Are electronic signatures valid?

Yes. Electronic signatures meet legal equivalence under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention are satisfied.

Do I need notarization?

Not generally for ordinary software schedules, but specific jurisdictions or contract clauses may require notarization or witness signatures for certain instrument types.

How long must I keep schedule records?

Retain records according to the applicable regulatory baseline: IRS records three years (IRC §6501(a)); HIPAA records six years (45 CFR §164.530(j)); extend if state or industry rules require.

What if vendor refuses a BAA?

Document the refusal in the schedule, assess alternative controls, and consult legal counsel; processing PHI without BAA may raise HIPAA compliance concerns.

Can I use remote notarization?

Remote online notarization is available in many states but varies; verify state notary rules and identity-proofing requirements before relying on RON.

Who must sign the schedule?

An authorized signatory for each party must sign; verify internal approval authority and record their title and signature date to ensure enforceability.

Electronic Signature
Templates
Legal
Legal Software Schedule

Legal Software Schedule

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

LEGAL SOFTWARE SCHEDULE

This Legal Software Schedule (this Schedule) is entered into as of Effective Date: by and between Client Name: and Provider Name: . This Schedule is governed by and supplements that certain Master Agreement entitled dated (the Master Agreement).

RECITALS

WHEREAS, Provider develops, licenses and maintains the software products, modules and related services described in this Schedule; and

WHEREAS, Client desires to obtain from Provider certain software licenses, implementation services, support and related deliverables on the terms set forth herein; and

WHEREAS, the parties intend that this Schedule will control in the event of any inconsistency between this Schedule and the Master Agreement to the extent expressly stated in the Master Agreement.

NOW, THEREFORE, in consideration of the mutual covenants and agreements contained herein and in the Master Agreement, the parties agree as follows.

1. DEFINITIONS

Capitalized terms used in this Schedule but not defined herein have the meanings given to such terms in the Master Agreement. For purposes of this Schedule, the following definitions apply:

"Software" means the software identified by Software Name: and the specific modules and components described in Section 2 below.

2. SOFTWARE DELIVERABLES; SCOPE

Provider will deliver and license the Software and related deliverables as set forth below. The parties acknowledge that the deliverables, acceptance criteria and deliverable schedule are material obligations under this Schedule.

Software modules and deliverables User entitlements Delivery milestones and acceptance

3. GRANT OF LICENSE

Subject to the terms and conditions of the Master Agreement and this Schedule, Provider grants to Client a non-exclusive, non-transferable (except as permitted below) license to use the Software solely for Client's internal business purposes during the Term. The license is: Perpetual Subscription Trial or evaluation

Client shall not: (a) reverse engineer, decompile, disassemble or otherwise attempt to derive the source code of the Software except to the extent expressly permitted by applicable law, (b) sublicense the Software except as expressly provided in the Master Agreement, or (c) remove or alter any proprietary notices.

4. FEES, INVOICING AND PAYMENT

Client shall pay Provider the fees set forth for the Software, services and support as described below. All fees are non-refundable except as expressly provided herein.

License fee (one-time or recurring) Implementation & professional services fees Payment terms

5. TERM AND TERMINATION

The Term of this Schedule begins on the Effective Date and continues for Term Length: unless earlier terminated in accordance with the Master Agreement or this Schedule.

Upon termination or expiration, Client shall cease all use of the Software and, if requested by Provider, return or certify destruction of all copies of the Software and related Confidential Information.

6. SUPPORT AND MAINTENANCE

Provider will provide support and maintenance in accordance with the support plan selected: . Support hours, response times and service levels are described in the Master Agreement or an attached Service Level Addendum.

7. INTELLECTUAL PROPERTY

Provider retains all right, title and interest in and to the Software, associated documentation, and all intellectual property rights therein. Client retains ownership of its data submitted to the Software ("Client Data"). Provider shall have a limited right to use Client Data solely to perform Provider's obligations under this Schedule and the Master Agreement.

8. CONFIDENTIALITY

Each party shall maintain the confidentiality of Confidential Information disclosed under this Schedule in accordance with the confidentiality provisions of the Master Agreement. Disclosure of Client Data to any third party shall require Client's prior written consent except as required by law.

9. DATA SECURITY AND PRIVACY

Provider will implement and maintain administrative, physical and technical safeguards reasonably designed to protect the security and confidentiality of Client Data. Specific data processing terms and security requirements are set forth in the Master Agreement or a separate Data Processing Addendum if executed.

10. WARRANTIES; DISCLAIMER

Provider warrants that the Software will materially conform to the applicable documentation during the warranty period. Client's exclusive remedy for breach of this warranty will be re-performance by Provider or, if Provider cannot correct the non-conformity, a refund of prepaid fees for the affected Software. EXCEPT AS EXPRESSLY PROVIDED IN THIS SECTION, THE SOFTWARE IS PROVIDED "AS IS" AND PROVIDER DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED.

11. LIMITATION OF LIABILITY

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL EITHER PARTY'S AGGREGATE LIABILITY UNDER THIS SCHEDULE EXCEED THE TOTAL AMOUNTS PAID BY CLIENT TO PROVIDER UNDER THIS SCHEDULE IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM. NEITHER PARTY SHALL BE LIABLE FOR INDIRECT, INCIDENTAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES.

12. INDEMNIFICATION

Provider shall defend and indemnify Client against any third-party claim that the unmodified Software infringes a third party's intellectual property rights, provided Client: (a) promptly notifies Provider of the claim; (b) gives Provider sole control of the defense and settlement; and (c) provides reasonable assistance at Provider's expense. Remedies may include replacement, modification or a refund as set forth above.

13. EXPORT AND COMPLIANCE

Client shall comply with all applicable export control laws and shall not export or re-export the Software in violation of such laws. Client represents that it is not located in, or a resident of, a country or on a sanctions list that would prohibit performance hereunder.

14. NOTICES

All notices under this Schedule shall be in writing and shall be delivered to the addresses below or to such other address as a party may designate by notice in accordance with this Section.

Provider notice address Client notice address

15. AMENDMENT; WAIVER; COUNTERPARTS

This Schedule may be amended only by a written instrument signed by authorized representatives of both parties. No failure or delay by either party in exercising any right shall operate as a waiver of that right. This Schedule may be executed in counterparts, each of which shall be deemed an original.

16. GOVERNING LAW; SEVERABILITY; ENTIRE AGREEMENT

This Schedule shall be governed by and construed in accordance with the laws of Governing State: without regard to conflict of laws principles. If any provision of this Schedule is held invalid or unenforceable, the remaining provisions will remain in full force and effect. This Schedule, together with the Master Agreement, constitutes the entire agreement of the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements and understandings relating thereto.

17. TRANSITION ASSISTANCE

Upon expiration or termination of the license (other than for Client's material breach), Provider shall provide transition assistance for a reasonable period on commercially reasonable terms to permit Client to migrate to an alternative solution. The scope, duration and fees for transition assistance shall be as agreed in writing.

ADDITIONAL TERMS

Special terms or exceptions

Client Name (Print):

By:

Date:

Provider Name (Print):

By:

Date:

What the Legal Software Schedule covers

A Legal Software Schedule is an attached contract exhibit or standalone worksheet that documents software components, licensing terms, versioning, support and maintenance obligations, compliance status, and responsibilities for a commercial agreement. It clarifies who owns licenses, which modules are included, payment or renewal timing, and any regulatory controls that affect use or data handling in U.S. jurisdictions.

Why a clear Software Schedule matters

A well-prepared schedule reduces ambiguity about licensing, supports audit and compliance reviews, documents regulatory controls (HIPAA, FERPA, financial rules), and preserves enforceable obligations between vendor and customer.

Who completes and relies on a Legal Software Schedule

The schedule is prepared and reviewed by teams that manage contracts, procurement, IT, and compliance before execution.

Legal and procurement teams — draft contract clauses, confirm license scope and indemnities.
IT and security officers — verify versions, encryption, data residency, and access controls.
Program managers and auditors — ensure SLAs, renewal dates, and compliance evidence are recorded.

Core elements to include in the schedule

A complete schedule groups technical, commercial, and compliance items so contract performance and auditability are straightforward.

Software Identification

Vendor, product name, version number, and unique identifiers such as build or SKU so parties agree on the exact deliverable.

Licensing Terms

License type, seat counts, usage rights, concurrency rules, geographic limitations, and pricing structure for clear billing and compliance.

Compliance Status

Regulatory attestations (HIPAA, PCI, FERPA), available BAAs, certifications, and any limitations on regulated-data processing.

Data Handling

Data categories collected, storage location, encryption standards, retention rules, and deletion or export procedures.

Support & SLA

Support tiers, response and resolution timeframes, service credits, maintenance windows, and escalation contacts.

Change Management

Update schedules, upgrade policy, notification requirements, and rollback or compatibility guarantees for integrations.

Step-by-step: complete the schedule before signature

Follow a consistent sequence to gather facts, confirm obligations, and obtain required approvals prior to execution.

01

Collect documents: Gather license agreements, vendor attestations, and third-party module lists.
02

Populate fields: Enter vendor, product, version, license counts, and effective date.
03

Validate compliance: Confirm certifications, BAAs, and data residency with security or legal.
04

Approve and sign: Obtain internal sign-off, then execute via authorized signatory and retain final copy.

How to set up the schedule in an e-sign workflow

Configure the online workflow to enforce required fields, authentication, and retention before sending for signature.

Field	Configuration
Authentication	Email link \| SMS 2FA \| KBA where required
Auto-fill	Magic fields detect names and dates to reduce manual errors
Conditional fields	Show or hide fields based on license type selection
Retention policy	Apply 3/6/7-year retention tags for contract records

Distribution channels and technical requirements

Decide how you will share, sign, and archive the schedule before routing it to signers.

Formats supported: PDF, DOCX, HTML, Excel
Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
Authentication: Email, SMS, SSO, advanced signer checks

Where to file or send the completed schedule

After execution, distribute copies to stakeholders and place the signed schedule where it will be available for audits and renewals.

Attach to contract: Append signed schedule to the master services agreement or statement of work.
Contract repository: Upload to your centralized CLM or contract library with metadata tags.
Notify stakeholders: Send copies to procurement, IT, legal, and the vendor for acknowledgement.
Archive securely: Store signed PDF with audit trail and access controls for retention.

Typical timelines and key dates to include

Record time-triggered events so renewals, audits, and notices are executed before operational or legal risk accrues.

Effective Date:

Date obligations begin; sets retention and statute timelines.

Renewal Notice:

Commonly 30–90 days before renewal to allow negotiation.

Annual Audit:

Schedule a compliance review annually or per contract clause.

License Expiry:

Record exact end date to prevent unlicensed use.

Retention Start:

Retention typically starts on execution or last effective revision.

Key penalties and risks to avoid

Contract Breach: Damages, specific performance, and contractual remedies.

Data Breach: Regulatory penalties and remediation costs.

HIPAA Violation: Civil penalties — 45 CFR §164.530(j)

Tax Reporting Penalties: Information-return fines — IRC §6721

I-9 Noncompliance: Paperwork fines — 8 CFR §274a.2

Invalid Signature: Enforceability risk if intent or retention elements missing

Security and compliance summary for schedule records

Encryption: AES-256 at rest, TLS 1.2/1.3 in transit

Certifications: SOC 2 Type II, ISO 27001

Access Control: Role-based access and audit logging

Audit Trail: Tamper-evident logs with timestamps

HIPAA Support: BAA available where required

Authentication: Email, SMS, SSO, and two-factor options

Common preparation errors to avoid

Using inconsistent vendor names or abbreviations that prevent matching to corporate records and invoices, which delays payments and audits.
Leaving effective dates or renewal terms blank, creating ambiguity about when obligations begin and when termination notice windows apply.
Failing to list embedded third-party components or open-source modules, which can expose license incompatibility or security risk.
Not recording compliance exceptions or limitations (for example, no-BAA situations), which can create regulatory exposure for regulated data.

eSignature vendor comparison for signing schedules

Basic pricing and core capabilities for common eSignature providers. signNow is listed first to align feature rows consistently across 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	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	Varies	Varies

Real-world examples of schedules in use

Practical examples show how organizations document software scope, compliance, and support terms for contractual clarity.

Optica Ventures LLC

The interface is simple and easy-to-use for our team

Simpler customer signatures speed closings
The company used a standardized schedule to reduce execution time and ensure consistent vendor terms across deals.

Fertility Centers of Illinois

airSlate SignNow team was responsive during implementation

API integration kept records synchronized
They reported that the schedule and signing workflow improved compliance and operational consistency for patient-facing applications.

Practical tips for accurate and efficient completion

Follow these practices to reduce disputes, speed reviews, and ensure audit readiness when using a Legal Software Schedule.

Maintain canonical names

Use the vendor's exact legal entity name and a single internal identifier for each product to avoid mismatches during invoicing or audits.

Document third-party components

List embedded third-party modules and OSS dependencies so security and license teams can assess exposure and compatibility.

Attach evidence

Include copies of certifications, BAAs, or SOC reports as attachments to the schedule for faster compliance review.

Automate renewals

Set calendar reminders and automatic alerts for renewal notice windows to prevent lapses or unexpected charges.

Common questions about Legal Software Schedules

Answers to frequent questions about validity, notarization, retention, and digital signing for schedules used in U.S. contracts.

Need help? Contact support

Are electronic signatures valid?
Yes. Electronic signatures meet legal equivalence under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention are satisfied.
Do I need notarization?
Not generally for ordinary software schedules, but specific jurisdictions or contract clauses may require notarization or witness signatures for certain instrument types.
How long must I keep schedule records?
Retain records according to the applicable regulatory baseline: IRS records three years (IRC §6501(a)); HIPAA records six years (45 CFR §164.530(j)); extend if state or industry rules require.
What if vendor refuses a BAA?
Document the refusal in the schedule, assess alternative controls, and consult legal counsel; processing PHI without BAA may raise HIPAA compliance concerns.
Can I use remote notarization?
Remote online notarization is available in many states but varies; verify state notary rules and identity-proofing requirements before relying on RON.
Who must sign the schedule?
An authorized signatory for each party must sign; verify internal approval authority and record their title and signature date to ensure enforceability.

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