Can the AIS be e-signed?

Yes. Electronic signatures are legally effective under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention requirements are met.

When is notarization required?

Notarization depends on the content; deeds, some POAs, and documents requiring acknowledgment must be notarized. Check state notary rules or consult counsel for exceptions.

Is remote online notarization allowed?

Many states permit RON with identity proofing and audio-video recording; confirm your state’s RON rules before relying on remote notarization.

What if the signer lacks authority?

If the signer lacks documented authority, the AIS may be rejected or require a corporate resolution; verify signer authority before routing for final approval.

Which eSign plan is appropriate?

Choose a plan that matches volume and feature needs: Business for basic eSign, Business Premium for bulk send, Enterprise for advanced fields and integrations.

How long should records be kept?

Follow the applicable retention schedule: federal tax records generally 3 years (IRC §6501(a)), HIPAA records 6 years (45 CFR §164.530(j)), and industry-specific longer periods where required.

Business Services AIS

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BUSINESS SERVICES AIS

Service Provider Name: Client Name:

Effective Date: .

WHEREAS

WHEREAS, Service Provider is engaged in the business of providing business services, application integration, data processing and advisory services as further described herein; and

WHEREAS, Client desires to retain Service Provider to perform certain services in accordance with the terms and conditions of this Agreement, and Service Provider agrees to provide such services to Client on the terms set forth below.

WHEREAS, the parties intend that the services be performed in a professional manner consistent with industry standards and that confidential information exchanged in connection with such services be protected.

SCOPE OF WORK

Service Provider shall perform the services described below. The description below constitutes the initial scope; any material changes shall be documented in a written change order signed by both parties.

Description of Services (Scope):

PAYMENT TERMS

Client shall pay Service Provider fees as set forth below. Fees are exclusive of taxes unless otherwise stated. Service Provider shall invoice Client in accordance with the schedule below and payment shall be due within the stated payment period.

Total Contract Amount: Payment Schedule / Milestones: Payment Terms (days after invoice): Late Fee / Interest:

TERM AND TERMINATION

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

Start Date: . End Date: .

Notice Period for Termination (days):

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 Client of the obligation to pay fees earned through the effective date of termination or for non-cancellable commitments made by Service Provider in good faith.

CONFIDENTIALITY

Each party (the "Receiving Party") acknowledges that it may receive Confidential Information of the other party (the "Disclosing Party"). Confidential Information shall mean non-public information disclosed in connection with this Agreement, including business, technical, financial and customer information, whether oral, written or electronic. The Receiving Party shall (a) hold Confidential Information in strict confidence, (b) use Confidential Information only for performance of this Agreement, and (c) restrict disclosure to those employees, contractors or affiliates with a need to know who are bound by confidentiality obligations at least as protective as those herein.

Confidential Information does not include information that: (i) is or becomes generally available to the public through no wrongful act of the Receiving Party; (ii) is rightfully received from a third party without restriction; (iii) is independently developed without use of or reference to the Disclosing Party's Confidential Information; or (iv) is required to be disclosed by law or court order, provided that the Receiving Party gives prompt written notice to the Disclosing Party and cooperates in any lawful effort to limit or contest the disclosure.

Duration of Confidentiality (years):

INDEPENDENT CONTRACTOR

Service Provider is an independent contractor and not an employee, agent, joint venturer or partner of Client. Service Provider shall be solely responsible for all taxes, withholdings, insurance and other obligations arising from provision of the services.

Independent Contractor Certification:

Service Provider certifies it is an independent contractor and has sole responsibility for all employment taxes and insurance.

NOTICES

All notices required or permitted under this Agreement shall be in writing and delivered to the addresses below by hand, certified mail (return receipt requested), or overnight courier.

Service Provider Address for Notices: Client Address for Notices:

GOVERNING LAW; DISPUTE RESOLUTION

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to choice-of-law principles. The parties agree to attempt in good faith to resolve disputes through negotiation; if unresolved, disputes shall be resolved by binding arbitration unless the parties mutually agree otherwise.

ENTIRE AGREEMENT; AMENDMENT

This Agreement, including any exhibits, schedules and signed change orders, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, negotiations and discussions, whether oral or written. No amendment or modification of this Agreement shall be effective unless in writing and signed by authorized representatives of both parties.

SEVERABILITY; SURVIVAL

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect. Provisions that by their nature survive termination or expiration of this Agreement shall so survive, including payment obligations, confidentiality, indemnity and governing law.

MISCELLANEOUS

Neither party may assign its rights or delegate its obligations under this Agreement without the prior written consent of the other party, except that Service Provider may assign to an affiliate or in connection with a sale of substantially all of its assets. Headings used in this Agreement are for convenience only and shall not affect interpretation.

Service Provider (Print Name):

By:

Date:

Client (Print Name):

By:

Date:

What the Business Services AIS Is and when it’s used

The Business Services AIS is an administrative information sheet designed to collect standardized data about a company’s service relationships, contacts, billing details, and compliance attributes. Organizations use the AIS to document authorized signers, service scopes, account numbers, insurance and tax identifiers, and required approvals so work can proceed without repeated ad hoc requests. The AIS often serves as a master reference for onboarding vendors, activating services, or updating internal vendor management systems and is commonly incorporated into contracting or procurement workflows to reduce ambiguity.

Why a consistent AIS matters for operations and compliance

A standardized Business Services AIS reduces back-and-forth, documents authority and billing details, and creates an auditable record for internal controls and regulatory needs.

Who typically completes and relies on a Business Services AIS

Departments that prepare or rely on the AIS include procurement, accounts payable, IT operations, and legal; external vendors may also complete portions as part of onboarding.

Procurement teams and contract managers who need consistent vendor data for purchase orders and vendor records.
Accounts payable staff who require accurate billing, remit-to, and tax-identification information to process invoices.
IT or facilities teams that must confirm service access, account numbers, and technical contact points for provisioning.

Use the AIS as a shared source of truth and confirm that the person completing it has authority to certify the listed information.

Core sections to include in a professional Business Services AIS

A complete AIS groups information into clear sections so reviewers can find authority, billing, technical, compliance, and termination data quickly.

Header and identifiers

Company legal name, DBA, EIN or tax ID, AIS form version, and effective date to avoid mismatched records or duplicate profiles.

Authorized parties

Names, titles, contact details, and scope of signing authority for individuals authorized to approve services or payments.

Billing and payment

Remit-to address, invoice recipient, payment terms, tax-exempt status, and accounting codes needed to route invoices without rework.

Service details

Description of services, contract or purchase order numbers, start/stop dates, and escalation contacts to align operations and billing.

Compliance declarations

Insurance limits, certifications, privacy obligations (HIPAA/HITECH where applicable), and any required attestations or attachments.

Change control and termination

Procedures for amendments, notice addresses, and signatory roles for cancellation to establish post-execution obligations.

Essential data points to capture on the AIS

Legal Name: Provide full registered name.

Tax ID: Enter EIN or SSN as required.

Authorized Signer: Name and title of approver.

Billing Address: Street, city, state, ZIP.

Service Scope: Concise description of services.

Insurance: Policy limits and carrier.

Step-by-step: completing the Business Services AIS

Follow this sequence to complete the AIS accurately and reduce later questions or rework.

01

Confirm identity: Verify the legal entity and tax ID first.
02

Enter contacts: Provide name, role, phone, and email.
03

Detail billing: Specify remit-to address and payment terms.
04

Sign and date: Authorized signer signs and dates the form.

Typical routing and processing flow for an AIS

The AIS passes through a predictable set of steps; designing those steps reduces manual handoffs and missed approvals.

Submit AIS: Originator uploads or submits completed AIS.
Verify Data: Procurement or AP validates fields and attachments.
Authorize: Authorized signer signs the form.
Activate: Vendor record created and services activated.

Suggested digital workflow settings

Configure these settings to support secure routing, authentication, and recordkeeping when you automate the AIS.

Field	Configuration
Authentication	Email link plus optional SMS code for signer verification
Templates	Save a standardized AIS template for reuse across vendors
Bulk Send	Enable for parallel onboarding of multiple vendors
Audit Trail	Record timestamps, IPs, and signer actions for compliance

Digital signing and format requirements

Select a platform that supports common formats, strong encryption, and integrations with your core systems.

Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
File formats: PDF, DOCX, HTML, Excel supported
Security: TLS in transit; AES-256 at rest

Timelines and expected processing windows

Set clear internal deadlines so the AIS is validated and recorded before services are scheduled or invoices are paid.

On request:

Return completed AIS within 5–10 business days of request

Activation window:

Allow 3–7 business days for verification and provisioning

Annual review:

Reconfirm AIS details at least once per year

Contract renewals:

Update AIS before renewal to prevent service disruption

Retention check:

Schedule record checks aligned with retention policy

Key penalties and risks from incorrect AIS completion

1099 penalties: 1099 late: $60–$330/form (IRC §6721)

I-9 violations: I-9 fines: $281–$2,789 per violation

HIPAA exposure: HIPAA breaches: potential civil penalties and corrective actions

Contract delay: Missing data can delay onboarding and payments

Insurance gap: Expired coverage may void vendor eligibility

Authority risk: Unauthorized signer may render agreements voidable

Common mistakes to avoid when preparing the AIS

Entering an informal or DB A name instead of the entity’s legal name leads to mismatched tax records and payer rejection.
Omitting the EIN or providing an incorrect TIN can trigger backup withholding and slow vendor payments.
Listing an unauthorized signer without corporate evidence can invalidate approvals and require re-execution.
Failing to attach proof of insurance or expired certificates delays vendor approval and contract activation.

Real-world examples of AIS usage

These examples show how organizations use a standard AIS to accelerate vendor onboarding and maintain compliance.

Optica Ventures — Brian Fitzgibbons

Optica standardized its AIS for investor services and vendor onboarding to reduce manual entry.

The new format captured signatory authority and billing codes.
The result was fewer vendor profile errors and faster setup across internal teams, improving operational consistency without changing core procurement systems.

Fertility Centers of Illinois — John Butler

The clinic used a digital AIS to collect payer and privacy attestations for third-party services.

HIPAA addenda were attached to each AIS.
This ensured consistent compliance, reduced back-and-forth with vendors, and made retention reviews straightforward during audits.

eSignature vendor comparison for AIS signing and automation

Basic plan and capability comparisons for common eSignature vendors; signNow appears first per vendor ordering rules.

	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 plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Premium)	Yes	Yes	Yes	Limited
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

Frequently asked questions about completing and signing the AIS

Answers to common questions about authority, e-signing, notarization, and recordkeeping for the Business Services AIS.

Need help? Contact support

Can the AIS be e-signed?
Yes. Electronic signatures are legally effective under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention requirements are met.
When is notarization required?
Notarization depends on the content; deeds, some POAs, and documents requiring acknowledgment must be notarized. Check state notary rules or consult counsel for exceptions.
Is remote online notarization allowed?
Many states permit RON with identity proofing and audio-video recording; confirm your state’s RON rules before relying on remote notarization.
What if the signer lacks authority?
If the signer lacks documented authority, the AIS may be rejected or require a corporate resolution; verify signer authority before routing for final approval.
Which eSign plan is appropriate?
Choose a plan that matches volume and feature needs: Business for basic eSign, Business Premium for bulk send, Enterprise for advanced fields and integrations.
How long should records be kept?
Follow the applicable retention schedule: federal tax records generally 3 years (IRC §6501(a)), HIPAA records 6 years (45 CFR §164.530(j)), and industry-specific longer periods where required.

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