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Business Software Services Agreement

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Business Software Services Agreement

Client Name:     Service Provider Name:     Effective Date:

WHEREAS

WHEREAS, Client desires to engage Service Provider to furnish software development, customization, integration, maintenance and related services for the business applications described in this Agreement; and

WHEREAS, Service Provider has represented that it possesses the expertise, personnel and resources necessary to deliver the Services in accordance with the terms, specifications and schedule set forth in this Agreement; and

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

Scope of Work

Payment Terms

The Client shall pay the Service Provider for Services performed in accordance with the following terms.

Invoices issued by Service Provider are payable within days of invoice date. All amounts are payable in lawful currency. Late payments shall accrue interest at the rate specified below and Service Provider may suspend performance for unpaid invoices after providing written notice.

Term and Termination

This Agreement commences on the Start Date and, unless earlier terminated in accordance with this Section, will continue until the End Date or completion of the Services.

Start Date:     End Date:

Either party may terminate this Agreement for convenience upon prior written notice to the other party delivered at least days prior to termination. Either party may terminate for material breach if the breach remains uncured for thirty (30) days after written notice specifying the breach.

Confidentiality

Each party (the "Receiving Party") shall hold the other party's Confidential Information in strict confidence and shall not disclose such Confidential Information except to employees, contractors and advisors who have a need to know and who are bound by confidentiality obligations at least as protective as those herein. Confidential Information does not include information that is or becomes public through no fault of the Receiving Party, that was rightfully in the Receiving Party's possession prior to disclosure, or that is independently developed without use of the Disclosing Party's Confidential Information.

Upon termination or expiration of this Agreement, the Receiving Party shall return or destroy the Disclosing Party's Confidential Information and provide written certification of such destruction upon request.

Intellectual Property

Unless otherwise expressly agreed in writing, Service Provider retains all right, title and interest in and to pre-existing software, tools, frameworks and methodologies used in performing the Services. Client shall receive a perpetual, non-exclusive, non-transferable license to use deliverables specifically identified as "Client Deliverables" upon full payment for the Services. Any third-party software incorporated into deliverables remains subject to the applicable third-party license terms.

Warranties; Limitation of Liability

Service Provider warrants that the Services will be performed in a professional and workmanlike manner consistent with industry standards. Client's sole and exclusive remedies for breach of this warranty shall be re-performance of the defective Services or, if Service Provider cannot cure the breach within a reasonable period, repayment of fees paid for the defective portion of the Services.

EXCEPT FOR THE EXPRESS WARRANTY SET FORTH ABOVE, THE SERVICES ARE PROVIDED "AS IS" AND SERVICE PROVIDER DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED. IN NO EVENT SHALL EITHER PARTY'S AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THIS AGREEMENT EXCEED THE FEES PAID BY CLIENT TO SERVICE PROVIDER DURING THE SIX (6) MONTHS PRECEDING THE CLAIM.

Indemnification

Each party shall indemnify, defend and hold harmless the other party from and against any third-party claims arising from the indemnifying party's gross negligence, willful misconduct or material breach of this Agreement. The indemnified party shall provide prompt written notice of any claim and reasonably cooperate in the defense and settlement thereof.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the jurisdiction specified above, without regard to its conflict of law principles.

Notices

Miscellaneous

Assignment: Neither party may assign this Agreement without the prior written consent of the other party, except that either party may assign to an affiliate or successor in connection with a merger or sale of substantially all assets.

Force Majeure: Neither party shall be liable for delays or failures due to causes beyond its reasonable control, provided the affected party promptly notifies the other and uses commercially reasonable efforts to resume performance.

Entire Agreement

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

Client:

By:

Date:

Service Provider:

By:

Date:

Enter text✕

What the Business Software Services Agreement Is

A Business Software Services Agreement is a contract between a software provider and a business customer that defines the scope, delivery, and terms for software licenses, hosting, implementation, integration, maintenance, and professional services. It sets responsibilities for deliverables, service levels, timelines, pricing, change control, intellectual property ownership, data handling, confidentiality, warranties, indemnities, and termination. The agreement clarifies payment terms, support obligations, performance metrics (SLAs), and any training or transition services so both parties understand obligations and remedies during the engagement.

Why a Clear Agreement Matters

A well-drafted Business Software Services Agreement reduces disputes, clarifies expectations, and protects intellectual property and data. It also defines remedies and limits liability while enabling secure electronic execution under federal ESIGN (15 U.S.C. ch. 96) and state UETA frameworks.

Why a Clear Agreement Matters

Who Commonly Signs This Agreement

Businesses and vendors across sectors use this agreement whenever software, hosting, or related services are purchased or provided.

  • IT and procurement teams at small and mid-size companies handling vendor onboarding and contract review.
  • Legal and contract managers at enterprises negotiating IP, indemnity, and data protection clauses.
  • Service providers and SaaS vendors standardizing terms for licensing, support, and implementation.

Use this document when procuring software, engaging a systems integrator, or formalizing a SaaS subscription to ensure consistent terms and compliance.

Step-by-Step: Complete and Execute This Agreement

Follow these sequential steps to prepare, review, and e-sign the agreement efficiently and with compliance in mind.

  • 01
    Prepare: Populate party names, effective date, and scope details.
  • 02
    Review: Legal reviews IP, liability, and data clauses.
  • 03
    Approve: Obtain signatures from authorized signers with required attestations.
  • 04
    Record: Save executed copy and preserve audit trail.

Essential Clauses to Include

A professional agreement balances business needs and legal protections by covering these core topics in clear, specific language.

Scope

Define functions, modules, deliverables, acceptance criteria, and excluded items to avoid scope creep and billing disputes.

Fees

Specify pricing, billing schedule, expense reimbursement, taxes, and consequences for late or disputed payments.

Intellectual Property

Allocate ownership of pre-existing IP, work product, and source code; include license scope, restrictions, and transfer conditions.

Confidentiality

Detail protected information, permitted disclosures, security obligations, and duration of confidentiality obligations.

Warranties & SLA

State performance warranties, uptime targets, remedies, service credits, and escalation procedures for SLA failures.

Termination

Describe termination for cause, convenience, cure periods, post-termination transition assistance, and return or destruction of data.

Security and Compliance Highlights

Encryption in transit: TLS 1.2/1.3
Encryption at rest: AES-256
HIPAA support: BAA available
Audit controls: Comprehensive audit trail
Certifications: SOC 2 Type II, ISO 27001
Regulatory support: 21 CFR Part 11 compliance

Consequences of Poorly Drafted Agreements

Enforceability risk: Ambiguous terms may be unenforceable
Payment delays: Unclear billing triggers disputes
Data breach fines: Regulatory penalties possible
IP disputes: Ownership ambiguity leads to litigation
Service disruption: Lack of transition terms increases risk
Termination costs: Early exit fees or lost work

Common Preparation Mistakes to Avoid

  • Using vague scope descriptions that create differing expectations and lead to disputes over deliverables and billing.
  • Failing to tie payment schedules to acceptance milestones, which can lead to cashflow issues and contract disagreements.
  • Not addressing data residency, processing, or a required HIPAA BAA when handling protected health information.
  • Assuming a counterparty signer has authority without verifying corporate resolution or delegated signature authority documentation.

How Digital Execution Typically Works

Digital signing workflows speed execution while providing an auditable record of each action and signer authentication method.

  • Upload: Add final contract PDF or DOCX to the platform.
  • Place Fields: Insert signature, date, and input fields for each signer.
  • Authenticate: Choose email, SMS, or stronger authentication.
  • Complete: Parties sign and receive executed copies with audit trails.

Configure Your Digital Signing Workflow

Set authentication, field behavior, and retention options to match contract sensitivity and regulatory needs.

Field Configuration
Authentication Method Email link | SMS code | KBA as needed
Field Types Signature, initials, date, text, checkbox
Conditional Logic Show or hide fields by role
Audit Trail Capture IP address and timestamps

Digital Delivery and Integration Considerations

Verify supported file formats, authentication options, and integration endpoints before launching workflows.

  • File formats: PDF, DOCX, HTML, XLSX
  • Integrations: Salesforce, NetSuite, Google Workspace
  • API access: Available for automation

Align platform settings with your security policy and document lifecycle to ensure consistent retention and auditability.

Key Dates and Timing to Specify

Define deadlines and timeframes clearly to avoid performance disputes and to trigger billing, renewals, and termination rights.

Effective Date:

The date services and obligations begin.

Payment Terms:

Net 30, Net 45, or milestone-based schedules.

Delivery Milestones:

Dates for implementation, acceptance, and go-live.

Renewal Notice:

Advance notice period for automatic renewals.

Record Retention Start:

Start retention from effective or termination date.

Common eSignature Vendor Pricing at a Glance

Compare starting prices and key enterprise features relevant to signing and managing Business Software Services Agreements. Pricing reflects typical annual-billing tiers.

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

Real-World Examples of Use

These cases illustrate typical implementations and the practical benefits of clear contract and signature workflows.

Optica Ventures — COO

Optica adopted a standardized services agreement to streamline deals across portfolios and reduce turnaround time.

  • The platform simplified customer signing.
  • The company reported faster processing with fewer questions from counterparties and maintained a consistent audit trail for each executed agreement.

Xerox — Director

Xerox integrated contract signing into NetSuite to automate order-to-cash workflows.

  • Integration reduced manual entry.
  • The automation aligned signed agreements with billing and fulfillment systems, improving internal efficiency and reducing processing errors during invoicing cycles.

Frequently Asked Questions

Answers to common questions on enforceability, electronic execution, and handling sensitive data under the agreement.


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