list required signatory authority to bind the client.

Security and compliance items to display or record

Encryption: TLS 1.2/1.3 in transit

Data at rest: AES‑256 encrypted storage

Audit trail: Timestamped signing events

Regulatory support: ESIGN and UETA compliant

Health data: HIPAA available with BAA

Certifications: SOC 2 Type II and ISO 27001

Configuring an online proposal workflow

Set these options when using an eSubmission or eSignature platform to prepare and send proposals at scale.

Field	Configuration
Authentication	Email link, SMS code, or KBA depending on risk
Template reuse	Save standard templates for repeat proposals
Bulk send	Use bulk send for identical proposals to many recipients
Audit logging	Enable full event history and downloadability

Where to send and how routing typically works

Routing should match recipient roles and internal approvers so document flow and approvals are auditable.

Primary recipient: Send to client billing contact or contract owner
Internal approval: Route to finance or legal before external distribution
Signer order: Define sequential or parallel signing as required
Archive copy: Store executed copy with invoice and PO records

Technical and format requirements for digital completion

Confirm file formats, integrations, and signer authentication methods before sending proposals electronically.

File formats: PDF, DOCX, and HTML supported
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email link, SMS code, or SSO

Align platform settings with your retention policies, audit requirements, and any industry compliance obligations before launching workflows.

Typical timing and deadline items to include

Document these dates so recipients and internal teams know timeline expectations and obligations tied to the proposal.

Proposal validity:

Standard window is 30 days unless otherwise stated

Acceptance deadline:

Date by which client must sign to lock rates

Invoice due date:

Net 30, Net 45, or the agreed payment term

Start of services:

Commencement tied to signed acceptance or purchase order

Renewal or review:

Specify periodic review for recurring charges

Common mistakes to avoid when preparing proposals

Leaving scope vague and relying on 'reasonable efforts' language that invites disputes and scope creep.
Omitting clear acceptance criteria or signatory authority, causing delays in approval and billing initiation.
Failing to itemize taxes and fees, which can create unanticipated client pushback and accounting reconciliation issues.
Not preserving a signed, timestamped copy and audit trail; this complicates collections and legal defense.

Consequences and financial risks from errors

Disputed charges: Delayed payment or credit memos

Tax impact: Incorrect reporting may trigger penalties

Backup withholding: 24% withholding risk

Contractual breach: Liability for nonconforming performance

Regulatory exposure: Industry fines for noncompliance

Recordkeeping failure: Lost deductions or audit risk

Typical eSignature vendor pricing and capability snapshot

Comparing entry pricing and key capabilities can inform platform selection for eSubmission and signature of Business Charging Proposals.

	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 trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-world examples of Business Charging Proposal use

These short case summaries illustrate how organizations use charging proposals in operational workflows.

Optica Ventures (Brian Fitzgibbons)

Optica centralized fee schedules into a standardized proposal for clients to approve online

Implementation used reusable templates and online signing
The change reduced turnaround and improved customer clarity while creating a single source of truth for billing and audits.

Martin Properties (Tim Martin)

Martin Properties converted service charge estimates into binding proposals for tenant services

Signatures captured remotely on mobile devices
That approach eliminated in‑person approvals, shortened billing cycles, and ensured enforcement of agreed terms.

Frequently asked questions about preparing and signing proposals

Answers to common tasks and problems encountered when creating, signing, and storing Business Charging Proposals.

Need help? Contact support

Are electronic signatures legally binding?
Yes. Electronic signatures are enforceable under the ESIGN Act and UETA when the signer shows intent, consent, attribution, and retention. Certain narrow exceptions exist for wills, court orders, and some real estate filings.
When do I need a notary or witnesses?
Most commercial charging proposals do not require notarization, but state or industry rules may require a notary or witnesses for deeds, certain powers of attorney, or specific statutory filings. Check local requirements for the document type.
How do I correct a signed proposal?
Do not alter an executed copy. Prepare an amendment or replacement proposal and obtain fresh signatures. Record the amendment with a cross-reference to the original executed document.
Who is authorized to sign?
Authorized signers are individuals with legal authority to bind the entity. Confirm signatory authority by corporate resolution, delegated authority memo, or procurement policy before accepting signatures.
How should I store executed proposals?
Retain complete signed copies with audit trails, store them in encrypted systems, and apply retention schedules consistent with tax and industry rules to support audits or dispute resolution.
What if the client disputes charges after signing?
Reference the signed proposal, acceptance date, and scope details. Use versioned records and the audit trail to demonstrate agreement. If unresolved, follow dispute resolution terms in the proposal or governing contract.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now