Can this be electronically signed?

Yes. Under the ESIGN Act (15 U.S.C. §7001) and state UETA laws, electronic signatures are generally legally enforceable if intent, consent, attribution, and retention requirements are met. Exceptions like wills or certain court filings may still require wet signatures.

Is notarization required?

Not usually for routine membership applications. Notarization is required for specific recorded instruments or when state law requires attestation. For remote notarization, follow state RON rules including identity proofing and audio-video recording where permitted.

What if EIN is missing or incorrect?

An incorrect or missing EIN can trigger backup withholding at 24% and complicate IRS reporting. Request a corrected W-9 immediately and withhold if required. Maintain clear records to support any corrections for IRS inquiries or penalties.

How long must I keep these records?

Follow federal minima: retain tax-related documents at least three years per IRC §6501(a), and healthcare records six years under 45 CFR §164.530(j). Many organizations keep membership and invoice records seven to ten years for audit and legal defense.

Are electronic records admissible?

Yes. Electronic records and e-signatures are admissible evidence when the record reliably reproduces the information and the signing process establishes attribution and integrity. Maintain audit trails and retention practices to strengthen evidentiary weight.

How to cancel or revoke membership?

Follow the cancellation clause in the membership terms. For unilateral revocation, document the effective date, notify the corporate member in writing or electronically, and retain proof of delivery; consult governing law stated in the contract for dispute resolution procedures.

Electronic Signature
Templates
Finance
Corporate Membership Application and Tax Invoice

Corporate Membership Application and Tax Invoice

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

Corporate Membership Application (company) and Tax Invoice

Australia / Worldwide (excluding residents of New Zealand)

To join: 1) Nominate a Coordinator to complete this form. 2) Photocopy a separate Member Application for each new and existing member and complete all details. 3) Return all pages together to The Qantas Club Corporate Membership, GPO Box 4357 Melbourne VIC 3001 Australia or F +61 1300 305 747. Need help? T The Qantas Club Service Centre 13 11 31 or worldwide +61 3 8696 2160.

Please complete this form using BLACK INK and print well within the boxes in clear CAPITAL LETTERS. Start at the left of each answer space and leave a one box space between words. Mark appropriate answer boxes with a cross (X).

Company details

Company name:

Apartment/Unit/Level/Building:

Street number:

Street name:

Suburb/Town:

State/Province:

Country:

Post/Zip code:

How would you like the scheme to be managed? By the Coordinator (via a single renewal notice) By each member individually

How would you like membership kits to be delivered? To the Coordinator Directly to individuals at their preferred address

Coordinator details

Title: Mr Mrs Miss Other

Given name as per passport:

Middle initial(s):

Surname as per passport:

Position/Job title:

Contact details

Work:

Direct:

Mobile:

Fax:

E-mail address:

E-mail address cont’d:

Type of e-mail address: Personal Business

Preferred format: Graphical (text and graphics) Text (text only)

Residency – for Australian GST purposes (MANDATORY, CROSS ONE BOX ONLY)

Australian resident for Australian Income Tax purposes – refer to Schedule 1 and enter payment details below.

Non-Australian resident for Australian Income Tax purposes – refer to Schedule 2 and enter payment details below.

Residency status can be reviewed by taxation authorities. Separate rates apply for New Zealand residents. For details and membership, visit qantas.com/frequentflyer

Choice of membership (ALL MEMBERS MUST JOIN FOR THE SAME TERM)

Schedule 1 – All rates are GST inclusive and include a A$230.00 joining fee

Number of new Qantas Club members:

For 1 year at A$585.00 each = A$

OR For 2 years at A$855.00 each = A$

PLUS Number of current Individual members transferring to Corporate membership = A$

Total membership fees payable = A$

Schedule 2 – All rates exclude GST and include a A$215.00 joining fee

Number of new Qantas Club members:

For 1 year at A$510.00 each = A$

OR For 2 years at A$735.00 each = A$

PLUS Number of current Individual members transferring to Corporate membership = A$

Total membership fees payable = A$

Payment method

Preferred type of payment: Members pay individually Single company payment – refer below

Card type: Amex Visa Diners MasterCard VMPD (please attach)

Card number:

VMPD Number:

Card expiry: /

Tax Invoice – This document will be a Tax Invoice for GST when fully completed and you make payment. Please retain a copy of this application for your records. Note – Cheques are not a valid form of payment.

Signature

PLEASE SIGN

Date

Terms and Conditions

Effective April 2010

1. Introduction

1.1 These Terms and Conditions, as amended from time to time, and any rules published by The Qantas Club from time to time (‘Club Rules’) govern all aspects of The Qantas Club.

1.2 These Terms and Conditions form the basis of The Qantas Club. They are intended to protect you as a Member of The Qantas Club, and Qantas.

1.3 In the event of any conflict between these Terms and Conditions and the Club Rules, these Terms and Conditions shall prevail.

1.4 Your membership in The Qantas Club will be governed by these Terms and Conditions and the Club Rules, and it is your responsibility to read and understand them. Further clarification can be obtained from The Qantas Club Service Centre.

1.5 Each Member of The Qantas Club is responsible for remaining aware of the Terms and Conditions and the Club Rules.

1.6 These Terms and Conditions are effective as at the date of publication (April 2010) and may be amended from time to time. Refer to the Qantas website at qantas.com for the current Terms and Conditions for The Qantas Club.

1.7 Every effort has been made to ensure the information provided in relation to The Qantas Club is correct. However, to the extent permitted by law, Qantas accepts no responsibility for any inaccuracy or misdescription.

2. Definition

2.1 In these Terms and Conditions, unless the context otherwise requires: ‘Benefits’ means any of the facilities, discounts, services or arrangements offered or available to the Member from time to time as a result of membership in The Qantas Club; ‘Business Centre’ means an area or section located within The Qantas Club lounge dedicated to business purposes; ‘Card’ means The Qantas Club membership Card issued to the Member; ‘Jetstar’ means Jetstar Airways Pty Limited; ‘Member’ means the person whose name is printed on the Card and who is a member of The Qantas Club; ‘Partner’ means the spouse or domestic partner, who resides at the same address as the Primary Member; ‘Partner Airline’ means those airlines with which Qantas has an agreement for use of lounge or any other facilities, details of which are notified by Qantas to Members from time to time; ‘Partner Service’ means those suppliers with which Qantas has an agreement for the supply of goods or services to Members as benefits; ‘Primary Member’ means a Member at whose address an applicant for Partner Membership resides; ‘PIN’ means Personal Identification Number, which is issued to the Member by Qantas; ’Qantas’ means Qantas Airways Limited ABN 16 009 661 901; ‘QantasLink’ means Eastern Australia Airlines Ltd, Sunstate Airlines QLD Pty Ltd and Airlink Pty Ltd; ‘The Qantas Club Service Centre’ means the centre established by Qantas where membership information is processed and The Qantas Club is administered.

3. Types of membership

3.1 Individual membership is open to individuals who are over 18 years of age and is not transferable. Membership options: one year, two years or four years.

3.2 Corporate or Business membership may be available to companies, corporations and businesses that enrol multiple individuals in The Qantas Club. The individuals may have a common expiry date and their membership is transferable to another employee of the same company or corporation by returning the Card to The Qantas Club Service Centre together with the applicable administration fee. Please contact The Qantas Club Service Centre for the applicable fee.

3.3 Partner memberships are available under the following conditions: ...

4. Changes to the Terms and Conditions or Club Rules

4.1 Qantas reserves the right at all times to vary the Club Rules, The Qantas Club Terms and Conditions or Benefits offered at any time.

4.2 Qantas will use reasonable endeavours to advise Members of any such changes, but will not be liable in any way for any failure to do so.

4.3 Without limiting this clause 4 in any way, Members will be taken to have received notice of any changes to these Terms and Conditions if Qantas notifies the Member of the change by any method including but not limited to by providing notice at an address provided to Qantas by the Member and/or by posting details of the changes on the Qantas website at qantas.com

What the Corporate Membership Application and Tax Invoice Is

A Corporate Membership Application and Tax Invoice is a combined administrative form used by organizations to enroll a corporate entity as a member of an association, club, or service while documenting the associated fees and tax-related billing information. It collects corporate identity, billing and remittance details, taxpayer identification (EIN or SSN where required), membership level and effective dates, and payment terms. The completed document serves as both the membership agreement record and a commercial invoice for accounting and tax reporting. Electronic execution is generally acceptable under U.S. e-signature law when required elements are present.

Why a Combined Application and Invoice Matters

Combines enrollment and billing into a single record to reduce administrative duplication, provides clear tax documentation for accounting and reporting, and centralizes contact and authorization details. When properly completed, it supports faster processing, consistent recordkeeping, and compliant tax reporting.

Who Uses This Form and When

Associations, trade groups, professional societies, and membership-based service providers issue this combined application and invoice for corporate registrants.

Chambers of commerce processing annual corporate dues and onboarding billing.
Professional associations enrolling firms, capturing EINs, and issuing invoices for tax purposes.
Subscription and service vendors onboarding corporate accounts with agreed payment terms.

Large enterprises, small businesses, and nonprofit corporations all follow similar data requirements for tax reporting and membership rights.

Core Sections Every Professional Form Should Include

Essential sections include applicant identity, billing, tax details, membership level, payment terms, and authorization signatures; together they create a complete administrative record.

Applicant Details

Legal entity name, DBA (if any), federal EIN, state of incorporation or registration, primary contact name, business phone, and business email for notices and billing.

Billing & Remittance

Street address for invoices, remit-to address, preferred billing contact, purchase order number field, payment method options (ACH, credit card, check), and invoice frequency (one-time, annual, monthly).

Tax Information

Federal Taxpayer Identification (EIN or SSN where required), certification regarding backup withholding, acknowledgment of W-9 provision on request, and exempt payee status for accurate IRS reporting.

Membership Terms

Membership level or tier, term length, renewal terms, benefits summary, termination conditions, prorated fee calculations, and any trial or introductory pricing included in the agreement.

Payment Terms

Invoice due date, accepted payment methods including ACH routing or credit card portal details, late payment penalties or interest rates, refund policy, and contact for billing disputes.

Authorization

Authorized signatory name, title, date, signature block, electronic signature consent language, and corporate officer attestation or resolution when required to bind the entity, with supporting documentation attached.

Required Data Elements at a Glance

Legal Entity Name: Exactly as on formation documents

Federal EIN: Enter nine-digit EIN without dashes

Billing Address: Street, city, state, ZIP required

Authorized Signer: Name, title, and signing authority

Payment Method: Select ACH, credit card, or check

Effective Date: Enter as MM/DD/YYYY format

Step-by-Step: Completing and Delivering the Form

Follow these steps to complete and deliver a compliant corporate membership application and invoice, including validation, authorization, and filing.

01

Prepare: Gather corporate documents, EIN, and billing information.
02

Complete Form: Fill fields, enter dates, and attach exhibits.
03

Authorize: Obtain signatures or electronic consent from authorized officer.
04

Retain & Send: Save signed copy and send invoice to accounts payable.

Configuring an Online Workflow

Configure an online workflow to collect data, route approvals, and deliver the tax invoice to accounting with audit trail and secure storage.

Field	Configuration
Signer Authentication	Email link with optional SMS code
Routing Order	Choose sequential or parallel routing
Attachments	Allow PDF, DOCX; limit file size
Notifications	Enable sender and recipient receipts

Where to Send and How Records Flow

Typical submission flow shows where to file, who receives invoices, and how the signed record is delivered for accounting.

Upload: Sender uploads completed form and attachments
Place Fields: Specify signature, date, and tax fields
Send to Signer: Email or secure link delivers signing request
Archive: Signed PDF and audit trail stored securely

Technical Requirements for Electronic Submission

Electronic submission requires platform support for secure upload, signature capture, and configurable authentication to meet legal and organizational policies.

File Formats: PDF, DOCX, and fillable forms
Integrations: Salesforce, NetSuite, Microsoft 365 support
Authentication: Email, SMS, or stronger methods

Timing, Processing, and Key Deadlines

Key dates include invoice due dates, membership effective dates, tax reporting deadlines, and internal processing SLAs for accounts payable and renewal notices.

Invoice Due Date:

Payable terms typically 30 days unless otherwise specified

Membership Effective Date:

Date entered on form becomes membership start date

1099 Reporting:

Provide payee data promptly; deadlines vary by form

Internal SLA:

Accounts payable should process within 3–10 business days

Renewal Notice:

Send notice 30–60 days before membership renewal

Penalties and Risks of Inaccurate or Missing Data

Incorrect TIN: Triggers backup withholding and IRS mismatch

Late Filing: May incur IRS penalties per IRC §6721

Missing Authorization: Document may be unenforceable without valid signer

Payment Disputes: Delays cash collection and may cause fees

Improper Notarization: Can invalidate execution for recorded instruments

Fraud Exposure: Incomplete records increase audit and fraud risk

Common Preparation Mistakes to Avoid

Using a trade name instead of the legal entity name causes TIN mismatches and delays in vendor verification and tax reporting.
Failing to collect or record the correct EIN triggers backup withholding and complicates the payer's 1099 reporting responsibilities.
Omitting explicit payment terms, due dates, or accepted methods increases disputes and slows accounts payable processing.
Allowing unauthorized staff to sign without documented corporate resolution risks unenforceable commitments and potential vendor fraud.

Pricing Comparison for eSignature Platforms

Compare baseline pricing and features for eSignature providers commonly used to execute membership applications and tax invoices.

	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	Yes, 7-day 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

Representative Use Cases and Outcomes

Real-world examples show how digital execution improves turnaround, recordkeeping, and invoice delivery for corporate memberships.

Optica Ventures

Optica Ventures replaced paper membership onboarding with electronic forms to reduce turnaround and centralize billing.

Reduced turnaround and simplified customer signing.
Electronic execution preserved audit trails for tax reporting, shortened approval cycles, and centralized invoices for accounting reconciliation, improving accuracy and reducing manual follow-up across their corporate member accounts by several days.

Martin Properties

Martin Properties digitized corporate membership agreements and invoices to close transactions remotely and maintain consistent records across agents.

Execute documents online with compliance and security.
The firm reports being able to obtain signatures on mobile or offline, deliver tax invoices promptly, and keep a defensible audit trail for each member, reducing administrative overhead and improving client satisfaction.

Frequently Asked Questions

Answers to common questions about signing, filing, tax implications, and secure storage of Corporate Membership Applications and Tax Invoices.

Need help? Contact support

Can this be electronically signed?
Yes. Under the ESIGN Act (15 U.S.C. §7001) and state UETA laws, electronic signatures are generally legally enforceable if intent, consent, attribution, and retention requirements are met. Exceptions like wills or certain court filings may still require wet signatures.
Is notarization required?
Not usually for routine membership applications. Notarization is required for specific recorded instruments or when state law requires attestation. For remote notarization, follow state RON rules including identity proofing and audio-video recording where permitted.
What if EIN is missing or incorrect?
An incorrect or missing EIN can trigger backup withholding at 24% and complicate IRS reporting. Request a corrected W-9 immediately and withhold if required. Maintain clear records to support any corrections for IRS inquiries or penalties.
How long must I keep these records?
Follow federal minima: retain tax-related documents at least three years per IRC §6501(a), and healthcare records six years under 45 CFR §164.530(j). Many organizations keep membership and invoice records seven to ten years for audit and legal defense.
Are electronic records admissible?
Yes. Electronic records and e-signatures are admissible evidence when the record reliably reproduces the information and the signing process establishes attribution and integrity. Maintain audit trails and retention practices to strengthen evidentiary weight.
How to cancel or revoke membership?
Follow the cancellation clause in the membership terms. For unilateral revocation, document the effective date, notify the corporate member in writing or electronically, and retain proof of delivery; consult governing law stated in the contract for dispute resolution procedures.

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