Scope of Services
Describe tasks, deliverables, project phases, and exclusions clearly so fee calculations and scope changes can be applied consistently.
A well-drafted Engineering Fees Agreement reduces billing disputes, clarifies expectations for schedule and deliverables, and protects both the engineering firm and the client by documenting payment milestones and change-order processes. It also establishes remedies for nonpayment and ensures compliance with procurement or grant terms where applicable.
Engineering firms, project managers, procurement officers, and clients each interact with the fee agreement at different stages and for different purposes.
Each party should verify authority to sign, confirm applicable procurement rules, and retain a fully executed copy for recordkeeping and audit purposes.
The principal engineer or business owner who accepts fee terms, confirms staffing and rates, and signs on behalf of the firm. This role must have authority to bind the company and verify insurance and subcontractor arrangements.
A contracting officer or project manager with procurement authority who approves budget, payment milestones, and acceptance criteria. Their signature confirms the client’s commitment to pay according to the agreement.
Describe tasks, deliverables, project phases, and exclusions clearly so fee calculations and scope changes can be applied consistently.
State whether fees are fixed, time-and-materials, unit-rate, or milestone-based and provide rate tables, multipliers, or daily caps as applicable.
Specify invoicing frequency, net payment terms, retainage percentage, late fees, and acceptable payment methods to avoid collection disputes.
Define the process for authorizing additional work, how new fees are quoted, and the effect on schedule and acceptance of deliverables.
Set tests, review periods, and criteria for deliverable acceptance to trigger milestone payments and limit open-ended obligations.
Cover indemnity, liability caps, insurance requirements, and intellectual property ownership to align commercial exposure with compensation.
| Document Template | Store a master PDF or DOCX with preplaced fields for fees and signatures. |
|---|---|
| Signer Order | Configure sequential or parallel signing depending on internal approval needs. |
| Authentication | Choose email + SMS or higher verification for high-value contracts. |
| Notifications | Enable reminders and delivery receipts for signers and administrators. |
| Archive Settings | Auto-save executed copies and audit logs to secure storage. |
Consider delivery channels, authentication strength, and integrations when distributing the signed agreement.
Ensure the chosen platform supports ESIGN/UETA compliance, retains an audit trail, and meets any sector-specific controls like HIPAA when handling protected health information.
Monthly or milestone invoicing is common; specify exact dates to avoid ambiguity.
Common terms are Net 30 or Net 45; apply late fees as stated in the agreement.
Tie retainage release to final acceptance or warranty milestone with a defined review period.
Require written acceptance within a set period (e.g., 10 business days).
Specify notice periods for invoicing disputes and dispute resolution timelines.
Project start and initial deposit or first milestone invoice issued.
Progress submissions trigger partial payments tied to approved deliverables.
Final deliverable review begins and final invoice is submitted.
Retention released after warranty period and completion of punch-list items.
The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.
I can process and execute all of these documents online with 100% compliance and built-in security.
| 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 free trial | Varies by vendor | Varies by vendor | Varies by vendor | Varies by vendor |
| 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 by plan | Varies by plan | Varies by plan |