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Business Systems Integrators Agreement

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BUSINESS SYSTEMS INTEGRATORS AGREEMENT

This Business Systems Integrators Agreement (the Agreement) is entered into as of (Effective Date) by and between:

Client Name:

Integrator Name:

Recitals

WHEREAS, Client is engaged in the business of operating and managing business operations and desires to obtain professional services to integrate software, hardware and related systems to improve Client's business systems; and

WHEREAS, Integrator is in the business of providing systems integration, implementation, customization, and consulting services and represents that it has the experience, personnel and resources required to perform the services described herein; and

WHEREAS, the parties desire to set forth the terms and conditions under which Integrator will perform services for Client.

1. Scope of Work

Integrator shall deliver services and deliverables as set forth in this Section and in any statement of work executed by the parties. Integrator's obligations include design, configuration, customization, testing, deployment, user training and post-deployment support as necessary to bring the systems into operational condition consistent with the agreed acceptance criteria.

2. Payment Terms

Client shall pay Integrator the fees described below in exchange for the services and deliverables rendered in accordance with this Agreement. Fees are exclusive of applicable taxes unless otherwise stated.

Invoices shall be issued by Integrator in accordance with the payment schedule. Unless otherwise agreed in writing, Client shall pay invoices within thirty (30) days of receipt. Payments not made within the stated period shall accrue interest at the rate specified in the Late Payment Fee provision and Integrator may suspend performance after ten (10) days' written notice of nonpayment.

3. Term and Termination

This Agreement commences on the Start Date and continues until the End Date unless earlier terminated in accordance with this Section.

Either party may terminate this Agreement for material breach by the other party if the breaching party fails to cure such breach within the Notice Period after receipt of written notice specifying the breach. Either party may terminate for insolvency, bankruptcy, or assignment for the benefit of creditors upon written notice.

4. Confidentiality

Each party (Recipient) shall keep confidential and not disclose to any third party any Confidential Information of the other party (Discloser) except as required to perform obligations under this Agreement. Confidential Information means non-public information disclosed in writing or orally identified as confidential. Recipient shall use at least the same degree of care to protect Confidential Information as it uses to protect its own confidential information, but no less than reasonable care.

Confidential Information does not include information that (a) is or becomes generally available to the public through no fault of Recipient; (b) was known to Recipient prior to disclosure; (c) is rightfully received from a third party without restriction; or (d) is independently developed by Recipient without use of Discloser's Confidential Information.

5. Intellectual Property

Unless otherwise agreed in writing, Integrator shall retain ownership of pre-existing tools, libraries and methodologies (Integrator Background IP). Upon full payment, Integrator assigns to Client all right, title and interest in and to its deliverables specifically created for Client under this Agreement, excluding Integrator Background IP, which Integrator hereby licenses to Client on a perpetual, non-exclusive, worldwide, royalty-free basis solely to use the deliverables for Client's business operations.

6. Warranties, Limitation of Liability and Indemnification

Integrator warrants that the services will be performed in a professional and workmanlike manner in accordance with industry standards. EXCEPT AS SET FORTH IN THIS SECTION, ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, ARE DISCLAIMED TO THE MAXIMUM EXTENT PERMITTED BY LAW.

Neither party shall be liable to the other for indirect, incidental, consequential or punitive damages, except liability arising from willful misconduct or gross negligence. The aggregate liability of Integrator under this Agreement shall not exceed the total fees paid by Client to Integrator in the twelve (12) months preceding the claim.

7. Independent Contractor; Taxes

Integrator is an independent contractor. Nothing in this Agreement creates a partnership, joint venture, employment relationship, or agency. Integrator is responsible for all employment taxes and other liabilities related to its personnel.

8. Notices

Notices required by this Agreement shall be in writing and delivered to the respective Notice Address and shall be effective upon personal delivery, the next business day after deposit with a nationally recognized overnight courier, or three (3) business days after mailing by certified mail.

9. Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the Governing Law state, without regard to conflicts of law principles. The parties submit to the exclusive jurisdiction of the courts located in that state for resolution of disputes.

10. Entire Agreement; Amendment

This Agreement, together with any executed statements of work, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior proposals, negotiations and agreements, whether written or oral. No amendment shall be effective unless in writing and signed by authorized representatives of both parties.

11. Miscellaneous

If any provision of this Agreement is found unenforceable, the remaining provisions will remain in full force. Neither party may assign this Agreement without the prior written consent of the other, except to an affiliate or in connection with a merger or sale of substantially all assets, provided the assignee assumes all obligations hereunder.

Client:

By:

Date:

Integrator:

By:

Date:

Enter text✕

What the Business Systems Integrators Agreement Covers

A Business Systems Integrators Agreement is a contract that defines the relationship between a systems integrator and its client for the design, integration, configuration, testing, and delivery of combined software and hardware solutions. It allocates responsibilities for scope, milestones, acceptance criteria, change control, intellectual property ownership, warranties, indemnities, and payment terms. The agreement normally includes detailed schedules or exhibits describing deliverables, interfaces, service levels, and support. Well-drafted terms reduce disputes over scope creep, clarify who supplies which components, and set the mechanics for contract amendments, dispute resolution, and termination.

Why a Clear Integrators Agreement Matters

A precise agreement limits ambiguity about deliverables, timelines, IP ownership, and responsibilities, helping prevent costly disputes and delays.

Why a Clear Integrators Agreement Matters

Who Typically Prepares and Signs This Agreement

Parties should ensure authorized signatories execute the document and that any required approvals or board resolutions are completed before signing.

  • Enterprise IT and procurement teams reviewing vendor technical and commercial proposals.
  • Systems integrator account managers and project leads defining deliverables and timelines.
  • Outside counsel or contract managers advising on liability, IP, and insurance terms.

Key Signatory Roles

Client Signatory

Chief Information Officer or authorized procurement officer. Must have authority to commit budget and accept deliverables; may need board or legal approvals depending on contract value and company policy.

Integrator Signatory

CEO, COO, or authorized commercial representative. Should have authority to bind the company and accept warranty, indemnity, and liability limits stated in the agreement.

Core Clauses to Include

A professional integrator agreement groups technical, commercial, and legal terms so both parties share expectations and risk allocation.

Scope of Work

Precise description of services, deliverables, acceptance criteria, and any excluded tasks to avoid scope creep and billing disputes.

Payment Terms

Milestones, invoicing schedule, retainage (if any), currency, and late payment remedies; include tax and withholding allocation.

Intellectual Property

Ownership of deliverables, licensing to client, pre-existing materials, and assignment of newly created IP including source code rights.

Warranties & Remedies

Performance warranties, defect correction windows, service-level remedies, and remedy caps consistent with commercial risk.

Liability & Indemnity

Limitations on consequential damages, indemnities for third-party claims, and insurance requirements for both parties.

Change Control

Procedure for submitting, approving, pricing, and scheduling changes to scope, with written change orders required for material adjustments.

Step-by-Step: How to Complete and Execute the Agreement

Follow these sequential steps to prepare, review, and sign the Business Systems Integrators Agreement.

  • 01
    Prepare Draft: Populate party names, SOW exhibits, payment terms, and key dates.
  • 02
    Internal Review: Legal and procurement review for IP, indemnity, and insurance obligations.
  • 03
    Negotiate Terms: Track change requests, update the draft, and confirm final exhibits.
  • 04
    Execute: Authorized signatories sign, date, and retain copies for both parties.

Typical Contract Workflow and Routing

A standard workflow routes the contract through technical, commercial, legal, and executive approvals before execution.

  • Drafting: Technical and sales create initial draft with SOW details.
  • Legal Review: Legal reviews terms, suggests redlines, and flags regulatory issues.
  • Commercial Sign-off: Procurement or finance validates payment and billing terms.
  • Signing: Authorized parties sign and exchange fully executed copies.

Recommended Digital Workflow Settings

Configure electronic routing and verification to match your internal approval matrix and audit needs.

Field Configuration
Signing Order Use sequential routing for role-based approvals and milestone gating.
Authentication Require email plus SMS or access code for external signers.
Audit Trail Capture IP, timestamp, and action log for each signer.
Retention Set automatic archival and export for compliance and eDiscovery.

Digital Signing and Platform Considerations

Ensure the chosen platform supports required compliance standards and produces verifiable audit records for each signed document.

  • Formats Supported: PDF, DOCX, and form-fillable templates.
  • Integrations: CRM, ERP, and cloud storage connections for routing and archiving.
  • Authentication Options: Email link, SMS code, KBA, or SSO where required.

Security and Compliance Checklist

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Persistent IP, timestamps, and action logs
HIPAA: BAA available for protected health information
21 CFR Part 11: Support for advanced signature controls
Certifications: SOC 2 Type II and ISO 27001
Accessibility: WCAG 2.0 Level AA compliance

Consequences of Incomplete or Incorrect Agreements

Contract Void Risk: Ambiguity can render terms unenforceable
Tax Penalties: Incorrect withholding or reporting exposure
I-9 Violations: Penalties $281–$2,789 per violation
HIPAA Fines: Civil and monetary penalties may apply
Delay Costs: Missed milestones increase remediation expense
Legal Fees: Contract disputes raise outside counsel costs

Common Drafting and Execution Pitfalls

  • Using vague scope language that invites divergent expectations and disputes
  • Omitting acceptance criteria or test procedures for deliverables
  • Failing to specify IP ownership and license scope for software deliverables
  • Neglecting to document change-control processes and approval authorities

Key Contract Deadlines and Timing Expectations

Specify milestone dates, invoicing cycles, and notice periods to keep delivery and payment on schedule.

Effective Date:

Date parties agree the contract becomes operative

Milestone Dates:

Delivery and acceptance dates tied to payment triggers

Invoice Due Dates:

Net payment terms (e.g., Net 30) and late fee specifics

Change Request Window:

Period for submitting changes to the SOW

Termination Notice:

Contractual notice period required for termination

Project Milestones and Approval Gates

A sequential milestone plan clarifies deliverable acceptance, payment release, and go/no-go decisions.

01

Kickoff and Baseline

Establish project plan, resources, and acceptance criteria.

02

Design Approval

Client signs off on detailed design deliverable.

03

Integration & Testing

Execute integration tests and remediate defects.

04

Final Acceptance

Formal acceptance triggers final payment and warranty period.

eSignature Vendor Comparison for This Agreement

Basic pricing and feature distinctions for common eSignature providers. signNow is listed first in each row per vendor-comparison conventions.

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 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

Frequently Asked Questions and Common Issues

Answers to frequent legal and execution questions about Business Systems Integrators Agreements and electronic signing.


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