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Business Merchant Agreement

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BUSINESS MERCHANT AGREEMENT

This Business Merchant Agreement ("Agreement") is entered into as of by and between Merchant Name: , located at , and Service Provider Name: , located at .

RECITALS

WHEREAS, Merchant operates a business that accepts payment by credit card, debit card, or other electronic payment methods and seeks merchant acquiring, transaction processing, settlement and related services; and

WHEREAS, Service Provider is duly licensed and equipped to provide payment processing, settlement, reconciliation and ancillary merchant services, and Merchant desires to engage Service Provider on the terms set forth in this Agreement; and

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

SCOPE OF WORK

Service Provider will provide transaction authorization and settlement, settlement reporting, chargeback management, technical support, and other services expressly described in the Description of Services. Service Provider shall perform such services in a commercially reasonable manner and in compliance with applicable payment network rules and applicable law.

PAYMENT TERMS

Merchant shall pay Service Provider the fees described above for all card-present and card-not-present transactions processed on behalf of Merchant. Fees are exclusive of taxes and other government assessments, which shall be borne by Merchant unless required to be collected or withheld by Service Provider under law.

Late payments past the applicable settlement or billing date shall incur a late fee of and interest at the lesser of 1.5% per month or the maximum permitted by law. Merchant is responsible for chargebacks and associated fees as set forth in Service Provider's chargeback policy.

TERM AND TERMINATION

This Agreement shall commence on Start Date: and continue through End Date: unless earlier terminated in accordance with this Section.

Either party may terminate this Agreement for convenience upon written notice to the other party at least days prior to the intended termination date. Either party may terminate immediately for cause if the other party materially breaches this Agreement and fails to cure within thirty (30) days after written notice of the breach, or immediately if required by applicable law, payment network rule, or regulator.

CONFIDENTIALITY

"Confidential Information" means non-public business, technical or financial information disclosed by a party relating to its business, customers, pricing, transaction data, reconciliation records, software, or trade secrets. Each party shall keep confidential and shall not disclose Confidential Information of the other party except to employees, agents or subcontractors who have a need to know and who are bound by obligations of confidentiality at least as protective as those in this Agreement.

The obligations under this Section do not apply to information that (a) is or becomes public through no breach of this Agreement; (b) was already in the receiving party's lawful possession; (c) is independently developed without use of the other party's Confidential Information; or (d) is required to be disclosed by law or by a payment network rule, provided that the receiving party provides prompt written notice to the disclosing party and cooperates to seek confidential treatment or protective order where lawful.

DATA SECURITY AND COMPLIANCE

Merchant shall comply with all applicable payment card industry data security standards (PCI DSS), applicable laws and card network rules. Merchant shall not store full magnetic stripe, track, or PIN data. Service Provider shall implement reasonable administrative, technical and physical safeguards to protect cardholder data while in its possession and shall notify Merchant of any security incident affecting Merchant data as soon as practicable.

INDEMNIFICATION AND LIMITATION OF LIABILITY

Merchant shall indemnify, defend and hold harmless Service Provider and its affiliates from and against all losses, liabilities, claims and expenses (including reasonable attorneys' fees) arising from Merchant's breach of this Agreement, fraud, illegal transactions, or failure to comply with card network rules. Service Provider shall indemnify Merchant for losses caused by Service Provider's gross negligence or willful misconduct.

Except for liability arising from gross negligence, willful misconduct, or indemnification obligations, neither party shall be liable for indirect, incidental, special or consequential damages, and each party's aggregate liability for direct damages shall be limited to the total fees paid or payable to Service Provider under this Agreement during the six (6) months prior to the event giving rise to the claim.

NOTICES

All notices under this Agreement shall be in writing and delivered to the addresses provided above by certified mail, overnight courier, or email with confirmation of receipt where the recipient has consented to electronic delivery.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflicts of law principles. The parties submit to the exclusive jurisdiction of the state and federal courts located in that State for resolution of disputes arising under this Agreement.

ENTIRE AGREEMENT

This Agreement, including any schedules or exhibits executed by the parties, constitutes the entire agreement between Merchant and Service Provider with respect to the subject matter herein and supersedes all prior and contemporaneous agreements, proposals and communications, whether oral or written. Any amendment or waiver must be in a written instrument signed by both parties.

MISCELLANEOUS

Assignment: Neither party may assign this Agreement without the prior written consent of the other party, except that Service Provider may assign this Agreement in connection with a merger, sale of substantially all assets, or transfer to an affiliate. Any attempted assignment in violation of this Section is void.

Severability: If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.

Merchant:

By:

Date:

Service Provider:

By:

Date:

Enter text✕

What the Business Merchant Agreement Covers

A Business Merchant Agreement is a written contract that governs the commercial relationship between a business and a merchant or merchant acquirer that provides payment acceptance, fulfillment, or resale services. It defines roles, pricing and fee schedules, transaction processing terms, chargeback and dispute handling, data security and privacy obligations, termination rights, and any performance or service level expectations. The agreement may also allocate liability, require insurance, and specify governing law and dispute-resolution procedures to reduce ambiguity and support operational consistency.

Why a Clear Agreement Matters for Your Operations

A well-drafted Business Merchant Agreement reduces operational friction, clarifies each party’s responsibilities, and limits exposure to payment disputes and regulatory risk. It creates predictable billing, defines data protection duties, and sets acceptable remedies for failures.

Why a Clear Agreement Matters for Your Operations

Typical parties and roles that use this agreement

The Business Merchant Agreement is used by a range of organizations that accept payments or resell goods and services; below are common signer and user profiles.

  • Small and mid-size retailers who accept credit/debit or online payments and need clear fee and chargeback terms.
  • Payment processors, merchant acquirers, and third‑party service providers managing settlement, tokenization, or gateway services.
  • Enterprise procurement and legal teams that onboard merchants, manage compliance, and require standard contract terms.

Each profile should confirm internal authority and any regulatory obligations before signing to ensure enforceability and operational readiness.

Who typically signs and why

Merchant CEO

An executive with authority to bind the merchant signs to accept pricing, indemnity, and service obligations. Verify board or owner approval where required and ensure the signer’s name matches corporate records to avoid later disputes.

Acquirer Legal Rep

A contracting officer or authorized representative for the acquiring bank or payment processor signs to accept settlement, chargeback procedures, and compliance obligations. Their signature confirms regulatory readiness and technical onboarding expectations.

Core clauses to include in a professional agreement

A comprehensive Business Merchant Agreement should be explicit and balanced; include core clauses that control payments, risk, and compliance while allowing clear operational steps for routine transactions.

Parties & Definitions

Precise legal names, business types, and defined terms to avoid ambiguity about who is obligated and what key words mean throughout the contract.

Payment Terms

Clear settlement timelines, fee schedules, reserve arrangements, currency, invoicing cycles, and methods of deduction for chargebacks or refunds.

Chargebacks & Disputes

Procedures for dispute submission, evidence requirements, timeframes for contesting items, and allocation of liability for fraudulent or ineligible transactions.

Data Security

Requirements for PCI DSS compliance, encryption, breach notification, and any industry-specific safeguards such as HIPAA protections where applicable.

Termination & Remedies

Termination triggers, cure periods, post-termination settlement mechanics, and limitations on damages and indemnities.

Governing Law

Choice of law, venue for disputes, and any arbitration requirements that affect enforcement and litigation strategy.

Essential information to collect in the agreement

Legal Entity: Full registered name
Tax ID: EIN or SSN
Business Address: Street, city, state, ZIP
Authorized Signer: Name and title
Bank Details: Settlement account info
PCI Status: Certification level

Step-by-step: completing the Business Merchant Agreement

Follow this sequence to prepare, review, and execute the agreement with minimal rework.

  • 01
    Gather documents: Collect formation, EIN, and bank details before filling fields.
  • 02
    Populate fields: Enter accurate names, dates, and fee terms per the fillable guide.
  • 03
    Review compliance: Confirm PCI, HIPAA, or other regulatory needs are documented.
  • 04
    Execute: Obtain authorised signatures and retain final executed copy.

How to configure an online signing workflow

Set up a digital workflow that mirrors your manual process; choose authentication and routing to match risk and compliance needs.

Field Configuration
Signer Order Sequential or parallel routing
Authentication Email, SMS code, or knowledge‑based
Attachments Require bank letters or tax forms
Audit Trail Capture IP, timestamp, and events

Where to send the completed agreement and who receives copies

Routing depends on whether the merchant uses an acquirer, payment facilitator, or internal finance team; copies should be retained by all parties.

  • Merchant Records: Accounting and legal keep the executed file.
  • Acquirer: Acquiring bank retains signed contract for underwriting.
  • Payment Platform: Processor stores contract and compliance evidence.
  • External Counsel: Optional review copy for high-value or complex deals.

Digital signing and technical distribution considerations

Confirm the eSignature platform supports required authentication, audit trails, and any regulatory controls for your industry before eSubmission.

  • File Formats: PDF and DOCX supported
  • Integrations: CRM, ERP, cloud storage
  • Authentication: Email, SMS, KBA options

Key timelines and processing expectations

Expect a short operational timeline for straightforward agreements and longer reviews for onboarding that requires underwriting, PCI validation, or bank approval.

Onboarding Review:

3–10 business days depending on underwriting

Bank Verification:

1–7 business days for micro-deposits or confirmation

PCI Compliance:

Varies; immediate exception until certification obtained

Contract Execution:

Same-day to 3 days with eSignature

Dispute Resolution:

Timeframes set by clause, often 30–90 days

Common preparation mistakes to avoid

  • Using informal or missing legal entity names that later block bank or tax verification and delay settlement.
  • Failing to specify fee calculation methods clearly, causing month‑end reconciliation disputes and surprise charges.
  • Neglecting data security clauses or PCI obligations, which increases regulatory and breach remediation risk.
  • Overlooking termination mechanics and reserve release timelines, resulting in unexpected fund holds after contract end.

Penalties and legal risks from errors or omissions

Tax Reporting Risk: Backup withholding or IRS penalties
Chargeback Liability: Losses and processing fees
Regulatory Fines: PCI or HIPAA enforcement
Contractual Damages: Indemnity or liquidated damages
Operational Delays: Onboarding refusals
Reputational Harm: Customer trust loss

How this agreement differs from similar document types

Compare the Business Merchant Agreement to common contract alternatives to choose the appropriate template and avoid missing protections.

Criteria Business Merchant Agreement Merchant Services Agreement
Intended Parties supplier and business merchant and acquirer
Payment Focus sales and resale terms transaction processing terms
Fee Structure product-based pricing processor percentage/flat fees
Compliance Emphasis general commercial law pci and underwriting rules

eSignature vendor comparison for signing and maintaining merchant agreements

Compare vendor pricing and core capabilities relevant to executing Business Merchant Agreements. signNow is listed first per standard comparison practice.

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 Yes
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

FAQs and troubleshooting for completing the agreement

Answers to common questions about signing, notarization, eSubmission, and compliance when completing a Business Merchant Agreement.


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