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Business CNP Template

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BUSINESS CNP TEMPLATE

Client Name:    Service Provider Name:

Effective Date:

WHEREAS

WHEREAS, Client Name is engaged in the business of selling goods and/or services remotely and requires card-not-present transaction processing services for payment acceptance and settlement; and

WHEREAS, Service Provider Name is qualified to provide electronic payment processing, authorization and settlement services specifically for card-not-present transactions and agrees to provide such services pursuant to the terms and conditions set forth in this Agreement; and

NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties agree as follows:

1. Scope of Work

Service Provider will provide card-not-present transaction processing services (the "Services") which include authorization, settlement, reconciliation, reporting, and related technical integration assistance. Services shall be performed in accordance with customary industry standards and applicable payment network rules.

2. Payment Terms

Fees for the Services shall be as set forth below. Unless otherwise stated, all amounts are expressed in the currency indicated by the parties.

Overdue payments shall accrue interest at the rate of % per month, or the maximum rate permitted by law, whichever is less, counted from the date payment was due until paid. A minimum late fee of may be applied to each delinquent invoice.

3. Term and Termination

This Agreement shall commence on the Start Date and continue until the End Date, unless earlier terminated in accordance with this Section.

Start Date:    End Date:

Either party may terminate this Agreement for material breach by the other party if the breaching party fails to cure such breach within the notice period specified above. Termination shall not relieve either party of obligations accrued prior to the effective date of termination, including payment of fees, chargebacks, refunds, or indemnity obligations.

4. Confidentiality

Each party (the "Receiving Party") shall hold in confidence and not disclose or use for any purpose other than the performance of its obligations under this Agreement any non-public information disclosed by the other party (the "Disclosing Party"), including cardholder data, transaction details, pricing, technical integration information, and business plans ("Confidential Information"). Confidential Information does not include information that: (a) is or becomes generally available to the public through no fault of the Receiving Party; (b) was rightfully in Receiving Party's possession prior to disclosure; (c) is received from a third party without breach of any obligation of confidentiality; or (d) is independently developed by the Receiving Party without use of the Disclosing Party's Confidential Information.

The Receiving Party shall protect Confidential Information using at least the same degree of care it uses to protect its own confidential information, but in no event less than reasonable care. The obligations in this section shall survive termination or expiration of this Agreement for a period of three (3) years, except for trade secrets which shall be protected for as long as they qualify as trade secrets under applicable law.

5. Data Security and Compliance

Service Provider shall implement and maintain reasonable administrative, technical and physical safeguards to protect cardholder data and other sensitive information. Client shall comply with applicable card network rules and required security standards for card-not-present transactions. Each party shall promptly notify the other upon becoming aware of any security incident affecting the other's Confidential Information or cardholder data.

6. Liability and Indemnification

Each party shall indemnify, defend and hold harmless the other party from third-party claims arising from its gross negligence, willful misconduct, or breach of this Agreement, including claims relating to fraudulent transactions or failure to secure cardholder data. Except for liability arising from gross negligence, willful misconduct, or breach of confidentiality, neither party's aggregate liability shall exceed the fees paid by Client to Service Provider under this Agreement in the twelve (12) months preceding the claim.

7. Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the state of without regard to its conflict of laws principles. The parties consent to the exclusive jurisdiction of the state and federal courts located in that state for any dispute arising out of or relating to this Agreement.

8. Entire Agreement

This Agreement, including any exhibits or schedules executed by the parties, constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings and communications, whether written or oral. No amendment or modification of this Agreement will be effective unless in writing and signed by authorized representatives of both parties.

9. Miscellaneous

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect. Neither party may assign this Agreement without the prior written consent of the other, except that Service Provider may assign to an acquirer or affiliate provided such assignee assumes Service Provider's obligations.

Client Name:

By:

Title:

Date:

Service Provider Name:

By:

Title:

Date:

Enter text✕

What the Business CNP Template Is and When to Use It

The Business CNP Template is a standardized merchant agreement and authorization form designed for card-not-present (CNP) transactions where the cardholder is not physically present. It documents payment authorization, liability allocation, PCI compliance acknowledgments, and processing parameters for merchants and processors. Use it to record merchant details, processing limits, refund and chargeback handling, and consent for electronic signatures. The template is structured for eSigning under U.S. electronic signature law (ESIGN and state UETA/ESRA frameworks) and for integration with payment processors and records retention systems.

Why a Clear Business CNP Template Matters

A well‑constructed Business CNP Template clarifies payment authorization, reduces chargeback risk, documents PCI responsibilities, and preserves enforceable consent under ESIGN/UETA. It helps standardize merchant onboarding and supports consistent electronic recordkeeping across processors and platforms.

Why a Clear Business CNP Template Matters

Who Typically Completes a Business CNP Template

The template is used by organizations that accept remote payments and by parties responsible for payment compliance and contracts.

  • Ecommerce merchants and retailers that accept phone or online card payments and need documented cardholder authorization.
  • Payment processors, merchant acquirers, and gateway operations teams managing merchant onboarding and dispute workflows.
  • Finance, billing, and legal teams that must record processing limits, refund policies, and PCI responsibilities.

Signatories may include an authorized merchant representative and a processor or gateway official; signatures should reflect delegated authority and role.

Core Elements to Include in a Professional Business CNP Template

A complete Business CNP Template combines authorization language, security obligations, processing parameters, and dispute procedures to create a legally coherent payment record.

Authorization

Clear cardholder or merchant authorization language specifying permitted transaction types, amounts, recurring charges, and cancellation procedures to establish intent to charge.

PCI Obligations

Explicit responsibilities for cardholder data handling, retention limits, encryption, and a statement confirming the party's compliance or remediation plan under PCI DSS.

Processing Details

Merchant account identifiers, processor and gateway names, settlement timelines, currency, and any per‑transaction or monthly limits.

Chargebacks

Procedures for responding to disputes, chargeback liability allocation, evidence requirements, and timelines for contesting chargebacks with the acquirer.

Refunds & Cancellations

Defined refund windows, pro rata calculations for partial refunds, and how cancellations affect recurring billing and credits.

Compliance & Records

Retention instructions, audit rights, certification of truthfulness, governing law clause, and references to applicable electronic signature statutes.

Essential Data Fields to Capture

Business Legal Name: Exact registered name
EIN or TIN: Federal tax identifier
Merchant Account ID: Processor-assigned ID
PCI Attestation: PCI DSS status
Primary Contact: Phone and email
Processing Limits: Per-transaction cap

Step-by-Step: Completing the Business CNP Template

Follow these sequential steps to prepare, validate, and execute the template with electronic signatures and required attachments.

  • 01
    Prepare Document: Populate merchant and processor data fields accurately.
  • 02
    Attach Evidence: Include PCI attestation and relevant merchant IDs.
  • 03
    Set Authentication: Choose signer verification level (email, SMS, KBA).
  • 04
    Execute: Send for signatures and retain audit trail.

How to Configure an Online Signing Workflow

Set up fields, routing, authentication, and reminders to match your merchant onboarding process.

Field Configuration
Signature Authentication Email + SMS code for moderate assurance
Routing Order Merchant then processor sequential signing
Reminders Auto-reminders at 3 and 7 days
Template Naming Use descriptive names for versioning

Technical and Integration Requirements for eSubmission

Confirm platform support for required file types, authentication methods, and integrations before eSubmitting the template.

  • File Formats: PDF, DOCX supported
  • Authentication: Email, SMS, KBA available
  • Integrations: CRM and gateway APIs

Ensure your chosen platform can export signed records with a tamper-evident audit trail and stores documents in encrypted form to meet compliance and reconciliation needs.

Where to Send or File the Completed Template

After signature, route copies to internal teams, the payment processor, and retention storage according to your reconciliation rules.

  • Merchant Records: Store signed copy in accounting system.
  • Processor Submission: Provide signed authorization to acquirer.
  • Reconciliation: Attach to daily settlement reports.
  • Audit Backup: Keep tamper-evident archive for disputes.

Typical Timelines and Processing Expectations

Use these common timelines to set internal SLAs and to inform merchants of processing and dispute windows.

Authorization to Capture:

Authorization typically immediate upon card approval.

Settlement Window:

Settlement to merchant bank usually 1–3 business days.

Chargeback Period:

Card networks commonly allow dispute windows up to 120 days.

Recurring Billing Notice:

Provide prior notice in advance of recurring charges.

Record Retrieval:

Allow 3–10 business days for retrieval requests.

Common Mistakes When Preparing a Business CNP Template

  • Including full primary account numbers (PAN) in the template instead of tokenized references; storing PAN without PCI DSS compliance increases breach risk and violates card network rules.
  • Using vague authorization language for recurring charges or variable amounts; this leads to disputes and higher chargeback rates from cardholders and issuers.
  • Failing to specify routing and settlement details or providing incorrect merchant account identifiers, which causes delayed or misdirected settlements and reconciliation errors.
  • Skipping signer authentication or consumer consent language required by ESIGN; lack of clear consent can undermine enforceability in disputes.

Penalties and Risks from Incorrect or Incomplete Templates

Chargeback Costs: Fines and lost revenue
PCI Fines: Assessments from card networks
Fraud Liability: Liability for unauthorized charges
Account Termination: Merchant account closure risk
Regulatory Action: State or federal penalties
Reputational Harm: Customer trust loss

Comparing eSignature Vendors for Business CNP Workflows

Compare baseline eSignature pricing and capabilities relevant to CNP onboarding. Note envelope limits: signNow has no envelope cap while some competitors restrict envelopes per user.

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 Yes, 7-day free trial No No Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

FAQs and Troubleshooting for the Business CNP Template

Answers to typical legal, technical, and compliance questions encountered when preparing or signing a Business CNP Template.


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