Company Identity
Provide the legal entity name, DBA, registered address, EIN or tax ID, state of formation, and any trade names. Accurate identity data supports tax withholding and vendor validation.
Using a Business CI Document centralizes essential legal and operational data, reduces repeated data entry, and creates an auditable record for compliance. It improves consistency across contracts and third-party relationships while supporting defensible electronic execution under ESIGN and relevant state statutes.
Teams in legal, procurement, compliance, HR, and vendor management use the Business CI Document during onboarding and contract setup.
Accurate CI documents reduce delays, support audits, and limit liability by ensuring consistent information across stakeholders.
Provide the legal entity name, DBA, registered address, EIN or tax ID, state of formation, and any trade names. Accurate identity data supports tax withholding and vendor validation.
List officers and representatives with signing authority, include full legal names, titles, signature specimen, and a statement of signing limits or delegation. Attach corporate resolution if required.
Record bank account details for wire transfers, ACH instructions, payee names, remittance addresses, and tax reporting preferences. Note payment terms, net days, and invoicing contacts.
Include insurance certificates, W-9 or W-8 forms, licensing, background-screening requirements, and any industry-specific disclosures required for regulatory compliance and third-party risk reviews and audits periodically.
Specify the chosen governing state, dispute resolution process, and venue. Clear selection reduces ambiguity in enforcement and supports state-specific compliance checks and statutory interpretations regularly.
Define retention periods, custodians, backup locations, and procedures for secure disposal. Reference applicable federal standards (IRS, HIPAA, SEC) and any extended state retention rules explicitly.
| Field | Configuration |
|---|---|
| Authentication | Email with optional SMS code |
| Approval Order | Sequential approval with two signers by default |
| File Formats | Accept PDF, DOCX, and XLSX uploads |
| Retention | Automated archival to secure storage for required period |
The Business CI Document can be shared and signed across platforms with standard integrations and file formats.
Provide upon payer request to avoid backup withholding.
Employee and independent contractor copies due Jan 31 each year.
Keep tax and CI records at least three years per IRC §6501(a).
Retain for three years after hire or one year after termination, whichever later.
Maintain for six years from creation per 45 CFR §164.530(j).
| 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 by vendor and plan | Varies by vendor and plan | Varies by vendor and plan | Varies by vendor and plan |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |