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Project name, SDR number, client, billing contact, and effective date for indexing and searchability.
A well-prepared SDR creates a single, auditable record linking work performed to acceptance and payment. It reduces disputes, informs invoicing, and supports compliance with recordkeeping and contract terms.
SDRs are completed by operational staff and reviewed by project managers, billing teams, and clients during the post-delivery workflow.
Accurate role assignment in the SDR workflow clarifies responsibilities and shortens approval cycles.
Project name, SDR number, client, billing contact, and effective date for indexing and searchability.
Concise description of services performed, reference to SOW, deliverable list, and any deviations from original scope.
Hours, units, rates, and task-level totals that directly map to billing line items for the invoice.
Client sign-off lines, conditional acceptance details, and any outstanding action items or remediation.
Supporting files such as timesheets, test reports, delivery receipts, change orders, or photos of completed work.
Record of who edited, approved, and signed the SDR with timestamps and method of authentication.
| Field | Configuration |
|---|---|
| Required Fields | Make client, date, quantity, and signature mandatory |
| Approval Order | Project Manager > Finance > Client |
| Authentication | Email + SMS code or SSO per risk level |
| Retention Tag | Set retention policy and legal hold flags |
Choose a platform that preserves an audit trail, supports required authentication, and meets your compliance needs.
Ensure the selected vendor supports any industry-specific compliance (for example HIPAA BAA for healthcare) and integrates with your storage and ERP systems.
Within 3 business days of service completion
1–5 business days depending on approver load
7–14 calendar days typical for external acceptance
Invoice generated upon signed acceptance or per contract milestone
Defined by contract; commonly 30 days from invoice date
Field team marks deliverables complete and uploads evidence of delivery.
Project manager prepares the SDR and attaches supporting files.
Client signs SDR or provides documented conditional acceptance.
Finance issues invoice tied to signed SDR for payment processing.
Project team uploaded deliverables and photos at handoff and attached timesheets.
Field technician completed an SDR with geotagged photos after site work.
| 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 | Yes, 7-day trial | Varies | Varies | Varies | Varies |
| Bulk Send | Yes (Business Premium) | Yes | Yes | Yes | Varies |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes (BAA available) | Varies | Varies | Varies | Varies |
| Envelope Cap | No envelope cap | 100 envelopes/user/year limit | Varies | Varies | Varies |