Scope
Clear description of services, deliverables, and measurable acceptance criteria to limit ambiguity.
A single, well-structured Citadel reduces versioning, clarifies responsibilities across service lines, and centralizes consent and audit history for compliance and dispute avoidance.
The Citadel is used by administrators, contract managers, and service owners who need a repeatable, auditable agreement structure.
Use roles vary by industry but generally include an internal approver, contracting counterparty, and a records custodian for retention and audit purposes.
Clear description of services, deliverables, and measurable acceptance criteria to limit ambiguity.
Effective date, renewal terms, and termination triggers that determine rights and retention start points.
Payment schedule, invoicing rules, taxes, and any advance or milestone payment conditions.
Industry-specific provisions such as HIPAA addenda, data processing terms, or export controls.
Role-based signature lines indicating authority, title, and date for each signing party.
Complete event log (timestamps, IP, signer identity) supporting legal enforceability.
| Field | Configuration |
|---|---|
| Authentication method | Email link or SMS code; consider KBA for higher assurance |
| Signing order | Sequential for approvals, parallel for convenience |
| Reminder schedule | Auto-reminders at 3 and 7 days |
| Retention setting | Retain signed PDF plus audit trail for legal hold |
Ensure the chosen platform supports required authentication, audit trails, and file formats for downstream processing.
| 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 CC) | Varies by plan | Varies by plan | Varies by plan | Varies by plan |
| Bulk Send | Yes (Business Premium) | Yes | Yes | Yes | Limited |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
| Envelope Cap | No envelope cap | 100 envelopes/user/year | Varies by plan | Varies by plan | Varies by plan |
Provide on payer request; needed before payments
Recipient and IRS to recipient: Jan 31 deadline
Paper to IRS: Feb 28
Electronic to IRS: Mar 31
Form 1040 due April 15 (extensions available)