Who must sign the CAF?

The CAF should be signed by an authorized officer or an individual with written company authorization. Verify signatory authority in formation documents or an internal delegation of authority before accepting the CAF as binding.

Can the CAF be signed electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention criteria are met; follow ESIGN disclosure rules when consumer-facing.

When is notarization required?

Notarization is required only when state law or an internal policy specifies it, or when the action being authorized demands notarized proof; check state rules for variations such as Florida’s two-witness requirement.

What supporting documents should accompany the CAF?

Attach a completed W-9 for tax reporting, a copy of any master services agreement referenced, and proof of signer authority for corporate signatories to reduce verification delays.

How long must we keep signed CAFs?

Retain CAFs for the contract term plus at least three years; healthcare CAFs fall under HIPAA six-year retention (45 CFR §164.530(j)); tax-related records follow IRC retention rules.

What happens if the EIN is incorrect?

An incorrect EIN can trigger backup withholding, rejected vendor setups, or tax reporting errors; confirm the EIN matches the IRS records and request corrected documentation if discrepancies are found.

Business Services CAF

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BUSINESS SERVICES CAF

Parties

Client Name Client Address Service Provider Name Service Provider Address

WHEREAS, Client Name: desires to engage Service Provider Name: to perform the services set forth in this Business Services CAF; and

WHEREAS, Service Provider represents that it possesses the expertise, personnel and resources necessary to provide such services in a professional manner consistent with industry practice; and

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

Scope of Work

Description of Services

Services shall include the tasks described above and such additional activities as are reasonably necessary to accomplish those tasks. Any changes to the scope of work that materially alter the nature, schedule or compensation for services must be documented in a written amendment signed by both parties.

Payment Terms

Total Fee Payment Schedule

Invoices will be issued by Service Provider in accordance with the Payment Schedule. Payment is due within days of invoice date. All amounts are exclusive of applicable taxes unless otherwise stated.

Late payments shall incur interest at a rate of % per month (or the maximum rate permitted by law, if lower) on any undisputed overdue balance, plus reasonable collection costs.

Term and Termination

This Agreement commences on Start Date: and continues until End Date: unless earlier terminated in accordance with this section.

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

Upon termination, Client will pay Service Provider for all services performed and expenses incurred through the effective date of termination.

Confidentiality

Each party (the "Receiving Party") shall keep confidential all non-public information and materials disclosed by the other party (the "Disclosing Party") that are designated as confidential or that, by their nature, should reasonably be considered confidential ("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) is lawfully received from a third party without restriction; (c) is independently developed by the Receiving Party without reference to the Disclosing Party's Confidential Information; or (d) is required to be disclosed by law, provided that the Receiving Party gives prompt written notice to the Disclosing Party to permit a protective order or other remedy.

The Receiving Party will restrict disclosure of Confidential Information to its employees or contractors with a need to know and will ensure such persons are bound by confidentiality obligations no less protective than those in this Agreement. Confidentiality obligations survive termination for a period of years.

Representations; Warranties; Indemnity

Each party represents that it has the full corporate power and authority to enter into this Agreement. Service Provider warrants that services will be performed in a professional and workmanlike manner consistent with industry standards. Except as expressly provided herein, all other warranties are disclaimed to the fullest extent permitted by law.

Service Provider shall indemnify and hold harmless Client from and against claims arising out of Service Provider's gross negligence or willful misconduct in performing the services. Client shall indemnify and hold harmless Service Provider from and against claims arising from Client's breach of this Agreement or misuse of deliverables.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the jurisdiction of Governing Law: without regard to its conflicts of laws principles.

Entire Agreement

This Agreement, including all exhibits and attachments hereto, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior and contemporaneous agreements, proposals and communications, whether written or oral. Any amendment or modification must be in writing and signed by authorized representatives of both parties.

Additional Provisions

Key Contact for Client Key Contact for Service Provider Special Instructions or Deliverable Milestones

Client - Printed Name:

By:

Date:

Service Provider - Printed Name:

By:

Date:

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

The Business Services CAF is a standardized customer authorization form used by organizations to document permissions, service scopes, billing arrangements, and point-of-contact details for business services. It collects identity and contact data for the business and authorized signers, describes the services to be provided, and records authorizations for billing, data access, or third-party interactions. The CAF is commonly used during onboarding, contract renewals, vendor setup, and account updates to create an auditable record of consent and service terms that supports downstream billing, provisioning, and compliance workflows.

Why a clear Business Services CAF matters

A complete CAF reduces onboarding delays, clarifies responsibilities, and creates a single authoritative record for authorization, billing, and service delivery, helping to limit disputes and streamline internal routing.

Typical organizations and roles that complete the CAF

The Business Services CAF is completed by staff who onboard vendor relationships, set service access, or manage billing for business accounts; it is also shared with authorized signers and internal approvers.

Procurement teams and vendor managers who need documented authorization to issue purchase orders or payments.
Account managers and client onboarding specialists who configure services and gather acceptance signatures.
Finance or billing contacts who require payer authorization and tax information to set up invoicing.

Use the CAF to align internal teams (sales, IT, finance) and external contacts so responsibilities and consent are recorded consistently.

Who can sign and why their role matters

Authorized Officer

A corporate officer or designated signatory signs on behalf of the business. Their signature establishes binding consent for billing, service terms, and statutory notices; verify their authority in company records to avoid later challenges.

Admin Contact

An operations or IT administrator can complete technical fields and grant access but should be backed by written authorization from an authorized officer for contractual commitments.

Core components to include in a professional Business Services CAF

A well-structured CAF groups contact and legal identity, service descriptions, billing and tax details, data access permissions, signature blocks, and supporting attachments so reviewers can verify authority and obligations quickly.

Legal Identity

Entity legal name, DBA (if any), and federal taxpayer identification number to ensure correct invoicing and contract attribution.

Authorized Signer

Full name, title, phone, and email of the signer plus a statement of authority (e.g., 'authorized to bind the company').

Service Description

Concise scope of services, list of deliverables, start and end dates, and any milestone or SLA references to avoid ambiguity.

Billing Instructions

Billing address, payer name, payment method preferences, and tax or exemption status needed for correct invoicing.

Data Access & Permissions

Explicit consent for data sharing, third-party integrations, or administrative access including any HIPAA or privacy constraints.

Supporting Attachments

Attach W-9s, PO numbers, signed MSAs, or compliance forms required to complete vendor setup.

Step-by-step: completing and validating the Business Services CAF

Follow these sequential steps to prepare, review, sign, and record the CAF so it is ready for downstream provisioning and invoicing.

01

Gather Documents: Collect W-9, contract references, and PO numbers before filling the CAF.
02

Complete Fields: Enter legal names, EIN, billing details, and service description accurately.
03

Review Authority: Confirm the signer has authority; attach evidence if required.
04

Sign and Archive: Obtain signatures, record the CAF in your document system, and retain per retention rules.

Typical routing and processing flow for a Business Services CAF

A predictable routing flow reduces processing time and ensures all approvers see the same record; map roles and automated handoffs before distribution.

Submit: Sender uploads CAF and supporting files to the document system.
Authorize: Authorized signer reviews and signs; identity is authenticated if required.
Approve: Internal approvers (finance, procurement) verify billing and authority.
Record: Final signed CAF is stored in the recordkeeping system with an audit trail.

Digital completion and eSubmission requirements

When completing the CAF electronically, choose a platform that supports fillable fields, audit trails, and secure storage.

File Formats: PDF | DOCX supported
Integrations: CRM, ERP, cloud storage
Security: Encryption and audit trail

Timing expectations and common deadlines for CAF processing

Set clear internal SLAs so onboarding and billing teams know when to expect completed CAFs and related verifications.

Internal Review SLA:

3–5 business days to verify identity and billing information

Signer Response Window:

Typically 7–14 days for external signers to return the CAF

Notarization Window:

Schedule within 14 days of signature when required

Vendor Setup Target:

5–10 business days after receipt of a complete CAF

Tax Documentation:

Retain W-9 and CAF together until tax reporting is complete

Key milestones in the CAF lifecycle

Track these numbered stages from receipt through archival to measure throughput and identify bottlenecks.

01

Receipt and Intake

Intake team logs the CAF and checks for required attachments.

02

Verification

Finance and procurement verify EIN, billing, and payer authority.

03

Signature Collection

Authorized signer completes signature and any notarization steps.

04

System Entry

Completed CAF is entered into vendor or account systems and archived.

Penalties and risks from incorrect or incomplete CAFs

Tax Withholding Risk: Missing or incorrect EIN may trigger 24% backup withholding and reporting complications.

Payment Disputes: Ambiguous service descriptions can lead to invoicing disputes and delayed payments.

Regulatory Noncompliance: Failing to obtain required HIPAA or privacy consents can create HIPAA violations that need remediation.

Contractual Liability: Unauthorized signatories can render agreements voidable and create liability for the organization.

Data Exposure: Inadequate permission fields or storage controls increase the risk of unauthorized data access.

Processing Delays: Incomplete forms require rework and slow vendor setup and service activation.

Common mistakes to avoid when preparing the CAF

Entering nicknames or shortened business names that do not match tax records, causing verification failures.
Omitting the signer’s title or authority statement, which can lead to later disputes over binding consent.
Attaching incomplete supporting documents such as unsigned W-9s or missing purchase order numbers.
Skipping required notarization or witness steps when state law or internal policy requires them.

How the Business Services CAF differs from related authorization forms

Compare the CAF to similar forms to ensure you use the right template for vendor setup, payment authorization, or service provisioning.

Criteria	Business Services CAF	Vendor Setup Form
Primary Purpose	authorize services	register vendor
Includes Tax Info		optional
Requires Signer Authority		sometimes
Typical Attachments	w-9, msa	w-9, invoice sample

Representative eSignature pricing when digitizing the Business Services CAF

Compare common vendor starting prices and key properties for eSignature plans commonly used to collect and store completed CAFs; signNow is listed first in the vendor column order.

	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	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No envelope cap	100 envelopes/user/year	Plan-dependent	Plan-dependent	Plan-dependent

Frequently asked questions about completing the Business Services CAF

Answers to common procedural and legal questions help avoid rework and ensure the CAF is treated as an authoritative record.

Need help? Contact support

Who must sign the CAF?
The CAF should be signed by an authorized officer or an individual with written company authorization. Verify signatory authority in formation documents or an internal delegation of authority before accepting the CAF as binding.
Can the CAF be signed electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention criteria are met; follow ESIGN disclosure rules when consumer-facing.
When is notarization required?
Notarization is required only when state law or an internal policy specifies it, or when the action being authorized demands notarized proof; check state rules for variations such as Florida’s two-witness requirement.
What supporting documents should accompany the CAF?
Attach a completed W-9 for tax reporting, a copy of any master services agreement referenced, and proof of signer authority for corporate signatories to reduce verification delays.
How long must we keep signed CAFs?
Retain CAFs for the contract term plus at least three years; healthcare CAFs fall under HIPAA six-year retention (45 CFR §164.530(j)); tax-related records follow IRC retention rules.
What happens if the EIN is incorrect?
An incorrect EIN can trigger backup withholding, rejected vendor setups, or tax reporting errors; confirm the EIN matches the IRS records and request corrected documentation if discrepancies are found.

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