Can I accept a P.O. box for a service address?

Typically no for service locations: a P.O. box does not provide physical access details needed for service, delivery, or regulatory inspections. Use a street address for service entries and note mailing addresses separately.

Is an electronic signature valid on this document?

Yes in most cases: electronic signatures are legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Exceptions such as wills or certain court filings may require different execution methods.

Do I need notarization or witnesses?

Usually not for ordinary location records, but notarization or witnessing may be required where the location record is part of a deed, power of attorney, or other document that state law requires notarization for proper recording.

How long should I retain the document?

Retention depends on use: keep records for the contract term plus at least three years; retain HIPAA‑governed records six years per 45 CFR §164.530(j); follow IRS guidance (IRC §6501(a)) for tax-related records.

What fields cause the most errors?

Common error sources are inconsistent address formatting, missing county or jurisdiction data, and mismatched contact names versus IDs. Standardize formats to reduce reconciliation work.

Can a system automatically update external systems?

Yes if integrations exist: use API or native connectors to push approved changes to CRM, ERP, or billing systems to maintain a single source of truth and reduce manual entry.

Electronic Signature
Templates
Miscellaneous
Customer Locations Document

Customer Locations Document

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

Customer Locations Document

Service Provider Name: Customer Name: Effective Date:

Recitals (WHEREAS)

WHEREAS, Service Provider is engaged in the business of providing the services described in this Agreement and maintains the administrative, technical, and operational capacity to perform services at multiple customer locations; and

WHEREAS, Customer requires Service Provider to perform services at the physical locations listed in the Customer Locations Schedule attached hereto and incorporated herein; and

WHEREAS, the parties desire to set forth the terms and conditions under which Service Provider will provide services at Customer's locations and the responsibilities of each party with respect to access, billing, confidentiality, and termination.

Scope of Work

Service Provider shall perform the services described below at the Customer locations enumerated in the Customer Locations Schedule. The Scope of Work shall identify service tasks, frequency, and any location-specific requirements. Any change to scope that materially increases cost or time will require written approval by both parties.

Detailed Scope of Work

Customer Locations Schedule

Enter each location where services will be performed. Service Provider will rely on the information below for access, scheduling, and billing unless Customer provides written updates as required by this Agreement.

Location 1 - Location Name Address Primary Contact (on-site) Contact Phone / Email Access Hours / Special Instructions Services to be Performed at This Location Location Effective Date Billing Responsibility: Customer billed for this location Third party billed (specify in notes)

Location 2 - Location Name Address Primary Contact (on-site) Contact Phone / Email Access Hours / Special Instructions Services to be Performed at This Location Location Effective Date Billing Responsibility: Customer billed for this location Third party billed (specify in notes)

Location 3 - Location Name Address Primary Contact (on-site) Contact Phone / Email Access Hours / Special Instructions Services to be Performed at This Location Location Effective Date Billing Responsibility: Customer billed for this location Third party billed (specify in notes)

Additional Locations / Notes

Payment Terms

Customer shall pay Service Provider for services performed at the listed locations in accordance with the terms below. All fees are exclusive of applicable taxes unless otherwise stated.

Total Contract Amount (if applicable) Payment Schedule Late Payment Fee

Late payments will incur a finance charge of on the outstanding balance, calculated monthly, or the maximum amount permitted by law, whichever is less.

Invoice Delivery Instructions

Term and Termination

This Agreement shall commence on the Effective Date and, unless earlier terminated in accordance with this section, shall continue until the End Date specified below or until all obligations are fulfilled.

Start Date End Date Termination Notice Period

Either party may terminate this Agreement for convenience upon written notice to the other party delivered at least days prior to the intended termination date. Termination for material breach may be effected immediately upon written notice if the breach is not cured within a commercially reasonable period.

Post-Termination Obligations

Confidentiality

Each party acknowledges that in the performance of this Agreement it may receive Confidential Information of the other party. "Confidential Information" means non-public information disclosed in any form that is designated confidential or which a reasonable person would understand to be confidential under the circumstances. Each party agrees: (a) to use Confidential Information solely for performance of its obligations under this Agreement; (b) to limit disclosure to employees, contractors or agents who have a need to know and who are bound by confidentiality obligations; and (c) to take commercially reasonable measures to protect such Confidential Information from unauthorized disclosure. Confidential Information does not include information that is or becomes publicly available without breach, is received from a third party without breach, or is independently developed without use of the disclosing party's Confidential Information.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the state identified below without regard to conflict of law rules. The parties consent to the exclusive jurisdiction of the state and federal courts located in the selected state for resolution of disputes arising out of this Agreement.

Governing Law State

Entire Agreement

This Agreement, including the Customer Locations Schedule and any exhibits or written amendments signed by both parties, constitutes the entire agreement between the parties with respect to its subject matter, and supersedes all prior and contemporaneous agreements, proposals, and communications, whether written or oral. No amendment or modification shall be effective unless in a written instrument signed by both parties.

Notice of Changes to Locations

Customer shall provide Service Provider with at least days' prior written notice of any addition, removal, or material change to a listed location. Service Provider may adjust fees or reschedule services to accommodate changes; such adjustments require written agreement of both parties.

Authority and Certification

Each party represents and warrants that the individual signing this Agreement on its behalf is authorized to bind the party to the terms herein. Each party further certifies that the information provided in the Customer Locations Schedule is true, accurate, and complete to the best of its knowledge.

Service Provider - Printed Name:

By:

Date:

Customer - Printed Name:

By:

Date:

What the Customer Locations Document Is and When it’s Used

A Customer Locations Document records one or more physical addresses and related contact details for a customer, site, or billing location. Organizations use it to route shipments, set tax and regulatory treatment, plan service delivery, or maintain emergency and compliance records. The document typically lists primary and secondary addresses, billing and service contacts, jurisdictional tax information, and any special access or security instructions required for field teams and third-party providers.

Why maintaining a clear Customer Locations Document matters

A concise locations record reduces delivery errors, supports accurate tax nexus and jurisdictional reporting, and improves field operations and billing accuracy while documenting responsibilities tied to each address.

Who typically prepares and relies on this record

Multiple stakeholders should agree on the canonical record and on an update schedule to avoid conflicting address data across systems.

Operations teams: maintain site access, hours, and security details for service or installation visits.
Accounts receivable / Billing: tie invoice rules and tax rates to the billed location for compliance.
Compliance / Legal: record jurisdictional facts that affect licensing, permits, and tax reporting.

Core elements to include in a professional Customer Locations Document

A robust document combines precise address data with operational and legal metadata so downstream teams can act without follow-up.

Location Identifier

Unique site code or name to prevent ambiguity when multiple facilities share similar addresses.

Full Street Address

Complete street, city, state, and ZIP for mapping, tax, and delivery systems.

Contact Details

Primary contact name, phone, and email plus backup contact for scheduling and emergencies.

Service vs Billing

Explicitly mark whether the address is for service delivery, billing, or both to guide routing logic.

Access Instructions

Gate codes, delivery hours, docking requirements, or security escorts needed for site visits.

Jurisdiction Notes

Taxation, licensing, or regulatory flags tied to the address or local jurisdiction.

Step-by-step: creating or updating a Customer Locations Document

Follow a consistent sequence to capture accurate location data and to verify it with the customer and internal owners.

01

Collect details: Gather address, contacts, access, and jurisdictional information from the customer.
02

Validate address: Use an address validation tool or USPS format to standardize the street and ZIP.
03

Assign owner: Designate an internal owner responsible for updates and accuracy.
04

Record effective date: Set the date when the location becomes active for billing and services.

Configure an online workflow to gather and approve locations

Map fields and approvals upfront so the document routes automatically to reviewers and system integrations.

Field	Configuration
Address Validation	Enable USPS or geocode check during entry
Approval Flow	Two-step: Operations approve, then Billing verifies
Data Sync	Push approved record to CRM and ERP
Change Log	Capture audit trail for all edits

Typical routing and submission flow for a Customer Locations Document

A clear submission path reduces confusion and ensures downstream systems receive an authoritative location record.

User submits: Submit via a web form, email attachment, or bulk import
Validation run: Address, tax jurisdiction, and duplicate checks execute automatically
Internal approval: Operations and Billing approve the record in sequence
System sync: Approved record synced to CRM/ERP and retained in the document store

Technical and integration considerations for electronic handling

Ensure the chosen provider supports required compliance standards and can forward approved records to your core systems without manual export.

File formats: PDF, DOCX, XLSX supported
Integrations: CRM and ERP connections like Salesforce or NetSuite
Authentication: Email, SMS, or stronger verification methods

Typical timelines and update expectations

Establish deadlines for initial submission, periodic verification, and changes to reduce downstream disruption.

Initial submission deadline:

Provide at onboarding or contract signing to enable setup

Change notification window:

Notify within 30 days of an address change to avoid billing errors

Annual verification:

Confirm addresses annually to validate tax and service applicability

Emergency updates:

Provide immediate updates for access or safety-critical changes

Retention trigger:

Record retention periods begin on the effective date

Key milestones from intake to system synchronization

Track the critical stages so handoffs are visible and measurable.

01

Intake completed

All required fields collected and address validated

02

Operations approval

Operations confirms access and service feasibility

03

Billing verification

Billing confirms tax treatment and invoicing rules

04

System sync

Approved record pushed to CRM/ERP and archived

Common mistakes to avoid when preparing location records

Using a P.O. box for a service location that requires physical access, which causes failed deliveries and rescheduling.
Failing to record jurisdictional tax details at the time of onboarding, leading to retroactive tax adjustments and potential penalties.
Keeping multiple conflicting address records across systems without a single canonical source of truth, which creates billing and compliance disputes.
Not capturing access or safety instructions, resulting in delays, denied entry, or additional site visit costs.

Principal risks and potential penalties

Tax Exposure: Incorrect nexus data

Backup Withholding: 24% if TIN missing

Service Delays: Missed SLA obligations

Contract Breach: Incorrect site causes breaches

Regulatory Fines: Licensing noncompliance

Data Disputes: Audits and reconciliation costs

Key data and security fields to capture

Encryption: TLS 1.2/1.3 in transit

Data at rest: AES-256 encryption

Audit Trail: Timestamped action history

Access Control: Role-based permissions

Certifications: SOC 2 Type II, ISO 27001

BAA Requirement: HIPAA BAA for PHI

Real-world examples of how organizations use a Customer Locations Document

The following examples show typical scenarios and the operational benefits of a maintained location record.

Optica Ventures LLC

Optica centralized site addresses to reduce routing errors across properties.

They standardized address formats across teams to avoid duplicates.
Brian Fitzgibbons, COO, reported that a simple central record made it easier for operations and customers to align on delivery instructions and reduced rework in logistics and billing processes.

Martin Properties

A small property manager digitized tenant site details to accelerate onboarding.

They used templates to capture access codes and parking rules.
Tim Martin, Founder, noted that processing and executing location-related forms online improved compliance and speed while keeping a secure, auditable record of tenant site information for maintenance and emergency response.

Comparison: eSignature vendor pricing and basic capabilities

A concise vendor comparison showing starting price and common capabilities to consider when choosing an eSignature provider for location document workflows.

	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	Verify with vendor	Verify with vendor	Verify with vendor	Verify with vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about the Customer Locations Document

Answers to common questions about completion, signing, retention, and legal validity for customer location records.

Need help? Contact support

Can I accept a P.O. box for a service address?
Typically no for service locations: a P.O. box does not provide physical access details needed for service, delivery, or regulatory inspections. Use a street address for service entries and note mailing addresses separately.
Is an electronic signature valid on this document?
Yes in most cases: electronic signatures are legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Exceptions such as wills or certain court filings may require different execution methods.
Do I need notarization or witnesses?
Usually not for ordinary location records, but notarization or witnessing may be required where the location record is part of a deed, power of attorney, or other document that state law requires notarization for proper recording.
How long should I retain the document?
Retention depends on use: keep records for the contract term plus at least three years; retain HIPAA‑governed records six years per 45 CFR §164.530(j); follow IRS guidance (IRC §6501(a)) for tax-related records.
What fields cause the most errors?
Common error sources are inconsistent address formatting, missing county or jurisdiction data, and mismatched contact names versus IDs. Standardize formats to reduce reconciliation work.
Can a system automatically update external systems?
Yes if integrations exist: use API or native connectors to push approved changes to CRM, ERP, or billing systems to maintain a single source of truth and reduce manual entry.

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