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Business Services Managed Services Program

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BUSINESS SERVICES MANAGED SERVICES PROGRAM

This Managed Services Program Agreement (the "Agreement") is entered into by and between Service Provider Name: and Client Name: .

RECITALS

WHEREAS, Service Provider is engaged in the business of providing managed business services, systems administration, monitoring and related professional services; and

WHEREAS, Client desires to retain Service Provider to provide the managed services described herein, and Service Provider agrees to provide such services on the terms and conditions set forth in this Agreement; and

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

1. SCOPE OF SERVICES

Service Provider shall provide managed services to Client in accordance with the terms of this Agreement. The specific services, deliverables, service levels and any project milestones shall be described in the Scope of Work below. Service Provider will exercise commercially reasonable efforts and industry-standard practices in performing the services.

2. TERM AND TERMINATION

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

Either party may terminate this Agreement for convenience upon giving not less than days' prior written notice to the other party. Either party may terminate immediately upon written notice if the other party materially breaches this Agreement and fails to cure such breach within days after receipt of written notice specifying the breach.

3. PAYMENT TERMS

As consideration for the services rendered by Service Provider, Client shall pay Service Provider the fees set forth below in U.S. dollars. Fees are exclusive of applicable taxes unless otherwise stated.

Invoices are due within days of invoice date. Late payments shall accrue interest at the rate of on the unpaid balance, or the maximum rate permitted by law, whichever is less. Client shall also reimburse Service Provider for reasonable collection costs and expenses incurred in collecting overdue amounts.

4. CONFIDENTIALITY

Each party (the "Receiving Party") shall hold in strict confidence all non-public information disclosed by the other party (the "Disclosing 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"). Confidential Information shall not include information that: (a) was in the public domain at the time of disclosure; (b) becomes publicly available through no fault of the Receiving Party; (c) was lawfully in the Receiving Party's possession prior to disclosure; or (d) is independently developed by the Receiving Party without use of the Disclosing Party's Confidential Information.

The Receiving Party shall use Confidential Information solely for the purposes of performing under this Agreement and shall not disclose such information to third parties except to employees, contractors or advisors who have a need to know and who are bound by confidentiality obligations at least as protective as those set forth herein. Upon termination of this Agreement, the Receiving Party shall return or destroy Confidential Information as requested by the Disclosing Party, except to the extent retention is required by law or reasonable recordkeeping practices.

5. SERVICE LEVELS AND REMEDIES

Service Provider shall use commercially reasonable efforts to maintain the availability and responsiveness levels described in the Scope of Work. In the event Service Provider fails to meet materially defined service levels, Client's sole and exclusive remedy shall be the service credit structure described in the Scope of Work, provided that Client has notified Service Provider in writing and afforded Service Provider a reasonable opportunity to remedy the deficiency.

6. LIMITATION OF LIABILITY

Except for liability arising from willful misconduct, gross negligence, or violations of Confidential Information obligations, neither party shall be liable to the other for lost profits, loss of use, loss of data or indirect, incidental, special or consequential damages arising under this Agreement. The aggregate liability of either party for claims arising out of or relating to this Agreement shall not exceed the total fees paid by Client to Service Provider under this Agreement during the twelve (12) month period preceding the event giving rise to liability.

7. INDEPENDENT CONTRACTOR; SUBCONTRACTORS

Service Provider is an independent contractor and not an employee, agent or partner of Client. Service Provider may engage subcontractors to perform portions of the services provided that Service Provider remains responsible for subcontractor performance and compliance with the terms of this Agreement.

8. GOVERNING LAW AND DISPUTE RESOLUTION

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law principles. The parties shall attempt in good faith to resolve any dispute arising under this Agreement promptly through negotiation between senior executives. If the dispute is not resolved through negotiation within thirty (30) days, the parties agree to submit the dispute to binding arbitration unless otherwise mutually agreed in writing.

9. ENTIRE AGREEMENT

This Agreement, together with any exhibits, schedules and the Scope of Work, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, understandings and communications, whether written or oral. Any amendment or modification of this Agreement must be in writing and signed by authorized representatives of both parties.

10. MISCELLANEOUS

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect. Neither party may assign 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.

ADDITIONAL PROVISIONS

Service Provider:

By:

Date:

Client:

By:

Date:

Enter text✕

What the Business Services Managed Services Program Is

Business Services Managed Services Program is a formal contract framework used by providers and client organizations to define scope, service levels, responsibilities, pricing, reporting, governance, change control, and termination processes. The program document consolidates deliverables, escalation procedures, acceptance tests, performance metrics, and billing rules so both parties share a single source of truth for ongoing service delivery and dispute resolution.

Why a Structured Managed Services Program Matters

A clearly drafted Business Services Managed Services Program reduces ambiguity about responsibilities, sets measurable performance expectations, lowers operational risk, and makes billing and dispute resolution predictable for both provider and client.

Why a Structured Managed Services Program Matters

Who Prepares and Signs This Program

Typical preparers and signers include managed service providers, procurement and vendor management teams, and client operational leads responsible for service acceptance.

  • Managed service providers delivering IT operations, facilities, HR outsourcing, or back-office support for clients.
  • Enterprise procurement, vendor management, and sourcing teams responsible for contracting and supplier performance.
  • Client operational managers and finance teams who accept deliverables and approve invoices.

Legal, finance, and compliance groups frequently review drafts to confirm contractual terms, billing rules, data protection requirements, and regulatory obligations before execution.

Step-by-step: Prepare and Execute the Program

Use this sequential checklist to assemble, review, sign, and distribute a Business Services Managed Services Program consistently and compliantly.

  • 01
    Gather Information: Collect party names, scope, SLAs, pricing, exhibits, and supporting attachments.
  • 02
    Draft Agreement: Define services, deliverables, SLAs, reporting cadence, change control, and termination.
  • 03
    Review & Approve: Legal, compliance, finance, and operational stakeholders review and approve the document.
  • 04
    Execute & Publish: Obtain signatures, record the audit trail, and distribute executed copies to stakeholders.

Core Components of a Professional Managed Services Program

A complete program includes contractual, operational, financial, and governance elements that together define how services are delivered and measured.

Scope Definition

A precise description of included services, excluded items, deliverables, and assumptions so both parties share a common understanding of obligations and boundaries.

Service Level Agreements

Quantified metrics, measurement methods, reporting frequency, and defined remedies or credits for failures to meet required performance targets.

Pricing Model

Fee structure (fixed, usage-based, or hybrid), invoicing schedule, dispute resolution for charges, and procedures for rate adjustments over the term.

Change Management

Formal process for scope changes, approvals, impact assessment, and pricing adjustments to avoid unmanaged scope creep and billing surprises.

Governance & Reporting

Regular steering committee meetings, executive summaries, operational dashboards, and escalation contacts to keep stakeholders aligned and informed.

Termination & Transition

Exit rights, notice periods, transition assistance, data handover, and obligations for returning assets to ensure continuity at contract end.

Essential Fields and Minimal Validation Rules

Provider Name: Enter full legal entity name.
Client Name: Enter legal entity or individual name.
Scope Summary: Concise service summary required.
SLA Key Metrics: List metrics and targets.
Billing Terms: Frequency, currency, payment method.
Effective Term: Start date and term length.

Where to Send and Submit the Executed Program

Routing depends on your internal records policy, regulatory needs, and whether electronic execution is used; common destinations follow.

  • Provider Records: Store executed copy in the provider's contract repository.
  • Client Contract File: Place executed copy in the client's contract management system.
  • Finance/AR: Send billing schedule and executed agreement to accounts payable/receivable.
  • Compliance Archive: Retain copy for audits, regulatory review, and data protection compliance.

How to Configure an Online Signing Workflow

Set up roles, authentication, and routing so each signer receives the right fields in the desired sequence.

Field Configuration
Signer Order Define sequential or parallel signing rules.
Authentication Use email, SMS, or stronger methods as required.
Notifications Turn on reminders and completion alerts.
Integrations Connect to CRM, ERP, or cloud storage.

Distribution and eSubmission Channels

Consider how executed agreements will be delivered, stored, and integrated with downstream systems.

  • Email Delivery: Secure email with audit trail for recipients.
  • Cloud Storage: Archive in Box, Google Drive, or internal repository.
  • API Integration: Automate routing to Salesforce or NetSuite.

Key Dates and Recurring Deadlines to Track

Identify contractual dates and calendar reminders so parties meet milestones, billing, and renewal obligations.

Effective Date:

Date services commence and billing begins.

Milestone Reviews:

Quarterly or monthly performance review dates.

Billing Cycle:

Invoice issuance and payment due dates.

Renewal Notice:

Deadline for invoking or declining renewal options.

Dispute Window:

Timeframe to contest invoices or SLA credits.

Typical Contract Milestones from Draft to Live

A sequential view of common lifecycle stages helps coordinate cross-functional approvals and operational onboarding.

01

Drafting Complete

Document agreed and circulated for stakeholder review.

02

Approvals Secured

Legal, finance, and operations sign off on terms.

03

Execution

Signatures obtained and audit trail recorded.

04

Onboarding

Operational handover, knowledge transfer, and service start.

eSignature Vendor Pricing Snapshot for Managed Services Programs

Compare basic pricing and key capability indicators relevant to executing and managing Business Services Managed Services Program documents electronically.

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

Common Preparation Pitfalls to Avoid

  • Vague scope language that leaves critical deliverables undefined, causing disputes later.
  • Missing SLA measurement definitions, leading to disagreements about performance and credits.
  • Incorrect billing terms or currency details that delay invoice processing and payment.
  • Failure to address data protection, subcontracting, or third-party dependencies in the document.

Contractual and Regulatory Risks from Errors

Service Liability: Breach exposure for missed SLAs and remediation costs.
Regulatory Noncompliance: Fines or findings if data or industry rules are breached.
Payment Disputes: Withheld payments or collections if invoicing is incorrect.
Termination Exposure: Early termination fees or transition costs may apply.
Reputational Harm: Public disputes or failed deliveries can damage brand trust.
Recordkeeping Gaps: Inadequate retention can impede audits or legal defense.

Real-world Examples of Program Use

These case sketches show how organizations apply managed services programs to reduce friction and document expectations.

Optica Ventures (COO)

Optica standardized provider templates to reduce negotiation time and increase clarity on deliverables

  • Implementation focused on mobile and remote signers
  • The result reduced back-and-forth revisions and made it easier for customers to complete signature steps while keeping records centralized.

Xerox (Director of NetSuite)

Xerox integrated executed programs with NetSuite to automate billing triggers

  • Integration ensured invoices matched executed terms
  • This reduced billing errors, sped up revenue recognition, and improved visibility into contract obligations across finance and operations teams.

Practical Tips for Accurate, Efficient Completion

Adopting a few operational habits reduces execution time and downstream disputes for managed services engagements.

Use Standardized Templates
Maintain a central library of approved templates that include required legal, privacy, and billing clauses so teams can assemble agreements quickly and consistently while reducing legal review cycles.
Define Measurable SLAs
Specify metrics, measurement tools, reporting cadence, and remedies precisely so performance is objectively verifiable and dispute resolution focuses on data rather than interpretation.
Confirm Signer Authority
Validate that signers have authority to bind their organization, and document delegated signing authority to prevent later challenges to the validity of the agreement.
Automate Routing and Archival
Use consistent routing, eSignature, and archiving workflows that capture audit trails, timestamped events, and secure storage to support audits and legal defensibility.

Frequently Asked Questions and Troubleshooting

Answers to common legal, technical, and operational questions about preparing and executing a Business Services Managed Services Program.


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