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Business Software Agreement

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Business Software Agreement

This Business Software Agreement ("Agreement") is entered into as of Day: Month: Year: by and between Client Name: with principal address at (the "Client"), and Provider Name: with principal address at (the "Provider").

RECITALS

WHEREAS, Provider has developed, maintains, and licenses software, related documentation and services described herein and has the expertise to provide customization, implementation and support services; and

WHEREAS, Client desires to license and procure from Provider certain software, custom development, implementation and support services for Client's internal business operations under the terms and conditions set forth in this Agreement; and

WHEREAS, Provider is willing to provide such license, services and support to Client on the terms and conditions set forth below.

1. SCOPE OF WORK

Provider shall deliver the software, customizations and services described in the Scope of Work in a professional and workmanlike manner consistent with industry standards. Deliverables, acceptance criteria, milestones and any third-party components required for operation shall be set forth in the Scope of Work and appendices attached hereto.

2. LICENSE AND OWNERSHIP

Subject to Client's payment of fees and compliance with this Agreement, Provider grants Client a non-exclusive, non-transferable, non-sublicensable license to use the object code of the software solely for Client's internal business purposes during the Term. Provider and its licensors retain all right, title and interest in and to the software, underlying source code, and all intellectual property rights therein. Client shall not reverse engineer, decompile, disassemble or otherwise attempt to derive source code except to the extent permitted by applicable law.

3. PAYMENT TERMS

Client shall pay Provider the fees set forth below in consideration for the license, implementation and services described in this Agreement.

All amounts are payable in the currency agreed above and are exclusive of taxes. Client is responsible for all applicable sales, use, value-added and similar taxes, excluding taxes based on Provider's net income. Invoices are due within the payment terms specified in the Payment Schedule. Provider may suspend performance for undisputed amounts that are more than thirty (30) days overdue following written notice.

4. TERM AND TERMINATION

Either party may terminate this Agreement for the other's material breach if such breach remains uncured thirty (30) days after written notice specifying the breach. Upon termination, Client shall pay for all work performed and expenses incurred through the effective date of termination. Upon expiration or termination, Client shall cease use of licensed software and, where requested by Provider, return or destroy confidential materials and certify destruction in writing.

5. CONFIDENTIALITY

"Confidential Information" means non-public information disclosed by one party to the other, whether oral, written or electronic, including software, source code, business plans, technical data, pricing, and customer information. The receiving party shall: (a) hold Confidential Information in confidence with at least the same degree of care it uses to protect its own confidential information, but not less than reasonable care; (b) use Confidential Information solely to perform its obligations under this Agreement; and (c) not disclose Confidential Information to third parties except to employees, contractors or affiliates on a need-to-know basis who are bound by confidentiality obligations no less protective than those in this Agreement.

Confidential Information does not include information that: (i) is or becomes generally known to the public without breach of this Agreement; (ii) was known to the receiving party prior to disclosure without restriction; (iii) was rightfully received from a third party without restriction; or (iv) is independently developed without use of Confidential Information. obligations of confidentiality shall survive termination for a period of unless a longer period is required by applicable law with respect to trade secrets.

6. WARRANTIES; DISCLAIMER

Provider warrants that (a) it has the right to grant the license and to perform the services set forth in this Agreement; and (b) the software will materially conform to the functional specifications set forth in the Scope of Work during the Warranty Period of following acceptance. Client's sole and exclusive remedy for breach of this warranty shall be correction of non-conforming software, or if Provider cannot correct within a reasonable period, termination of the license and refund of unearned fees attributable to the non-conforming portion.

EXCEPT FOR THE EXPRESS WARRANTIES STATED ABOVE, THE SOFTWARE AND SERVICES ARE PROVIDED "AS IS" AND PROVIDER DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT.

7. LIMITATION OF LIABILITY

EXCEPT FOR LIABILITY ARISING FROM A PARTY'S BREACH OF ITS CONFIDENTIALITY OBLIGATIONS OR FROM WILLFUL MISCONDUCT, IN NO EVENT SHALL EITHER PARTY'S AGGREGATE LIABILITY UNDER THIS AGREEMENT EXCEED THE TOTAL AMOUNTS PAID OR PAYABLE BY CLIENT TO PROVIDER UNDER THIS AGREEMENT IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM. IN NO EVENT SHALL EITHER PARTY BE LIABLE FOR INDIRECT, INCIDENTAL, CONSEQUENTIAL, SPECIAL OR PUNITIVE DAMAGES.

8. GOVERNING LAW; JURISDICTION

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflict of law principles. The parties submit to the exclusive jurisdiction of the state and federal courts located in that State for resolution of disputes arising out of this Agreement.

9. NOTICES

All notices required or permitted under this Agreement shall be in writing and delivered to the addresses set forth above or to such other address as a party may designate in writing. Notices shall be deemed given when delivered personally, by nationally recognized overnight courier, or three (3) days after deposit in the U.S. mail, postage prepaid.

10. ASSIGNMENT; ENTIRE AGREEMENT

Neither party may assign its rights or delegate its obligations under this Agreement without the prior written consent of the other party, except that either party may assign this Agreement in connection with a merger, acquisition or sale of substantially all of its assets. This Agreement, including the Scope of Work and any signed appendices, constitutes the entire agreement between the parties and supersedes all prior and contemporaneous agreements, understandings and communications, whether written or oral, relating to the subject matter hereof. Any amendment must be in writing and signed by authorized representatives of both parties.

11. MISCELLANEOUS

The failure of either party to enforce any right under this Agreement shall not constitute a waiver of that right. If any provision of this Agreement is held unenforceable, the remaining provisions shall remain in full force and effect. The parties shall execute further instruments and take such other actions as may be reasonably necessary to effectuate the purposes of this Agreement.

Client Printed Name:

By:

Date:

Provider Printed Name:

By:

Date:

Enter text✕

What a Business Software Agreement Covers

A Business Software Agreement is a written contract that defines the commercial relationship between a software provider and a customer, covering license scope, permitted uses, service levels, fees, data handling, intellectual property ownership, warranty and liability limits, confidentiality, and termination rights. It establishes each party's obligations during onboarding, delivery, support and any renewal or upgrade cycles. Well-drafted agreements reduce ambiguity, set measurable performance expectations, and provide dispute resolution routes. This document serves as the binding framework for procurement, operations, compliance reviews and audit trails across the software lifecycle.

Why a Clear Agreement Matters for Business Software

A precise Business Software Agreement aligns expectations, limits financial and legal exposure, and documents operational requirements such as SLAs, maintenance windows, and data protection obligations. It also creates a record for compliance audits and supports enforceability under U.S. e-signature laws like the ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes.

Why a Clear Agreement Matters for Business Software

Who Typically Prepares and Signs This Agreement

Final signatories are usually authorized officers or delegated signers who have authority to bind their organization under company policy.

  • Procurement and Legal teams who manage contract terms and vendor screening.
  • IT and Security teams who review technical, privacy and integration requirements.
  • Business leaders and finance who approve commercial terms and budgets.

Primary Signers and Their Roles

Vendor Representative

Chief Commercial Officer or authorized account executive who signs for the software provider and confirms license scope, delivery timelines, and acceptance criteria. Their signature binds the vendor to support, warranty, and escalation obligations.

Customer Signatory

Authorized officer (e.g., VP Procurement, CFO, or General Counsel) who executes on behalf of the buyer and confirms budget approval, acceptance thresholds, and who can terminate or renew the agreement under company signing authority.

Core Clauses to Include in a Business Software Agreement

A complete agreement contains provisions that allocate risk, define deliverables, and set measurable operational expectations so both parties can act with clarity.

License Grant

Specify license type (per-user, per-seat, enterprise), permitted uses, sublicensing rules, and any usage caps or concurrency limits to avoid later disputes.

Scope of Work

Attach a detailed Statement of Work or exhibits that describe features, deliverables, timelines, acceptance tests, and change request procedures for ongoing development or customization.

Fees and Payment

Define pricing model, invoicing schedule, late fees, tax responsibilities, and any usage-based charges or overage rates for accurate budgeting and auditability.

Support & SLA

Set service levels, response and resolution times, maintenance windows, uptime targets, and remedies such as service credits for missed SLA metrics.

Data Protection

Cover data ownership, permitted processing, encryption, breach notification, and any required Data Processing Addendum to meet HIPAA or other privacy obligations.

IP and Confidentiality

Clarify ownership of background IP, deliverable-related IP assignments, confidentiality obligations, and permitted disclosures to advisors or regulators.

Stepwise Process to Execute a Business Software Agreement

Follow these sequential steps to move from negotiation to a fully executed, enforceable agreement with tracked approvals.

  • 01
    Drafting: Prepare version with SOW, pricing, and DPA attachments.
  • 02
    Internal Review: Legal and procurement review terms and risk allocation.
  • 03
    Negotiation: Exchange redlines and settle commercial and technical points.
  • 04
    Execution: Obtain authorized signatures and distribute executed copies.

How to Configure an Online Signing Workflow

Configure the digital workflow to capture intent, authenticate signers, and retain an audit trail consistent with ESIGN and UETA requirements.

Field Configuration
Authentication Email link, SMS code, or knowledge-based verification
Signing Order Sequential or parallel routing with conditional steps
Required Fields Mark signature, date, and key contract fields as mandatory
Audit Trail Capture IP, timestamp, and action history for each signer

Typical Digital Execution Flow

A standard online execution captures identity, intent and a tamper-evident record while reducing turnaround compared with paper.

  • Upload Document: Sender uploads the finalized contract file.
  • Place Fields: Add signature, initials, date, and data fields.
  • Send to Signers: Send by email or generate a secure signing link.
  • Complete Signing: Signer authenticates, reviews, and signs; certificate generated.

Technical and Integration Considerations

Ensure integration points capture signed copies, audit logs, and metadata to maintain a centralized contract repository for compliance and reporting.

  • Integrations: Salesforce, NetSuite, Microsoft 365 compatibility
  • File Formats: PDF, DOCX, and HTML supported
  • Authentication: Email, SMS, KBA, or advanced options

Key Dates and Notice Windows to Track

Maintain a calendar of contractual deadlines to avoid auto-renewals, missed payments, or SLA violations.

Payment Due Date:

Net30 from invoice date

Renewal Notice:

Typically 30–60 days before term end

SLA Response Time:

Initial response within 24 hours

Change Request Window:

Specify lead time for scope changes

Maintenance Notice:

Advance notice for planned downtime

Milestones from Signing to Ongoing Operations

Track these sequential milestones to move from signature to production delivery and renewal planning.

01

Agreement Execution

Contract signed and copies distributed to stakeholders.

02

Implementation Start

Kickoff and onboarding with defined deliverables.

03

Go-Live

Production deployment and acceptance testing completed.

04

Review & Renewal

Performance review before renewal or termination decisions.

Common Mistakes to Avoid When Preparing the Agreement

  • Using vague scope language that leaves deliverables and acceptance criteria undefined and causes disputes during implementation.
  • Failing to align pricing schedules with invoicing rules which can lead to payment disputes or unbudgeted overruns.
  • Overlooking data protection needs and neglecting a Data Processing Addendum for regulated data such as PHI or student records.
  • Not specifying renewal or termination notice windows, which can result in unintended auto-renewals or missed exit opportunities.

Consequences of an Incorrect or Incomplete Agreement

Breach Exposure: Damages and liability claims
Termination Risk: Early termination and transition costs
Regulatory Fines: Privacy or security penalties
Service Disruption: Missed SLAs and downtime costs
Intellectual Property Disputes: Ownership uncertainties
Invoice Disputes: Withheld payments and collection costs

Security and Compliance Checklist for the Agreement

Encryption in Transit: TLS 1.2/1.3
Encryption at Rest: AES-256
HIPAA Support: BAA required for PHI
Audit Trails: Detailed signer logs
Regulatory Certifications: SOC 2 Type II, ISO 27001
21 CFR Support: 21 CFR Part 11 capabilities

Attachments and Export Options to Include

Attach supporting exhibits and provide clear export formats so executed agreements and related records meet archival and audit needs.

Statement of Work

Detailed technical and schedule information that defines deliverables, acceptance criteria, and change management procedures as contractual exhibits.

Data Processing Addendum

Defines processing obligations, security controls, and breach notification duties when personal or regulated data is involved.

Service Level Annex

Specifies uptime targets, measurement methodology, remedies, and reporting responsibilities for SLA compliance and credits.

Export Formats

Provide signed records in PDF/A, native PDF, and machine-readable metadata for long-term storage and e-discovery.

Practical Examples of Agreement Use

These examples show how organizations use business software agreements to manage procurement and compliance in real scenarios.

Optica Ventures

Optica streamlined customer signings with an online workflow for leasing software.

  • They improved turnaround and customer experience.
  • The easy interface allowed remote execution across stakeholders and reduced physical paperwork while preserving compliance and audit logs.

Tech Data

Tech Data integrated contract signing into finance systems to accelerate revenue recognition.

  • Integration reduced manual entry errors.
  • By linking execution to internal ERP processes, the company shortened time-to-invoice and improved internal and external customer service.

How to Amend or Update an Existing Agreement

Use a controlled amendment process to preserve original terms while documenting agreed changes and approvals.

01

Initiate Amendment:

Describe the change, impact, and rationale in a formal amendment draft.
02

Internal Approval:

Obtain sign-offs from legal, finance, and relevant business owners.
03

Negotiate Terms:

Exchange redlines and settle changes in scope, price, or timelines.
04

Execute Amendment:

Have authorized signers sign the amendment; retain as part of the contract record.
05

Archive Version:

Store both original and amended agreements with metadata for audit.
06

Communicate Changes:

Notify affected teams and update operational playbooks.

eSignature Vendor Pricing Snapshot for Agreement Execution

Pricing and feature availability vary by vendor and plan; below is a concise comparison to assist procurement evaluation without implying endorsement.

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 vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently Asked Questions about Business Software Agreements

Answers to common questions about drafting, e-signing, and enforcing business software agreements in the United States.


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