When should I use this form?

Use the Finance Discovery Fee Form whenever a discovery or diligence fee is assessed, before payment or booking. Complete the form prior to funds disbursement so accounting and compliance teams can verify amounts and attach supporting documentation.

Is an electronic signature legally binding?

Yes in most contexts. Electronic signatures meet the ESIGN Act standard (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention are demonstrable. Certain exceptions like wills or court orders may still require wet signatures.

What if I discover incorrect information after signing?

Correct material errors by executing an amendment or replacement form signed by the same authorized parties and retain both versions. For tax reporting issues, correct with the appropriate information return and consult tax counsel to avoid IRC §6721 penalties.

Do I need a notarization for this form?

Not generally required for routine fee authorization; however, some counterparties, title companies, or state rules may require notarization or witness signatures. If remote notarization is used, follow state RON requirements and retain required recordings.

How do I revoke or cancel a fee?

Revoke in writing signed by the original authorizing party and distribute the revocation through the same workflow. Record the revocation, update accounting entries, and retain the revocation documentation alongside the original form for the audit trail.

How long must I keep these records?

Retention depends on regulatory and industry rules: retain for at least three years for IRS purposes (IRC §6501(a)), six years for HIPAA-related records (45 CFR §164.530(j)), and longer where state law or internal policy requires it.

Electronic Signature
Templates
Finance
Finance Discovery Fee Form

Finance Discovery Fee Form

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

FINANCE DISCOVERY FEE FORM

Parties and Effective Date

This Finance Discovery Fee Agreement (the Agreement) is entered into as of Effective Date:

Client Name Client Address Client Contact (Name & Title) Client Phone / Email

Finder (Discovery Agent)

Finder Name (Person or Entity) Finder Address Finder Contact (Name & Title) Finder Phone / Email

Scope of Engagement

Finder will introduce financing sources, lenders, investors, or other capital providers to Client and assist in facilitating communications and documentation necessary to obtain financing (collectively, the Services). Finder does not provide legal, tax, or underwriting advice and Client remains responsible for all due diligence.

Detailed Scope or Special Instructions

Discovery Fee — Amount and Payment

In consideration for the Services, Client agrees to pay Finder the Discovery Fee according to the selected structure below. The fee is earned and payable when the financing closes and funds are irrevocably available to Client (Funding).

Financing Amount Anticipated

Percentage of financed principal % of financing principal

Flat fee

Calculated Fee Amount (for record)

Payment is due: upon Funding upon Closing or within days of Funding.

Payment Instructions

Payee Name Preferred Payment Method (select all that apply)

Wire transfer Check ACH Escrow

If Wire/ACH, Bank Details

Conditions, Exclusions and Adjustments

The Discovery Fee will not be payable if: (a) the financing source was introduced to Client by Client prior to Finder's introduction and Client provides written evidence of prior relationship; (b) Client terminates negotiations with the financing source for reasons unrelated to the financing source's conduct; or (c) no Funding occurs within the agreed time frame, except where delay is caused by the financing source or Client. Any dispute regarding entitlement will be resolved under the Dispute Resolution provision below.

Exceptions or Special Adjustments

Confidentiality and Non‑Circumvention

Each party will keep confidential all non-public information disclosed in connection with the Services. Client shall not, directly or indirectly, circumvent Finder by negotiating or contracting with any financing source introduced by Finder for the purpose of avoiding payment of the Discovery Fee for a period of 24 months following the Effective Date. Remedies for breach include injunctive relief and recovery of actual damages plus fees and costs.

Representations, Indemnity and Taxes

Each party represents that it has full power and authority to enter into this Agreement and to perform its obligations. Client agrees to indemnify and hold Finder harmless from liabilities arising from Client's use of proceeds or representations made by Client. Finder is responsible for any taxes properly due on fees received unless otherwise required by law; Client may withhold taxes as required by applicable law and will provide notice of withholding.

Governing Law and Dispute Resolution

This Agreement will be governed by the laws of the state specified below without regard to choice of law principles. Parties agree to first attempt good faith negotiation; if unresolved, disputes will be submitted to binding arbitration in the designated venue.

Governing State Arbitration Venue (City)

Notices

All notices under this Agreement must be in writing and delivered to the addresses below by hand, certified mail, or email with confirmation.

Notice to Client (Name & Address) Notice to Finder (Name & Address)

Additional Terms

Client Name:

By:

Date:

Finder Name:

By:

Date:

What the Finance Discovery Fee Form Is and when it’s used

The Finance Discovery Fee Form is a standardized record used by finance teams, lenders, vendors, or corporate transaction groups to document discovery, diligence, or administrative fees charged during onboarding, underwriting, or service initiation. It captures fee amount, fee type, calculation method, payer and payee details, effective date, supporting attachments, and authorization. Proper completion creates an auditable record for accounting, tax reporting, and dispute resolution and helps ensure fees are booked consistently across systems. The form may be executed electronically under ESIGN and applicable state electronic signature laws when permitted.

Why a standard Finance Discovery Fee Form matters

A consistent Finance Discovery Fee Form reduces reconciliation errors, documents authorization for accounting and audit purposes, and lowers dispute risk. It supports internal controls and regulatory recordkeeping when combined with clear calculations, supporting invoices, and tamper-evident retention.

Who typically completes and signs this form

The Finance Discovery Fee Form is used by internal finance staff, underwriting teams, vendors, and advisors who need a written record of charge authorization before payment.

Corporate finance: Prepares, verifies calculations, and routes form for payment approval.
Underwriting and credit: Records fee as condition of approval and documents due diligence costs.
External counsel or vendors: Provide supporting invoices and sign authorizations when required.

Usage can vary by organization size: small businesses may keep a simplified form while enterprises integrate the form into multi-step approval workflows and accounting systems.

Key signers and their responsibilities

Finance Manager

A finance manager completes the form to record discovery fees, ensure correct general ledger coding, and route it for approval. They verify payer identity, attach supporting invoices, and retain the completed form in the accounting system for audit and month-end reconciliation.

Outside Counsel

Outside counsel reviews fee descriptions for contractual compliance, confirms authorization language, and may sign to acknowledge client billing practices. Counsel advises on potential regulatory implications and recommends retention or escrow steps when disputes are foreseeable.

Security and compliance elements to protect the form

Encryption (in transit): TLS 1.2 and 1.3

Encryption (at rest): AES-256 encrypted storage

Audit Trail: Tamper-evident logs with timestamps

HIPAA Support: BAA available for covered entities

Legal Compliance: ESIGN and UETA compliant

Access Controls: Role-based permissions and SSO

Common mistakes to avoid when preparing the form

Omitting the payer's taxpayer identification number or using an incorrect TIN can trigger backup withholding, delay payments, and complicate year-end reporting.
Using vague fee language such as 'administrative charge' without scope or dates often causes disputes and prevents accurate tax or accounting classification.
Failing to attach required supporting invoices, contracts, or engagement letters delays approvals and creates audit exceptions during financial reviews.
Allowing unsigned or inconsistently signed forms risks rejection by payers, internal controllers, or external auditors and may invalidate the fee authorization.

Step-by-step: completing and validating the Finance Discovery Fee Form

Follow these sequential steps to complete, authorize, and archive the Finance Discovery Fee Form before it enters accounts payable or billing.

01

Prepare Document: Collect invoices and contract references
02

Complete Fields: Enter required fields using MM/DD/YYYY and numeric formats
03

Authenticate Signers: Use email or stronger multi-factor authentication, record consent
04

Archive Copy: Save final PDF with audit trail and attachments

How to configure an electronic approval workflow

Match workflow configuration to internal approval tiers, authentication needs, and your retention policy before collecting signatures electronically.

Field	Configuration
Authentication	Email link with optional SMS code
Routing	Sequential approvals: Finance then Legal
Attachments	Require PDF invoices and contract references
Retention	Auto-archive signed PDF for retention period

Typical submission and routing destinations

Define where the completed Finance Discovery Fee Form goes next so accounting entries, approvals, and archived copies are created consistently.

Submit To: Accounts payable or billing team receives final form
Review By: Finance and legal review for compliance and classification
Approval: Authorized signatory approves and signs
Distribution: Signed copies archived and sent to stakeholders

Key components a professional Finance Discovery Fee Form should include

A complete form balances concise fields, transparent fee calculations, authorization, and retention metadata so finance, legal, and auditors can validate charges quickly.

Fee Summary

One-line fee summary with numeric amount, tax treatment, GL account code, and an invoice reference to ensure consistent booking and traceability during audits.

Calculation

Display the exact formula used to compute the fee, including base amount, multipliers, rounding rules, and any exemptions to avoid reconciliation differences.

Supporting Docs

Attach invoices, engagement letters, purchase orders, or contracts and reference their IDs so reviewers can verify the underlying basis for the charge.

Authorization

Include approver name, title, signature block, approval threshold, and date to record authority and delegation for fee approvals.

Audit Trail

Record timestamps, signer IP addresses, action logs, and version history to meet ESIGN and internal audit requirements for electronic records.

Retention

State the retention period, storage location, and export formats to support records management, eDiscovery, and compliance with applicable laws.

eSignature vendor comparison for Finance Discovery Fee Form workflows

Compare core vendor characteristics when selecting an eSignature provider for collecting signatures, tracking audit trails, and meeting regulatory requirements for fee forms.

	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 about the Finance Discovery Fee Form

Answers to frequent questions on when to use the form, eSignature validity, corrections, notarization, revocation, and retention expectations.

Need help? Contact support

When should I use this form?
Use the Finance Discovery Fee Form whenever a discovery or diligence fee is assessed, before payment or booking. Complete the form prior to funds disbursement so accounting and compliance teams can verify amounts and attach supporting documentation.
Is an electronic signature legally binding?
Yes in most contexts. Electronic signatures meet the ESIGN Act standard (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention are demonstrable. Certain exceptions like wills or court orders may still require wet signatures.
What if I discover incorrect information after signing?
Correct material errors by executing an amendment or replacement form signed by the same authorized parties and retain both versions. For tax reporting issues, correct with the appropriate information return and consult tax counsel to avoid IRC §6721 penalties.
Do I need a notarization for this form?
Not generally required for routine fee authorization; however, some counterparties, title companies, or state rules may require notarization or witness signatures. If remote notarization is used, follow state RON requirements and retain required recordings.
How do I revoke or cancel a fee?
Revoke in writing signed by the original authorizing party and distribute the revocation through the same workflow. Record the revocation, update accounting entries, and retain the revocation documentation alongside the original form for the audit trail.
How long must I keep these records?
Retention depends on regulatory and industry rules: retain for at least three years for IRS purposes (IRC §6501(a)), six years for HIPAA-related records (45 CFR §164.530(j)), and longer where state law or internal policy requires it.

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