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Business Services Griffin

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BUSINESS SERVICES AGREEMENT — GRIFFIN

This Business Services Agreement (the Agreement) is entered into as of Effective Date: by and between Service Provider Name: and Client Name: .

WHEREAS

WHEREAS, Service Provider represents that it possesses the necessary experience, qualifications and personnel to perform the business services described in this Agreement; and

WHEREAS, Client desires to retain Service Provider to provide such services on the terms and conditions set forth herein, and Service Provider agrees to provide such services.

WHEREAS, the parties intend that the scope, payment arrangements and confidentiality protections be set forth in a binding contract.

SCOPE OF WORK

PAYMENT TERMS

Client shall pay Service Provider the Total Contract Amount of USD in accordance with the schedule below.

Method of payment:

Late payment shall accrue interest at the rate of on any undisputed overdue amount, computed monthly until paid. Client shall also be responsible for reasonable collection costs and attorneys' fees incurred by Service Provider to collect overdue amounts.

TERM AND TERMINATION

The term of this Agreement shall commence on Start Date: and shall continue until End Date: , unless earlier terminated as provided herein.

Either party may terminate this Agreement for convenience upon written notice delivered at least days prior to the effective date of termination. Either party may terminate immediately for material breach by the other party if such breach remains uncured after thirty (30) days' written notice.

CONFIDENTIALITY

For purposes of this Agreement, Confidential Information means non-public information disclosed by a party (Disclosing Party) to the other party (Receiving Party) that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. Confidential Information includes business plans, pricing, client lists and technical information.

The Receiving Party shall (a) use Confidential Information solely to perform its obligations under this Agreement, (b) not disclose Confidential Information to any third party except as expressly permitted hereunder, and (c) protect Confidential Information with at least the same degree of care it uses to protect its own confidential information, but no less than a reasonable degree of care.

The obligations in this section shall not apply to information that: (i) is or becomes generally available to the public without breach of this Agreement; (ii) is lawfully received from a third party without restriction on disclosure; (iii) was known to the Receiving Party prior to disclosure as evidenced by written records; or (iv) is independently developed by the Receiving Party without use of the Disclosing Party's Confidential Information. Upon termination or written request, the Receiving Party shall return or destroy Confidential Information and certify such return or destruction.

INDEMNIFICATION

Each party agrees to indemnify, defend and hold harmless the other party and its officers, directors and employees from and against any third-party claims, liabilities, losses, damages, costs and expenses (including reasonable attorneys' fees) arising out of the indemnifying party's negligence, willful misconduct, or breach of its representations and obligations under this Agreement.

LIMITATION OF LIABILITY

EXCEPT FOR LIABILITY ARISING FROM A PARTY'S GROSS NEGLIGENCE, WILLFUL MISCONDUCT OR INDEMNIFICATION OBLIGATIONS, IN NO EVENT SHALL EITHER PARTY'S AGGREGATE LIABILITY UNDER THIS AGREEMENT EXCEED THE TOTAL AMOUNTS PAID OR PAYABLE BY CLIENT TO SERVICE PROVIDER UNDER THIS AGREEMENT DURING THE SIX (6) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

NOTICES

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 consent to the exclusive jurisdiction and venue of the state and federal courts located in that State for any dispute arising under this Agreement.

ENTIRE AGREEMENT

This Agreement, together with any exhibits and written statements of work executed hereunder, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior and contemporaneous agreements, proposals, and communications, whether oral or written. No amendment to this Agreement shall be effective unless in writing and signed by authorized representatives of both parties.

MISCELLANEOUS

If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect. The parties are independent contractors and nothing in this Agreement shall create an employment, agency, partnership, joint venture or fiduciary relationship between them. Headings are inserted for convenience only and shall not affect interpretation.

Service Provider Printed Name:

Client Printed Name:

Service Provider By:

Date:

Client By:

Date:

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What the Business Services Griffin Is

Business Services Griffin is a standardized internal document used by organizations to capture service requests, vendor scope, pricing, timelines, approvals, and contact information in a single record. It reduces ambiguity by formalizing deliverables, acceptance criteria, and responsibilities. Completed forms create an auditable trail for procurement, budgeting, and contract management, and they can be routed and stored electronically to support review cycles and regulatory recordkeeping.

Why a Standardized Griffin Matters

A Business Services Griffin centralizes scope, approvals, and pricing so teams reduce disputes, accelerate procurement cycles, and preserve compliant records for auditing and governance purposes.

Why a Standardized Griffin Matters

Who Typically Prepares and Signs a Griffin

Typical organizations and roles that prepare or approve a Business Services Griffin include procurement teams, project managers, legal, and finance stakeholders.

  • Procurement teams responsible for sourcing, bid evaluation, and vendor onboarding.
  • Project managers who define deliverables, timelines, and internal resource commitments.
  • Finance and legal review pricing, payment terms, and contractual risk allocation.

The form is also used by facilities, IT, and department heads for operational approvals and to document service-level expectations.

Primary User Profiles and Responsibilities

Procurement Manager

Coordinates Griffin creation, solicits vendor estimates, and ensures approvals align with procurement policy. Reconciles budget forecasts, tracks vendor performance against agreed service levels, and maintains the document repository for audit and compliance.

Vendor Account Lead

Reviews service specifications, confirms capacity and timelines, and provides formal pricing. Engages in contract negotiation, supplies required compliance documents, and monitors deliverable acceptance during implementation.

Security, Compliance, and Technical Controls to Note

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Complete timestamped activity log retained
HIPAA Compliance: BAA available; protects PHI
Authentication Options: Email, SMS, KBA, SSO/SAML
Certifications: SOC 2 Type II; ISO 27001; PCI DSS
Accessibility: WCAG 2.0 Level AA compliant

Essential Sections to Include in a Professional Griffin

A complete Business Services Griffin organizes the agreement into discrete sections so approvers and vendors can quickly find obligations, pricing, and schedules.

Scope of Work

Describe services, deliverables, milestones, and exclusions in clear, measurable terms. Include acceptance criteria to avoid disputes and to enable consistent vendor performance measurement throughout the engagement.

Pricing

State fixed fees, unit rates, reimbursable expenses, and payment schedule. Clarify invoice requirements, tax treatment, and any early payment or penalty terms to prevent downstream billing conflicts.

Timeline

Provide start and end dates, key milestones, delivery windows, and escalation deadlines. Specify dependencies and lead times for approvals to ensure realistic scheduling and resource planning.

Approvals

List required approvers, their roles, and approval sequence. Include delegated authority limits and document sign-off workflow to ensure valid contracting and budget compliance.

Contacts

Identify primary contacts, technical leads, and billing contacts with phone and email. Assign backup contacts for critical stages to reduce delays during staff absence or turnover.

Attachments

Attach SOW exhibits, pricing spreadsheets, insurance certificates, compliance checklists, and any technical specifications that form part of the contractual scope.

Step-by-Step: How to Complete and Route the Griffin

Follow these sequential steps to complete and route the Business Services Griffin accurately and maintain an audit-ready record.

  • 01
    Prepare Draft: Gather SOW, pricing, and contact details.
  • 02
    Complete Fields: Fill required sections and format dates correctly.
  • 03
    Internal Review: Obtain approvals from finance, legal, and procurement.
  • 04
    Execute and Archive: Collect signatures and store final document securely.

Where to Submit a Completed Griffin

Determine submission routing based on organizational policy; use procurement portal, email to approvers, or upload to contract repository.

  • Procurement Portal: Upload final Griffin to centralized procurement system.
  • Email Approvers: Send for sign-off with document attached and audit trail.
  • Contract Repository: Store executed copy with version control and access logs.
  • Vendor: Provide executed copy to vendor for their records.

Digital Submission, Formats, and Integration Considerations

Use secure eSignature and storage platforms that support PDF and DOCX uploads, audit trails, and strong access controls.

  • File Formats: PDF, DOCX, and Excel supported
  • Integrations: Salesforce, NetSuite, Microsoft 365 supported
  • Authentication: Email, SMS, SSO, and KBA

Typical Timing and Processing Expectations

Common timing expectations and deadlines related to Griffin approval, invoicing, and contractual reporting requirements.

Request to Submission:

Internal draft and submission within 3–10 business days.

Vendor Response:

Vendor pricing or availability returned within agreed lead time.

Internal Approval:

Finance or procurement approval typically within 5–15 business days.

Execution:

Signatures collected; execution date begins obligations.

Record Retention Start:

Effective date triggers retention and audit clock.

Common Preparation Mistakes to Avoid

  • Incomplete scope descriptions that omit exclusions or acceptance criteria lead to disputes and scope creep, increasing costs and causing delivery delays.
  • Using vague pricing terms or missing billing cadence can delay payments, trigger disputes, and complicate accounting and tax reporting for both parties.
  • Mismatched signer names, missing titles, or undated signatures can render approvals invalid or delay contract enforcement and vendor onboarding.
  • Failing to attach required certificates such as insurance or compliance documents increases procurement risk and may block final approvals.

Consequences and Compliance Risks of Errors

Tax Reporting: Incorrect TIN; backup withholding risk (IRC §6721)
Late Filing: Late filings may incur penalties under IRC §6721
I-9 Violations: Paperwork omissions can lead to DHS fines
Contract Voidance: Undated or unsigned agreements may be unenforceable
Notary Errors: Improper notarization or missing witness can invalidate acknowledgement
HIPAA Exposure: Improper PHI handling can trigger HIPAA penalties

Example Uses from Real Organizations

Real-world examples illustrate how standard forms save time, ensure compliance, and simplify vendor onboarding across organizations.

Martin Properties

Martin Properties uses a standardized service request template to collect scope, approvals, and signatures, reducing turnaround on vendor engagements.

  • Tim Martin, Founder, emphasized mobile compliance and efficiency.
  • "I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Fertility Centers

Fertility Centers standardized vendor and patient service forms to integrate with backend systems and maintain compliance with recordkeeping.

  • John Butler, Founder, praised integration and support.
  • "The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company." They cited responsive support and API as key benefits for integration.

How the Griffin Compares to Related Documents

Compare common document types to determine whether a Business Services Griffin, purchase order, or SOW is the appropriate instrument.

Document Type Business Services Griffin Purchase Order Statement of Work Contract Addendum
Typical Use scope and approvals goods/services order detailed project deliverables amendments to contract
Legal Formality medium high high medium
Payment Terms quoted or milestone order-based milestone-based contract-based
When to use service request and approvals ordering goods complex project delivery modify existing terms

Vendor Pricing and Feature Snapshot for Griffin Workflows

A concise comparison of starting prices and a few key features across major eSignature vendors to inform tool selection for Griffin workflows.

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 Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Configuring an Online Griffin Workflow

Configure templates, routing, and integrations to automate data population and approvals for repeatable Griffin processes.

Field Configuration
Document Template Upload PDF or DOCX with mapped fields
Magic Fields Auto-detect and populate recurring data
Conditional Fields Show or hide fields based on responses
Signer Authentication Select email, SMS, SSO, or KBA
Integrations Send completed records to Salesforce or NetSuite

Practical Tips to Improve Accuracy and Speed

Adopt simple controls to reduce review cycles and ensure consistent, auditable Griffin records across teams.

Use precise, measurable deliverables and acceptance criteria
Define deliverables in objective terms and include acceptance tests or measurable milestones. Clear acceptance criteria reduce disputes, accelerate approvals, and make vendor performance assessment straightforward during implementation and payment cycles.
Standardize pricing and billing cadence across templates
Include currency, unit rates, invoice triggers, and payment windows. Standardization simplifies accounting, avoids duplicate negotiations, and reduces the chance of misapplied taxes, backup withholding, or late-payment disputes.
Require documented approvers and authority limits
List approvers and delegated approval limits to prevent unsigned or unauthorized commitments. A documented approval chain helps auditors verify compliance with internal controls and procurement policies.
Maintain version control and attach required certificates
Always attach insurance, compliance attestations, and technical exhibits. Use a contract repository with versioning and access logs so executed agreements and supporting documents are easy to retrieve for audits.

Key Milestones from Request to Archival

A numbered milestone sequence helps stakeholders track the Griffin from initial request through signature, implementation, and archival.

01

Draft Created

Request submitted and initial scope documented.

02

Internal Review

Legal and finance review for compliance and budget alignment.

03

Approvals Secured

Authorized approvers sign and confirm budget availability.

04

Execution & Archive

Signatures obtained and document stored with audit trail.

Frequently Asked Questions and Troubleshooting

Answers to common questions about execution, compliance, and digital signing of the Business Services Griffin.


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