Entity Names
Legal name, DBA, and prior names; include formation jurisdiction and entity type to avoid misfiling.
Keeping a central Business Master List improves operational consistency, shortens verification cycles, and reduces risk from mismatched legal names or stale contact details. It supports audits, tax reporting, and secure routing of contracts while making it easier to apply uniform retention and access policies.
Teams maintain and consult the Business Master List for consistent decision-making and compliance.
The list centralizes responsibility and reduces cross-team discrepancies when kept current and versioned.
Legal name, DBA, and prior names; include formation jurisdiction and entity type to avoid misfiling.
EIN or SSN (where appropriate), taxpayer classification, and backup-withholding flags tied to current W-9 records.
Names, titles, signature authority scope, and specimen signatures or notarized authorizations where required.
Operational, billing, and compliance contacts with phone, email, and role to accelerate approvals.
Active license numbers, expiration dates, policy limits, and certificate holder details for contract compliance.
Banking details, payment terms, contract reference IDs, and integration notes for procurement and AP workflows.
| Field | Configuration |
|---|---|
| Name Normalization | Auto-format capitalization and remove extraneous punctuation |
| TIN Validation | Apply checksum or pattern checks; flag mismatches |
| Signer Role Flags | Required checkbox for 'Can Sign Contracts' authority |
| Audit Trail | Enable timestamped actions and version history |
Use secure platforms and integrations to share the Master List while preserving an audit trail.
Configure single-sign-on, role-based access, and activity logging; prefer solutions that support PDF, DOCX, and secure API integrations for automated updates.
Complete within 30 days of project kickoff
Add new vendors before first payment
Update within 10 business days of legal changes
Full reconciliation once per year
Retain versions used during fiscal year
Assemble source documents, import verified records, and establish baseline version.
Cross-check TINs, licenses, and signer authority with original documents.
Publish to the central repository with permissions and audit logging.
Perform annual reconciliation and update expired items.
| 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 card | Trial available | Trial available | Trial available | Trial available |
| Bulk Send | Yes (Business Premium) | Yes | Yes | Yes | Yes |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
| Envelope Cap | No cap | 100 envelopes/user/year | Varies by plan | Varies by plan | Varies by plan |