Is an electronic signature valid?

Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.

In most commercial rate schedules notarization is not required. If the document creates a security interest or is recorded, confirm notarization rules with state law or your legal counsel.

What if a signer name differs from ID?

Mismatched signer names can raise enforceability questions. Use exact legal names and provide identification during signing to establish attribution.

Can I use remote online notarization?

Many states permit RON subject to identity proofing and recording requirements; verify state RON status and notary obligations before using a RON session.

How do I correct a signed template?

Void the incorrect copy and issue a revised version for re-execution. Keep a record of the voided document and the reason for revision for audit purposes.

How long must I keep the signed schedule?

Retain for at least 3 years for tax purposes (IRC §6501(a)) and longer where industry rules apply; healthcare-related materials follow HIPAA six-year retention rules (45 CFR §164.530(j)).

Electronic Signature
Templates
Finance
Finance Van Rates Template

Finance Van Rates Template

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

Finance Van Rates Template

Parties and Contact Information

Service Provider:

Provider Address Provider Phone Provider Email

Client Name:

Client Address Client Contact

Effective Period

Effective Date: Expiry Date (if any):

Rate Schedule — Standard Van Services

The following rates apply to services performed by Service Provider using standard cargo vans. All rates are exclusive of applicable taxes unless stated otherwise.

Description	Unit	Rate	Minimum	Notes
Base mileage (local)	Per mile
Hourly rate (local)	Per hour
Flat trip rates (example)	Per trip
Per stop charge	Per stop
Wait time / detention	Per hour
Fuel surcharge	Percent or per mile
After-hours / Holiday surcharge	Percent or flat
Equipment fees (liftgate, pallet jack)	Per use / per hour

Surcharges, Adjustments & Taxes

Fuel surcharge applies: Sales tax charged to client:

Surcharge Method

Billing & Payment Terms

Invoicing Frequency:

Payment Terms (Net days) Late Fee / Interest

Accepted Payment Methods: Credit Card ACH Wire Transfer Check

Insurance, Liability & Indemnity

Minimum Insurance Requirements Limit of Liability Indemnity

Cancellation, Rescheduling & Termination

Cancellation Notice Required: days. Cancellation fees apply as described below.

Cancellation Fees

Rate Adjustments & Review

Provider may adjust rates upon written notice to Client. Adjustments will be effective no sooner than days after notice, except where immediate adjustment is required due to changes in regulatory fees or fuel cost increases.

Additional Terms & Governing Law

Taxes, duties and assessments imposed by any governmental authority are the responsibility of Client unless otherwise agreed in writing. Disputes under this Rate Schedule shall be governed by the laws of the state identified by Client jurisdiction: .

Miscellaneous Provisions

Notes / Special Instructions

Service Provider:

By:

Date:

Client Name:

By:

Date:

What the Finance Van Rates Template Is and When It Applies

The Finance Van Rates Template is a standardized document used to record, calculate, and publish charge rates for rented or leased vans within an organization or between a company and third-party vendors. It centralizes rate components such as base daily rates, mileage allowances, fuel surcharges, insurance allocations, taxes, and optional fees. The template supports versioning, approval fields, and an execution block for signatures and dates. When executed electronically it is treated as an electronic record under federal and state e-signature frameworks and should be retained according to applicable recordkeeping rules.

Why a Standardized Rate Template Matters for Finance Teams

A consistent template reduces billing disputes, ensures tax and audit readiness, and speeds approvals by making rate components explicit, auditable, and repeatable across projects and vendor contracts.

Primary users and stakeholders

Use the template as the single source of truth for rate setting, approval, and audit trails across relevant departments.

Fleet managers and procurement teams who set operational rates and negotiate vendor charges.
Accounts payable and billing staff who apply rates to invoices and reconcile chargebacks.
Contract administrators and legal teams who approve rate language and ensure compliance.

Step-by-step: Complete the Finance Van Rates Template

Follow these sequential steps to populate, validate, and execute a complete rate schedule ready for billing and audit.

01

Gather data: Collect vehicle IDs, historical usage, insurance costs, and tax rates.
02

Set base rates: Enter daily or hourly base amounts and define mileage thresholds.
03

Add modifiers: Specify fuel surcharges, seasonal increases, and service fees.
04

Approve & sign: Route for approvals, capture signatures, and record the effective date.

How to configure the template for online completion

Set up template fields, calculations, and routing to mirror your internal approval workflow before sending for signatures.

Field	Configuration
Template Name	Use descriptive titles to version control, e.g., Van Rates v2026-01
Currency & Locale	Fix currency to USD and ensure date format MM/DD/YYYY for consistency
Conditional Fields	Show surcharge fields only when applicable to selected rate type
Approval Routing	Define sequential signers and required approver roles for automated routing

Where to send and how submissions are processed

Identify the destination systems and recipients for signed rate schedules to ensure proper posting and archival.

Post to ERP: Upload approved rates into the billing or ERP system for automated invoicing
Send to Vendor: Email executed schedule to vendor contacts for their records
Route to Finance: Send a signed copy to accounts payable for rate application
Archive: Store final signed document in the records repository for retention

Technical considerations for electronic completion and sharing

Confirm the platform provides an immutable audit trail, exportable signed PDFs, and role-based access controls to protect sensitive rate data and support audits.

Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
Supported formats: PDF, DOCX, XLSX
Authentication: Email, SMS code, or stronger 2FA options

Typical eSignature vendor pricing and feature comparison

Cost and feature choices affect document volume, authentication options, and compliance. The table summarizes starting prices and core capabilities across common vendors.

	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	Yes	Yes	Yes	Yes
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Key dates and periodic actions to track

Track effective dates, billing cycles, and review intervals to avoid revenue leakage or disputes when rates change.

Rate Effective Date:

Enter MM/DD/YYYY — governs billing start

Billing Cycle:

Monthly or per-trip as defined in the template

Rate Review:

Annual review recommended to reflect cost changes

Contract Renewal:

Notify 30–90 days before scheduled renewal

Record Retention:

Retain executed schedules per retention policy

Risks and common negative outcomes to avoid

Incorrect Rates: Billing disputes and lost revenue

Missing Signature: Enforceability questions in audits

Incorrect Tax Treatment: Potential IRS penalties

Unauthorized Changes: Contract breach claims

Data Exposure: Confidential rate leakage

Late Updates: Customer chargebacks or invoicing errors

Security and compliance controls to require

Transport Encryption: TLS 1.2/1.3 in transit

Data Encryption: AES-256 at rest

Audit Trail: Timestamped logs and IP addresses

Certifications: SOC 2 Type II and ISO 27001

HIPAA Support: BAA available when required

eSignature Law: ESIGN and UETA compliance

Real-world examples of online execution and compliance

These examples show how organizations capture signed rate schedules and maintain compliance while improving turnaround.

Martin Properties — Fleet agreements

They moved lease and rate paperwork online to reduce processing time.

The founder noted full compliance across mobile devices.
Tim Martin explained the ability to execute documents online with 100% compliance and built-in security, which improved responsiveness for property management workflows.

Optica Ventures — Vendor billing

A small operations team standardized rate schedules for vendors.

The COO praised the simple interface for team and customers.
Brian Fitzgibbons said the interface is simple and easy-to-use for the team and customers, supporting consistent billing and fewer disputes.

Practical tips to reduce errors and speed approvals

Adopt clear naming, versioning, and signer roles to make the template reliable for billing and audits.

Use fixed currency and date formats

Lock currency to USD and require MM/DD/YYYY dates. Consistent formats prevent calculation errors and ease reconciliation between billing and accounting systems.

Require role-based approvals

Define distinct roles for preparer, reviewer, and approver. Separation of duties reduces risk and creates a clear audit trail for internal and external auditors.

Embed calculation formulas

Use template formula fields for pro rata billing, mileage calculations, and surcharge tiers. Automated math cuts manual errors and supports defensible invoices.

Keep a signed master copy

Maintain an immutable signed PDF in a records repository and link it to ERP entries so invoices always reference the authorized rate schedule.

Frequently asked questions about executing the template

Answers to common questions about legal validity, signatures, notarization, and error correction when using a Finance Van Rates Template.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.
Do I need a notary?
In most commercial rate schedules notarization is not required. If the document creates a security interest or is recorded, confirm notarization rules with state law or your legal counsel.
What if a signer name differs from ID?
Mismatched signer names can raise enforceability questions. Use exact legal names and provide identification during signing to establish attribution.
Can I use remote online notarization?
Many states permit RON subject to identity proofing and recording requirements; verify state RON status and notary obligations before using a RON session.
How do I correct a signed template?
Void the incorrect copy and issue a revised version for re-execution. Keep a record of the voided document and the reason for revision for audit purposes.
How long must I keep the signed schedule?
Retain for at least 3 years for tax purposes (IRC §6501(a)) and longer where industry rules apply; healthcare-related materials follow HIPAA six-year retention rules (45 CFR §164.530(j)).

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