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Business EPI Template

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BUSINESS EPI TEMPLATE

Effective Date:

Parties

Recitals

WHEREAS, Party A possesses expertise, methodologies and tools for enterprise performance improvement, analysis, and related advisory services, and is willing to perform services for Party B on the terms set forth in this Agreement; and

WHEREAS, Party B desires to engage Party A to provide business process evaluation, implementation recommendations, and related deliverables described in the Scope of Work below, and Party A agrees to perform such services under the terms and conditions herein; and

NOW, THEREFORE, in consideration of the mutual covenants and promises contained in this Agreement, the Parties agree as follows.

Scope of Work

Party A shall perform the services, analyses and deliverables described in this Scope of Work. Party A will exercise commercially reasonable efforts and professional skill consistent with prevailing industry standards.

Payment Terms

In consideration for the performance of the Scope of Work, Party B shall pay Party A the fees and reimburse reasonable pre-approved expenses in accordance with the terms below.

Overdue amounts shall accrue a late fee of on the unpaid balance, calculated monthly, plus all reasonable costs of collection, including attorneys' fees.

Term and Termination

This Agreement shall commence on and shall continue until unless earlier terminated as provided herein.

Either Party may terminate this Agreement for material breach by the other Party if the breaching Party fails to cure the breach within days of receipt of written notice specifying the breach. Either Party may terminate for convenience upon days' prior written notice.

Upon termination, Party A will deliver all work in progress and Party B will promptly pay all undisputed amounts due for services rendered and reimbursable expenses through the effective date of termination.

Confidentiality

"Confidential Information" means non-public information disclosed by one Party ("Discloser") to the other ("Recipient") that is designated as confidential or that the Recipient should reasonably understand is confidential given the nature of the information and the circumstances of disclosure. Confidential Information includes, without limitation, financial data, business plans, customer lists, pricing, trade secrets, technical materials and any analyses, summaries or derivatives thereof.

The Recipient shall (a) protect Confidential Information with at least the same degree of care it uses for its own confidential information, but not less than reasonable care; (b) use Confidential Information solely to perform its obligations under this Agreement; and (c) not disclose Confidential Information to any third party except to its employees, contractors or advisors who have a need to know and who are bound by confidentiality obligations at least as protective as those in this Agreement.

Confidential Information does not include information that (i) is or becomes generally available to the public other than as a result of a breach of this Agreement by the Recipient; (ii) was in the Recipient's lawful possession prior to disclosure by the Discloser; (iii) is rightfully received from a third party without restriction on disclosure; or (iv) is independently developed by the Recipient without use of or reference to the Discloser's Confidential Information. Recipient may disclose Confidential Information to the extent required by law or valid legal process, provided Recipient gives the Discloser prompt written notice and cooperates in any effort to obtain confidential treatment or a protective order.

The obligations in this Confidentiality section shall survive termination of this Agreement for a period of years, except with respect to trade secrets, which shall survive as long as permitted by law.

Indemnification and Limitation of Liability

Each Party (Indemnitor) shall indemnify, defend and hold harmless the other Party (Indemnitee) from and against third-party claims arising out of Indemnitor's gross negligence, willful misconduct or material breach of this Agreement. The Indemnitee shall promptly notify the Indemnitor in writing of any such claim and permit the Indemnitor to control the defense and settlement, provided that any settlement that admits liability or requires payment by the Indemnitee requires the Indemnitee's prior written consent.

EXCEPT FOR LIABILITY ARISING FROM GROSS NEGLIGENCE, WILLFUL MISCONDUCT OR BREACH OF CONFIDENTIALITY, NEITHER PARTY'S AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THIS AGREEMENT SHALL EXCEED THE TOTAL AMOUNTS PAID OR PAYABLE TO PARTY A UNDER THIS AGREEMENT DURING THE TWELVE (12) MONTHS PRIOR TO THE EVENT GIVING RISE TO LIABILITY. IN NO EVENT SHALL EITHER PARTY BE LIABLE FOR CONSEQUENTIAL, EXEMPLARY, SPECIAL OR PUNITIVE DAMAGES.

Assignment; Subcontracting

Neither Party may assign this Agreement without the prior written consent of the other Party, except that either Party may assign to an affiliate or to a successor in connection with a merger or sale of substantially all of its assets, provided the assignee assumes the assigning Party's obligations hereunder. Party A may engage subcontractors provided Party A remains responsible for performance.

Governing Law and Dispute Resolution

This Agreement shall be governed by and construed in accordance with the laws of the state of without regard to its conflict of law principles. The Parties shall first attempt in good faith to resolve any dispute arising under this Agreement through negotiation between senior representatives. If unresolved within thirty (30) days, disputes shall be resolved in the state or federal courts located in the county where Party B's principal place of business is located, and each Party irrevocably submits to the jurisdiction and venue of such courts.

Entire Agreement; Amendments

This Agreement, together with any exhibits or attachments expressly incorporated herein, constitutes the entire agreement between the Parties with respect to its subject matter and supersedes all prior and contemporaneous agreements, proposals, representations and understandings, whether written or oral. Any amendment or modification to this Agreement must be in writing and signed by authorized representatives of both Parties.

Miscellaneous

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect. The Parties are independent contractors and nothing in this Agreement creates a partnership, joint venture, employment or agency relationship. Notices under this Agreement shall be in writing and delivered to the addresses set forth above.

Party A (Provider):

Printed Name:

By:

Date:

Party B (Client):

Printed Name:

By:

Date:

Enter text✕

What the Business EPI Template Is

The Business EPI Template is a standardized, fillable agreement used by organizations to collect and record essential enterprise process information (EPI) for contracts, vendor onboarding, and internal approvals. It combines structured data fields, signature blocks, and optional attestations so parties can confirm terms, responsibilities, and data accuracy. The template is designed for digital completion and secure eSigning while preserving an audit trail for compliance and recordkeeping across common business workflows.

Why organizations use a Business EPI Template

A clear, consistent template reduces ambiguity, speeds approvals, and centralizes required information. Using a standardized form helps enforce data completeness, supports auditability, and lowers the risk of missing contractual or onboarding steps.

Why organizations use a Business EPI Template

Typical users and signers

The Business EPI Template is used by teams that need verified business data for contracting, vendor setup, or regulatory compliance.

  • Procurement teams and purchasing managers who must collect vendor credentials and payment terms for onboarding.
  • Legal and contract administrators responsible for confirming authority, governing law, and signature authority.
  • HR and operations staff who gather organizational contacts, tax identifiers, and internal approval confirmations.

Use the template to centralize information collection and to create a consistent record for future audits and renewals.

Roles that sign or complete the template

Authorized Signer

An individual with binding authority to sign for the business (owner, officer, or designated agent). Confirm title and signatory limits before execution to ensure enforceability and prevent rejected transactions.

Vendor Representative

A business contact who provides company data, banking details, and tax identifiers. Accuracy here prevents payment delays, backup withholding issues, and onboarding rework.

Core parts of a professional Business EPI Template

A complete template balances structured data, legal clarity, and signature evidence. Include sections that map to onboarding checks, risk allocation, and recordkeeping needs.

Header

Document title, effective date, and unique identifier so every executed copy can be traced to the originating transaction.

Parties

Full legal names, entity types, and primary contacts for each party to establish attribution and service addresses.

Core Data Fields

EIN/TIN, payment terms, scope summary, and delivery milestones captured in discrete fields for clarity and validation.

Representations

Short attestations regarding authority, accuracy of information, and compliance with applicable laws to reduce downstream disputes.

Signature Blocks

Designated signer fields, printed name, title, and date; include witness or notary blocks if required by jurisdiction.

Audit Trail

Record of signer identity, timestamps, IP addresses, and change history to support later verification and compliance.

Step-by-step: completing and executing the template

Follow a consistent four-step sequence to minimize errors and to create a complete execution record.

  • 01
    Prepare: Populate all required fields and attach supporting documents.
  • 02
    Verify: Confirm names, EIN/TIN, and signer authority before sending.
  • 03
    Sign: Use an accepted eSignature method and capture an audit trail.
  • 04
    Store: Save signed copy with retention metadata and access controls.

Recommended digital workflow settings

Configure the electronic workflow to enforce required fields, set signer order, and capture identity evidence.

Field Configuration
Required Fields Set all legal-name, EIN, and signature fields to mandatory.
Signer Order Use sequential order when approvals must follow a specific chain.
Authentication Enable email verification and optional SMS code for higher assurance.
Retention Settings Enable automatic export to secure storage with audit metadata.

How eSubmission typically flows

A concise eSubmission flow keeps parties informed and reduces turnaround: upload, tag, authorize, and sign.

  • Upload: Sender uploads the template and attachments to the signing platform.
  • Tag Fields: Place required fields, initials, and signature blocks for each signer.
  • Send: Dispatch via email link or bulk send for multiple recipients.
  • Complete: Platform records signatures and issues a certificate of completion.

Technical and platform considerations

Ensure your eSignature platform supports required authentication, integrations, and document formats before deploying the template.

  • Formats: PDF, DOCX, and fillable form exports supported.
  • Integrations: Connectors for CRM, ERP, and cloud storage are recommended.
  • Authentication: Email, SMS, SSO, and stronger options available.

eSignature vendor pricing comparison for document use

Basic pricing and core capability overview to help evaluate eSignature options for high-volume templates. signNow is shown first for direct comparison.

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, no credit card No free trial listed No free trial listed Limited trial available Limited trial available
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Security and compliance checklist

Encryption in Transit: TLS 1.2/1.3
Encryption at Rest: AES-256
Regulatory Certifications: SOC 2 Type II
Privacy Frameworks: GDPR and CCPA compliance
Healthcare Compliance: HIPAA (BAA required)
FDA & Audit: 21 CFR Part 11 adherence possible

Common preparation pitfalls to avoid

  • Incomplete names or mismatched TINs that cause payment delays or IRS backup withholding.
  • Leaving conditional fields unconfigured, resulting in missing required attachments or unresolved obligations.
  • Using ambiguous language for consideration or deliverables that creates scope disputes later.
  • Failing to confirm signer authority, which can invalidate an agreement or require re-execution.

Risks and potential penalties from errors

Incorrect TIN: Backup withholding and reporting disruptions
Late Filings: Per-form penalties can apply
I-9 Errors: Civil penalties may be assessed
Invalid Signature: Contract may be unenforceable
HIPAA Violations: Civil monetary penalties possible
Retention Failures: Regulatory fines or audit findings

Practical tips for accurate, efficient completion

Follow these practices to minimize errors and to make downstream approvals and audits smoother.

Validate Identity Early
Verify signatory identity and authority before sending the template; use consistent ID checks to reduce rework and to support auditability.
Enforce Required Fields
Configure the template so critical fields cannot be skipped; this prevents incomplete submissions and reduces manual follow-up.
Capture Supporting Files
Attach articles of incorporation, W-9, certificates of insurance, or licenses at the time of submission to streamline onboarding checks.
Maintain Version Control
Record template version and change history so each executed copy can be traced to the precise language in force at execution.

Key milestones and processing stages

A typical lifecycle includes drafting, internal review, signing, and final filing or storage milestones.

01

Drafting

Create and populate the template with required data.

02

Internal Review

Legal or procurement reviews for compliance and authority.

03

Execution

Signatures are collected and audit trail recorded.

04

Archival

Save to secure storage with retention metadata.

Typical timelines and expectations

Set realistic internal deadlines and allow time for verification and corrections when scheduling completion and filing.

Preparation Time:

1–3 business days for data collection and attachments

Review Window:

2–5 business days for approvals depending on complexity

Signing Turnaround:

Often under 24–72 hours for digital signers

Notarization Lead:

Allow extra scheduling time if notarization or RON is required

Final Processing:

1–2 business days to index and archive executed records

Real-world examples of template use

These customer examples show how organizations apply digital templates and signing to real workflows.

Optica Ventures

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

  • Speed improvements helped reduce turnaround times across deals.
  • Optica used the template to centralize vendor data, lowering onboarding errors and improving audit readiness across multiple transactions.

Tech Data

Tech Data uses airSlate SignNow to improve our internal and external customer service while increasing our speed to revenue.

  • Integration with ERP systems simplified processing.
  • The company standardized the Business EPI Template to enforce required fields and to accelerate contract-to-cash milestones.

How the Business EPI Template compares to similar documents

A quick comparison shows when to use a Business EPI Template versus other common forms and agreements.

Document Type Primary Use Typical Signature Need
Business EPI Template onboarding data collection standard signature
NDA confidentiality often mutual signatures
W-9 tax information payee signature
I-9 employment eligibility physical inspection may be required

FAQs and troubleshooting for the Business EPI Template

Answers to common questions about execution, signature validity, storage, and corrections when using the template.


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