Establishing secure connection…Loading editor…Preparing document…

Business Software Template

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

BUSINESS SOFTWARE TEMPLATE

Client Name:    Client Address:

Vendor Name:    Vendor Address:

Effective Date:

WHEREAS

WHEREAS, Client desires to obtain certain software, related documentation and services for business operations, including customization, implementation and maintenance as set forth herein; and

WHEREAS, Vendor represents that it has the expertise, personnel and resources necessary to design, develop, deliver and support the software deliverables described in this Agreement in accordance with the terms and conditions set forth below; and

NOW, THEREFORE, in consideration of the mutual covenants contained herein, Client and Vendor agree as follows:

Scope of Work

Vendor shall perform the services and deliver the software deliverables described below. The parties acknowledge that specific tasks, milestones, deliverables and acceptance criteria will be as follows:

Payment Terms

Total Fee:

Expenses reimbursable by Client:   If checked, Vendor shall invoice actual pre-approved expenses and Client shall reimburse within the payment terms.

Late Fee for overdue payments: . Vendor may suspend services if amounts past due exceed thirty (30) days.

Term and Termination

Term Commencement Date:    Term End Date (if any):

Confidentiality

Each party will maintain as confidential all non-public information disclosed by the other party that is marked 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 does not include information that is (a) publicly known through no fault of the receiving party; (b) rightfully received from a third party without restriction; (c) independently developed by the receiving party without use of Confidential Information; or (d) required to be disclosed by law, provided the disclosing party is given prompt notice and assistance in seeking protective relief.

Intellectual Property

Ownership of Deliverables: Unless otherwise agreed in writing, Vendor grants to Client a perpetual, worldwide, non-exclusive license to use the delivered object code of the software for Client's internal business purposes. Source code ownership and the extent of any transfer of ownership shall be expressly set forth below.

Work Made for Hire: If checked, Vendor acknowledges deliverables will be treated as work made for hire and assigns all right, title and interest in such deliverables to Client to the extent permitted by law.

Representations, Warranties, and Liability

Vendor represents that the services will be performed in a professional and workmanlike manner. EXCEPT AS EXPRESSLY PROVIDED IN THIS AGREEMENT, VENDOR DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED. Client's exclusive remedies for breach of Vendor's warranty shall be the repair or replacement of the non-conforming deliverable or, if Vendor cannot cure within a reasonable time, refund of fees paid for the affected deliverable.

Limitation of Liability: Except for liability arising from gross negligence, willful misconduct, or infringement of intellectual property rights, neither party's aggregate liability for claims arising out of or related to this Agreement shall exceed the amounts paid by Client to Vendor under this Agreement during the twelve (12) months preceding the claim.

Indemnification

Each party shall indemnify, defend and hold harmless the other party from and against third-party claims resulting from the indemnifying party's gross negligence or willful misconduct, provided the indemnified party gives prompt written notice of the claim and reasonable cooperation in the defense.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law principles. Venue for any dispute shall be the state or federal courts located in that state.

Entire Agreement; Amendments

This Agreement, together with any appendices, schedules and statements of work expressly incorporated herein, constitutes the entire agreement between the parties and supersedes all prior and contemporaneous agreements and understandings, whether written or oral, relating to the subject matter hereof. Any amendment must be in writing and signed by both parties.

Notices

Client Printed Name:

By:

Date:

Vendor Printed Name:

By:

Date:

Enter text✕
Prepare your document for signing right on this page
  • 01 Edit the text and complete the fields
  • 02 Click Sign Now and on the next screen add recipients and signature fields in SignNow
  • 03 Start your free trial to sign and send your doc
Sign Now

What the Business Software Template Covers

A Business Software Template is a standardized contract used to document software licensing, implementation, support, pricing, service-level commitments, data handling, and termination terms between a vendor and a business. It defines scope of deliverables, license rights, payment and invoicing terms, support and maintenance obligations, data ownership and security requirements, acceptance criteria and testing, and obligations after termination. The template is intended to reduce negotiation time by providing consistent clauses while remaining adaptable to project-specific schedules, integrations, and regulatory requirements such as data privacy and health information protections where applicable.

Why a Standard Template Matters for Software Agreements

Using a Business Software Template improves consistency across procurements, clarifies responsibilities for delivery and security, and reduces legal review time. When executed electronically in compliance with ESIGN (15 U.S.C. §7001) or state UETA statutes, properly signed templates are admissible and enforceable for interstate transactions.

Why a Standard Template Matters for Software Agreements

Who Typically Prepares and Signs This Template

The template is commonly used by cross-functional teams to coordinate procurement, legal review, and delivery.

  • Procurement managers and sourcing teams who manage vendor selection and contracts.
  • In-house counsel or outside attorneys who review risk, liability, and compliance clauses.
  • CIO/IT or operations leaders who confirm technical scope, integrations, and acceptance tests.

Final execution typically involves authorized signers from procurement, legal, or finance depending on company policy.

Key Contract Elements to Include in the Template

A professional Business Software Template organizes core obligations into clear sections so stakeholders can confirm expectations quickly and consistently during negotiation and execution.

License Grant

Specify license type (perpetual, subscription), scope (users, seats, modules), limitations, and any territory or field-of-use restrictions; include metrics for usage measurement and audit rights.

Pricing & Payment

Detail fees, billing frequency, due dates, late-payment remedies, taxes, and invoice requirements. Include any milestone-based payments tied to deliverables or acceptance testing.

Support & SLA

Define support levels, response and resolution targets, uptime commitments, credits or remedies for SLA breaches, and escalation procedures for critical incidents.

Data Security

Describe data handling, encryption standards, breach notification obligations, and compliance requirements such as HIPAA (BAA if applicable) or GDPR when relevant.

Acceptance Criteria

Set objective tests and timelines for deliverable acceptance, the process for remediation of defects, and the consequences of failed acceptance.

Termination & Renewal

Cover termination for convenience and cause, transition assistance, data export and deletion, and renewal terms including notice periods and auto-renewal conditions.

Required Information and Core Fields

Vendor Legal Name: Full registered entity
Buyer Legal Name: Full registered entity
Effective Date: MM/DD/YYYY
Term Length: Months or years
Payment Terms: Net days, currency
Primary Contact: Name, email, phone

Step-by-Step: Completing the Business Software Template

Follow a consistent sequence to prepare, review, and execute the template to reduce rework and ensure compliance with corporate approval policies.

  • 01
    Draft the Agreement: Populate parties, scope, and pricing fields.
  • 02
    Internal Review: Legal and procurement confirm risk and commercial terms.
  • 03
    Vendor Review: Negotiate unresolved clauses and accept final language.
  • 04
    Execute and Archive: Sign electronically and store in contract repository.

Configuring an Online Completion Workflow

Set up an e-submission workflow that assigns reviewers, enforces required fields, and records an audit trail for each signing event.

Field Configuration
Required Fields Make names/dates/signatures mandatory
Authentication Method Email or SMS code
Routing Order Sequential or parallel signing
Repository Repository path or folder

Where to Send or File the Completed Template

After execution, route the completed agreement to designated internal and external recipients and store a retrievable copy in your records system.

  • Vendor: Send executed copy to vendor legal or account contact.
  • Procurement: Archive the signed contract in procurement repository.
  • Finance: Forward for invoice setup and payment processing.
  • Contract Repository: Store final PDF with searchable metadata.

Distribution, Formats, and Integrations for eSubmission

Choose a platform that supports common document formats, audit trails, and the integrations your teams use.

  • File Formats: PDF, DOCX, and fillable PDF
  • Integrations: Salesforce, Microsoft 365, NetSuite, Google Workspace
  • Authentication: Email link, SMS code, or stronger methods

Typical Timelines and Key Deadlines

Track dates that affect performance, payment, renewal, and dispute windows; align internal approval deadlines with vendor expectations.

Negotiation Window:

Often 7–30 days depending on complexity

Execution Date:

Date the last party signs; obligations commence

SLA Start:

Usually coincides with execution or go-live date

Payment Due:

Per invoicing terms, e.g., Net 30

Renewal Notice:

Typically 30–90 days before renewal

Common Mistakes to Avoid

  • Using vague scope language that leaves deliverables and acceptance undefined, creating dispute risk and scope creep.
  • Failing to confirm the legal entity name and signer authority, which can render the contract unenforceable or delay payment.
  • Omitting data-security obligations or failing to require a BAA when handling protected health information under HIPAA.
  • Not preserving a tamper-evident signed record or audit trail, which complicates later dispute resolution or regulatory review.

Penalties and Compliance Risks

Contract Invalidity: Improperly signed
Breach Damages: Monetary remedies
Regulatory Fines: HIPAA or state penalties
Operational Disruption: Service outages impact
Data Loss: Exposure and remediation costs
Tax Withholding: Backup withholding risk

eSignature Pricing and Feature Comparison

Compare common commercial eSignature offerings by starting price and core capabilities relevant to contract execution and compliance. signNow appears first per vendor listing rules.

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 Trial available Trial available Trial available Trial available
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 by plan Varies by plan Varies by plan

Real-World Examples of Using a Business Software Template

These short case notes illustrate practical outcomes when organizations used a standard software agreement template in procurement and execution.

Optica Ventures — COO

Optica standardized contractual language to reduce negotiation cycles and vendor confusion.

  • The interface stayed consistent across deals.
  • As a result, internal teams processed agreements faster and customers experienced a clearer onboarding process, reducing legal review time and accelerating project start dates.

Martin Properties — Founder

Martin Properties used a template to enforce consistent data and security terms across vendors.

  • Mobile signing capability helped field teams.
  • This allowed remote execution with documented compliance, improving turnaround on property management integrations while ensuring audit-ready records for inspections and regulatory checks.

Frequently Asked Questions and Troubleshooting

Answers to common questions about execution, e-signature validity, notarization, corrections, retention, and signer authentication.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users
Sign Now
Company
Forms
Pricing
Resources
Knowledge base
Other Products
© 2026 airSlate Inc. All rights reserved.