Can this form be signed electronically?

Yes. Electronic signatures are enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes (adopted by 49 states), provided the execution meets intent, consent, attribution, and retention requirements.

When is notarization required?

Notarization is rarely required for internal procurement forms but may be necessary if the form creates a deed, power of attorney, or other document requiring acknowledgment; check state notary law and RON rules where applicable.

What signer authentication should I use?

Choose authentication based on risk: email for low-risk approvals, SMS or knowledge-based authentication for higher-risk transactions, and multi-factor or advanced signer authentication where regulatory requirements demand stronger identity proofing.

How long must I keep executed forms?

Retention depends on context: tax records generally three years (IRC §6501(a)), HIPAA-covered records six years (45 CFR §164.530(j)), and industry rules may require longer preservation.

What supporting attachments are required?

Common attachments include proposals, certificates of insurance, W-9 or EIN documentation, scope exhibits, and compliance attestations; missing attachments commonly delay approval and payment.

What if the signer lacks authority?

If a signer lacks delegated authority the agreement may be unenforceable; verify delegation, obtain ratification by an authorized officer, or re-execute with proper signatory authority.

Electronic Signature
Templates
Miscellaneous
Business Solution Form

Business Solution Form

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

BUSINESS SOLUTION FORM

This Business Solution Form (the "Agreement") is entered into effective as of (the "Effective Date") by and between:

Parties

Client Name Client Address Provider Name Provider Address

WHEREAS

WHEREAS, Client desires to procure certain business solutions, consulting services, and deliverables for the purpose of improving or implementing Client's business operations and systems; and

WHEREAS, Provider represents that it has the professional expertise, personnel, and resources necessary to provide the services described in this Agreement and agrees to provide such services under the terms and conditions set forth herein; and

WHEREAS, the parties wish to set forth the scope, schedule, compensation, confidentiality requirements, and other material terms governing their relationship.

Scope of Work

Provider will perform the work and deliver the deliverables described below. All services shall be performed in a professional manner consistent with industry standards. The parties may agree to changes to the scope only by a written change order signed by authorized representatives of both parties.

Project Title Detailed Scope of Work

Payment Terms

In consideration for the services and deliverables, Client shall pay Provider according to the terms set forth below. Amounts not paid when due shall bear interest as specified in this section.

Total Contract Amount Payment Schedule Invoices and Due Date Late Payment Fee

All payments are exclusive of taxes. Client shall be responsible for any sales, use, value-added, withholding, or other taxes, except taxes imposed on Provider's income.

Term and Termination

This Agreement commences on and, unless earlier terminated in accordance with this section, will continue until .

Either party may terminate this Agreement for convenience by providing days' prior written notice to the other party. Either party may terminate immediately for material breach that remains uncured for a period of 10 days following written notice of such breach.

Upon termination, Provider will deliver all work in progress and Client will pay Provider for all work performed and reasonable non-cancellable commitments made prior to termination.

Confidentiality

Each party (the "Receiving Party") shall keep confidential and not disclose or use any non-public information disclosed by the other party (the "Disclosing Party") that is designated 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 (i) publicly known through no breach, (ii) rightfully received from a third party without restriction, (iii) independently developed without use of the Disclosing Party's Confidential Information, or (iv) required to be disclosed by law or court order (provided the Receiving Party gives prompt notice and limits disclosure).

The Receiving Party shall take at least the same degree of care to protect Confidential Information as it uses to protect its own confidential information, but in no event less than reasonable care. Upon termination or request, the Receiving Party shall return or certify destruction of the Disclosing Party's Confidential Information, except for one copy kept solely for archival or compliance purposes.

Intellectual Property and Deliverables

Subject to Client's timely payment of amounts due, Provider grants to Client a non-exclusive, perpetual, worldwide license to use the delivered final deliverables for Client's internal business purposes. Provider retains all other rights, including to Provider's pre-existing tools, methodologies, templates, and know-how.

Warranties and Remedies

Provider warrants that services will be performed in a professional and workmanlike manner consistent with prevailing industry standards. The sole and exclusive remedy for breach of this warranty is re-performance of the deficient services at Provider's expense or, if Provider cannot cure, a refund of the fees attributable to the deficient services. EXCEPT AS EXPRESSLY PROVIDED IN THIS AGREEMENT, NEITHER PARTY MAKES ANY OTHER WARRANTIES, EXPRESS OR IMPLIED.

Liability and Indemnity

Neither party will be liable for indirect, incidental, consequential, special, or punitive damages. Each party shall indemnify and hold harmless the other from third-party claims arising from the indemnifying party's gross negligence or willful misconduct. Provider's aggregate liability arising out of this Agreement shall not exceed the total fees paid by Client to Provider in the twelve months preceding the claim.

Governing Law

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

Entire Agreement; Amendments

This Agreement, together with any written change orders or attachments executed by both parties, constitutes the entire agreement between the parties and supersedes all prior discussions and agreements. No amendment or waiver shall be effective unless in writing and signed by authorized representatives of both parties.

Notices

Client Notice Contact Provider Notice Contact

Miscellaneous

Neither party may assign this Agreement without the prior written consent of the other party, except to a successor entity in connection with a merger, reorganization, or sale of substantially all assets. If any provision is held unenforceable, the remaining provisions will remain in full force and effect.

Client

Printed Name:

By:

Date:

Provider

Printed Name:

By:

Date:

What the Business Solution Form Is and when organizations use it

The Business Solution Form is a standardized document organizations use to request, evaluate, and record proposed products, services, or project solutions. It gathers essential information including company identification, project scope, technical requirements, budget and funding sources, proposed timelines, vendor qualifications, and approval signatures. Commonly used for procurement requests, vendor onboarding, internal approvals, and RFP responses, the form creates a consistent audit trail for decision-making and compliance. It supports electronic submission and legally binding eSignatures under U.S. law when execution meets ESIGN/UETA requirements and retention obligations are observed.

Why standardizing requests with a Business Solution Form matters

Standardizing requests reduces miscommunication, creates auditable records for procurement and compliance, and clarifies roles and approvals. A consistent form streamlines review and supports enforceable electronic signatures under the ESIGN Act and applicable state UETA or ESRA rules.

Departments and teams that commonly complete the form

Typical users include procurement, IT, project management, and business units submitting solution requests, vendor evaluations, and budget approvals.

Real estate teams use it for property systems, vendor onboarding, and lease-related solution assessments.
Healthcare departments attach HIPAA addenda and obtain authorizations for systems handling protected health information.
Finance and procurement document budgets, vendor payment terms, and approval chains for purchase commitments.

Centralizing submissions on a single form reduces rework, shortens review cycles, and preserves a clear audit trail for compliance.

Core sections a professional Business Solution Form should include

A well-structured Business Solution Form groups project details, requirements, budget, timelines, vendor information, and approvals into discrete sections to enable consistent evaluation and recordkeeping.

Project Summary

Provide a concise description of the business need, primary objectives, expected outcomes, measurable success criteria, project owner contact, and any referenced RFP or internal project identifier to simplify cross-referencing.

Scope of Work

Define deliverables, excluded items, acceptance criteria, and change-order process. Clear scoping prevents ambiguity in vendor responses and reduces disputes during implementation.

Technical Requirements

List required interfaces, security controls, data flows, compliance obligations (for example HIPAA or PCI), supported file formats, and minimum performance or uptime expectations.

Budget & Funding

Specify estimated costs, budget codes, funding source, approval authority limits, and whether the submission requires capital approval or recurring operating expense authorization.

Timeline & Milestones

Provide target start and completion dates, key milestones, dependencies, and any firm delivery dates that affect contract acceptance or penalties.

Approval & Signatures

Include signatory blocks with printed name, title, date, and role-based routing. Record who approved budget, legal review status, and final execution signatures.

Step-by-step: complete and route the Business Solution Form

Follow these sequential steps to prepare, approve, and execute the form for reliable processing.

01

Prepare details: Gather scope, budget, and supporting exhibits.
02

Upload document: Place the form in the repository or eSignature platform.
03

Configure fields: Add signature, date, and required data fields.
04

Send for approval: Route to approvers in role order and record audit trail.

Where to submit the completed form and routing destinations

After completion, route the form to the appropriate internal teams and external recipients according to organizational policy.

Procurement: Primary recipient for vendor selection and purchase approval.
Legal review: Contract and compliance review before final execution.
Finance: Validate budget codes and payment terms.
Records archive: Store executed copies in the document management system.

Typical online workflow settings to configure

Configure these settings when creating the digital workflow to ensure correct routing and authentication.

Field	Configuration
Order of Signers	Sequential routing by role or email address.
Authentication Level	Email, SMS, or KBA depending on sensitivity.
Auto-reminders	Set reminder cadence for pending signers.
Save destination	Automatically save executed file to cloud storage.

How to share and distribute the Business Solution Form

Forms are typically distributed by secure email links, platform-hosted signing, cloud storage shares, or API integrations with enterprise systems.

Email & signing links: Send secure links for guest or authenticated signing.
API integrations: Connect with ERP or CRM systems like NetSuite or Salesforce.
Cloud storage: Save executed PDFs to Box, Google Drive, or internal repositories.

Download formats and supporting attachments

Ensure the form and its attachments are exported in accepted formats and preserved with metadata for compliance and review.

Export formats

Provide executed records as PDF/A for long-term storage and as DOCX when redaction or edits are required; include an audit trail with each exported file.

Audit trail included

Attach a tamper-evident audit trail showing timestamps, signer emails, IP addresses, and action history to support evidentiary needs.

Supporting documents

Include vendor proposals, certificates of insurance, W-9 or EIN documentation, and any required compliance attestations as separate attachments.

Version control

Keep a single source of truth with versioned filenames and metadata to avoid disputes over which document was executed.

Typical timelines and processing expectations

Timelines vary by organization; below are common internal deadlines to set expectations for processing.

Submission window:

Submit requests before monthly procurement cutoffs.

Internal review:

Allow 5–10 business days for procurement and legal review.

Vendor response:

Request vendor proposals within 10–15 business days.

Final approval:

Approvals typically complete within 15–30 business days.

Execution timeline:

Signed contracts should be archived immediately after execution.

Common mistakes to avoid when preparing the form

Missing or inconsistent signer names and titles leading to authorization disputes and onboarding delays.
Incomplete budget or funding information causing payment holds or rejection by finance teams.
Absent supporting documents such as insurance certificates or tax IDs that delay vendor acceptance.
Using vague scope language that creates ambiguity and increases the likelihood of change-order disputes.

Key risks and potential consequences of errors

Contract unenforceability: May occur if signer lacked authority.

Payment delays: Incomplete billing info can pause payments.

Regulatory exposure: Noncompliance with HIPAA or PCI.

Procurement rejection: Missing approvals can void the request.

Audit findings: Insufficient records increase audit risk.

Increased costs: Corrections and rework add time and expense.

Representative eSignature pricing and capability comparison

Cost and feature trade-offs vary by vendor and plan; signNow is listed first for direct comparison of starting price, basic capabilities, and compliance options.

	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 envelope cap	100 envelopes/user/year	Varies	Varies	Varies

Who is authorized to sign the Business Solution Form

Authorized Signer — CFO

The Chief Financial Officer or delegated signatory typically authorizes budgeted expenditures above a defined dollar threshold; confirm delegated authority in an internal signature policy and capture title, printed name, and date on the form.

Requestor — Project Manager

The project manager or business unit leader initiates the form, provides scope and acceptance criteria, and secures required internal approvals before routing to finance and legal for final execution.

Practical examples and customer outcomes

These two examples illustrate how organizations used a Business Solution Form to speed approvals and create reliable records for vendors and internal stakeholders.

Optica Ventures LLC

Optica used the Business Solution Form to standardize vendor evaluations and reduce back-and-forth during procurement.

Reduced turnaround time by multiple days in their approval cycle.
Brian Fitzgibbons, COO, noted improved clarity and customer usability: "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers." He reported fewer clarifying questions and faster contract initiation.

Martin Properties

A regional real estate firm replaced paper requests with a digital Business Solution Form to centralize lease-related IT and vendor requests.

Approval cycles shortened and mobile signatures enabled field teams.
Tim Martin, Founder, described processing and executing documents online with compliance and security intact, enabling faster closings and consistent recordkeeping across properties.

Frequently asked questions and practical answers

Answers to common questions about execution, validity, and recordkeeping for the Business Solution Form.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes (adopted by 49 states), provided the execution meets intent, consent, attribution, and retention requirements.
When is notarization required?
Notarization is rarely required for internal procurement forms but may be necessary if the form creates a deed, power of attorney, or other document requiring acknowledgment; check state notary law and RON rules where applicable.
What signer authentication should I use?
Choose authentication based on risk: email for low-risk approvals, SMS or knowledge-based authentication for higher-risk transactions, and multi-factor or advanced signer authentication where regulatory requirements demand stronger identity proofing.
How long must I keep executed forms?
Retention depends on context: tax records generally three years (IRC §6501(a)), HIPAA-covered records six years (45 CFR §164.530(j)), and industry rules may require longer preservation.
What supporting attachments are required?
Common attachments include proposals, certificates of insurance, W-9 or EIN documentation, scope exhibits, and compliance attestations; missing attachments commonly delay approval and payment.
What if the signer lacks authority?
If a signer lacks delegated authority the agreement may be unenforceable; verify delegation, obtain ratification by an authorized officer, or re-execute with proper signatory authority.

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