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Merchant Services Contract

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MERCHANT SERVICES CONTRACT

This Merchant Services Contract (the "Agreement") is made effective as of by and between Merchant: , DBA , with principal place of business at ; and Provider: , with principal place of business at .

RECITALS

WHEREAS, Merchant operates a business that accepts payment cards, electronic payments and related instruments for goods and services; and

WHEREAS, Provider is engaged in the business of providing merchant acquiring, payment processing, settlement and related services to enable Merchant to accept payment cards and electronic payments; and

WHEREAS, Merchant desires to obtain and Provider desires to provide merchant services on the terms and subject to the conditions set forth in this Agreement.

NOW THEREFORE, in consideration of the mutual covenants set forth herein and other good and valuable consideration, the sufficiency of which is acknowledged, the parties agree as follows:

1. DEFINITIONS

For purposes of this Agreement, the following capitalized terms have the following meanings: "Card Network" means Visa, Mastercard, American Express, Discover or other card brand or network; "Chargeback" means a returned or reversed transaction pursuant to Card Network rules; "PCI Standards" means Payment Card Industry Data Security Standards and related card brand rules; "Transaction" means an authorization, purchase, refund, reversal or other card-present or card-not-present payment instruction processed for Merchant.

2. SERVICES

Provider shall provide merchant acquiring and payment processing services, which may include authorization, clearing, settlement, batching, chargeback handling, reporting and related technical support (collectively "Services"). Provider will establish or maintain a merchant account under Merchant's legal name and will process Transactions in accordance with this Agreement, card brand rules and applicable law.

Merchant authorizes Provider to act on Merchant's behalf with Card Networks, issuing banks and settlement agents as necessary to perform the Services and to obtain reversals, chargeback representments and other adjustments. Merchant shall cooperate and provide accurate information reasonably requested by Provider.

3. FEES AND SETTLEMENT

Merchant shall pay Provider fees as set forth below. Provider is authorized to deduct applicable fees, chargebacks, refunds, adjustments, reserves and other amounts due from Merchant's settled funds prior to settlement to Merchant.

Processing fee (percentage): % per Transaction; Per-Transaction fee: ; Monthly fee: ; Other fees (describe):

Settlement frequency: . Provider will use commercially reasonable efforts to remit net settled funds to Merchant in accordance with the settlement period, subject to holds, reserves and setoffs permitted under this Agreement.

4. TERM AND TERMINATION

The term of this Agreement shall commence on the Effective Date and continue for an initial period of months, and thereafter shall automatically renew for successive periods of equal length unless either party provides written notice of non‑renewal at least days prior to the then-current expiration date.

Either party may terminate for material breach if such breach is not cured within days after written notice. Provider may immediately suspend Services or terminate without prior notice if required by Card Network rules, suspected fraud, or imminent risk of loss.

5. REPRESENTATIONS AND WARRANTIES

Merchant represents and warrants that (a) Merchant is duly organized and authorized to execute this Agreement; (b) Merchant's statements and documentation provided to Provider are true, complete and not misleading; (c) Merchant will comply with all Card Network rules, applicable laws and PCI Standards; (d) Transactions submitted are for bona fide sales or services rendered by Merchant and not unlawful activity.

Provider represents and warrants that it will perform the Services in a commercially reasonable manner, will maintain required registrations and relationships with acquiring banks and Card Networks, and will comply with applicable laws and Card Network rules in providing the Services.

6. DATA SECURITY; PCI COMPLIANCE

Merchant shall be primarily responsible for compliance with PCI Standards with respect to Merchant's systems and procedures. Merchant shall not store sensitive authentication data after authorization. Provider shall implement commercially reasonable technical and organizational measures to protect cardholder data in its possession and shall notify Merchant promptly of any confirmed data security breach affecting Merchant's cardholder data.

In the event of a breach attributable to Merchant's systems or failure to comply with PCI Standards, Merchant shall be responsible for fines, penalties, costs of forensic investigation, remediation and liabilities imposed by Card Networks or issuing banks.

7. CHARGEBACKS, RETURNS AND REFUNDS

Merchant shall be responsible for handling refunds and disputes. Provider may, in its discretion and consistent with Card Network rules, provisionally debit Merchant's account for Chargebacks, refunds, disputed amounts and related fees. Merchant must timely respond to Chargebacks and provide evidence requested by Provider; failure to do so may result in Merchant bearing ultimate liability.

8. RESERVES AND SETOFF

Provider may establish rolling reserves, holdbacks, or reserves of settled funds as reasonably necessary to cover Chargebacks, refunds, fines, penalties, or potential losses. Provider shall have a lien and right of setoff against Merchant's settled and unsettled funds for amounts owed under this Agreement.

9. INDEMNIFICATION

Merchant shall indemnify, defend and hold harmless Provider, its affiliates, officers and employees from and against any claim, loss, liability, cost or expense (including reasonable attorneys' fees) arising from Merchant's breach of this Agreement, violations of law, fraud, negligence or failure to comply with Card Network rules or PCI Standards. Provider shall indemnify Merchant for losses arising from Provider's gross negligence or willful misconduct in the performance of Services.

10. LIMITATION OF LIABILITY

Except for liability arising from fraud, willful misconduct, or a party's indemnification obligations, neither party shall be liable to the other for incidental, consequential, punitive or special damages. Provider's aggregate liability for direct damages arising out of or relating to this Agreement shall not exceed the total processing fees paid by Merchant to Provider during the six (6) months preceding the event giving rise to the claim.

11. CONFIDENTIALITY

Each party shall maintain the confidentiality of Confidential Information disclosed by the other and shall not use or disclose such information except as necessary to perform obligations under this Agreement or as required by law. Confidential Information includes pricing, nonpublic business information, cardholder data and other information identified as confidential.

12. AUDIT AND RECORDS

Provider or its designees may audit Merchant's relevant books, records, and systems to confirm compliance with this Agreement, applicable laws and Card Network rules. Merchant shall retain records related to Transactions and provide access upon reasonable notice during regular business hours.

13. NOTICES

All notices required or permitted under this Agreement shall be in writing and delivered to the applicable notice address above or to such other address as a party designates by notice. Notices shall be effective upon receipt.

14. ASSIGNMENT

Neither party may assign this Agreement without the prior written consent of the other, except that Provider may assign to an affiliate or successor in connection with a merger, acquisition or sale of assets. Any permitted assignee shall assume all obligations of its assignor.

15. AMENDMENT; WAIVER

This Agreement may be amended only by a written instrument signed by both parties. Failure to enforce any provision shall not constitute a waiver of future enforcement.

16. GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to its conflicts of law principles.

17. ENTIRE AGREEMENT; SEVERABILITY

This Agreement, together with any schedules and attachments executed by the parties, constitutes the entire agreement and supersedes all prior agreements and understandings relating to the subject matter. If any provision is held invalid or unenforceable, the remaining provisions shall continue in full force and effect.

18. FORCE MAJEURE; COUNTERPARTS

Neither party shall be liable for delays or failures due to causes beyond its reasonable control, including acts of God, labor disputes, governmental actions or interruptions of telecommunications. This Agreement may be executed in counterparts, each of which shall be deemed an original and all of which together shall constitute one instrument.

Merchant

Printed Name:

By:

Date:

Provider

Printed Name:

By:

Date:

Enter text✕

What a Merchant Services Contract Is and when it applies

A Merchant Services Contract is a written agreement between a merchant and a payment processor or acquiring bank that defines payment processing services, fees, responsibilities, termination rights, and data handling terms. It typically covers transaction routing, chargeback handling, settlement timing, fees (including interchange, assessment, and processor margins), PCI and data-security obligations, and any merchant gateway or terminal provisioning. Many contracts also include indemnities, limitations of liability, and audit rights. The agreement governs commercial card acceptance for a merchant location, an online gateway, or a multisite retail chain and sets operational and financial expectations for both parties.

Why a clear Merchant Services Contract matters

A professionally drafted Merchant Services Contract reduces payment disruptions, clarifies fee structures, allocates operational risk, and documents compliance and data-security responsibilities under PCI and applicable privacy laws.

Why a clear Merchant Services Contract matters

Who typically completes the Merchant Services Contract

The form is usually completed by the merchant contact, operations manager, or authorized officer who can bind the business.

  • Merchant operations managers who manage payment terminals and reconciliation processes.
  • Finance or accounting teams responsible for fee review, settlement, and chargeback handling.
  • Authorized signatories or corporate officers who can accept contractual terms and indemnities.

Final signatures are often executed by a person with contracting authority and stored with corporate vendor records for compliance and audit purposes.

Step-by-step: completing a Merchant Services Contract

Follow these practical steps to prepare, verify, and execute the contract accurately.

  • 01
    Gather documents: Collect EIN, articles of organization, and proof of address.
  • 02
    Populate form: Enter legal name, DBA, bank account, and contact details.
  • 03
    Review fees: Confirm interchange, processor margin, and monthly fees.
  • 04
    Obtain signature: Signer executes and returns the agreement to the processor.

Typical electronic submission and onboarding flow

Most merchants submit the contract electronically; the processor completes underwriting and activates processing on approval.

  • Upload: Merchant or reseller uploads completed contract and supporting docs.
  • Underwriting: Processor reviews risk, chargeback history, and bank details.
  • Activation: Processor provisions gateway or terminal IDs on approval.
  • Settlement: Daily or scheduled settlement begins to merchant bank account.

Key workflow settings when completing the contract online

Configure digital workflow options so signatures, authentication, and routing meet compliance and internal controls.

Field Configuration
Signer Order Sequential or parallel routing to signers
Authentication Email by default; SMS or KBA if higher assurance
Attachments Require ID, voided check, and certificate of formation
Audit Trail Enable IP, timestamp, and action logging

Technical considerations for eSubmitting the contract

Confirm the eSignature platform supports required formats, authentication, and audit logging before sending the contract.

  • File formats: PDF, DOCX supported
  • Integrations: Salesforce, NetSuite, Google Workspace
  • Authentication: Email, SMS code, KBA options

eSignature vendor comparison for signing Merchant Services Contracts

Compare basic pricing and core features across common eSignature vendors. signNow is listed first per vendor-comparison conventions.

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 Yes, trial available Yes, trial available Yes, trial available Yes, trial available
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/yr limit Varies by plan Varies by plan Varies by plan

Essential clauses to include in a Merchant Services Contract

A complete contract clearly assigns responsibilities, describes fees, and sets incident response and termination mechanics to reduce disputes.

Scope of Services

Describe the exact services provided, payment rails supported, card types accepted, gateway or terminal responsibilities, and any limitations on transaction types.

Fees and Billing

List interchange, assessment, processor markups, monthly minimums, chargeback fees, and settlement timing to ensure predictable reconciliation.

Data Security

State PCI-DSS obligations, encryption requirements, breach notification timelines, and responsibilities for protecting cardholder data during processing and storage.

Chargebacks and Risk

Define chargeback handling, merchant liabilities, representment procedures, holdbacks, reserves, and thresholds that can trigger underwriting actions.

Term and Termination

Specify initial term, automatic renewals, notice periods, termination for cause, and early termination fees if applicable.

Indemnity and Limits

Set indemnification scope, exclusions, and caps on liability; include insurance requirements where appropriate for large merchants.

Common penalties and risks from incomplete or incorrect contracts

Tax Penalties: IRS record issues
Chargeback Liability: Increased merchant financial exposure
Termination Fees: Early termination charges
Reserve Withholding: Funds held for risk
Compliance Fines: PCI or HIPAA penalties
Reputational Harm: Customer trust and payment disruption

Frequent mistakes that delay onboarding or cause disputes

  • Submitting an incorrect legal name or mismatched EIN, which can halt underwriting and require amended paperwork.
  • Omitting complete bank routing or account numbers, leading to failed settlements and manual reconciliation work.
  • Failing to disclose high-risk goods or services, which can trigger holds, higher reserves, or contract termination.
  • Missing required supporting documents such as voided checks, formation documents, or ID, creating manual follow-up and processing delays.

Security and compliance elements to confirm in the contract

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Certifications: SOC 2 Type II and ISO 27001 available
PCI DSS: Processor maintains PCI DSS certification
HIPAA: BAA required for PHI handling
Audit Trail: Timestamp, IP, and action logging
21 CFR Part 11: Available where FDA records apply

Illustrative examples of Merchant Services Contract use

Real operational examples show how contract clauses affect onboarding, fees, and dispute resolution in practice.

Optica Ventures example

Optica Ventures streamlined onboarding by standardizing merchant addresses and bank verifications

  • Reduced manual underwriting steps by consolidating documentation
  • The result was fewer follow-ups and faster activation across multiple retail locations, improving settlement timelines and reconciliations.

Xerox integration example

Xerox used system integration to map contract fee fields into NetSuite for automated reconciliation

  • Integration kept fee calculations consistent across invoices
  • This reduced accounting errors and allowed finance to reconcile processor statements without manual entry, saving staff time.

Who signs and approves Merchant Services Contracts

Brian Fitzgibbons, COO

As COO, the signer has operational authority to accept payment-processor terms for multiple locations, coordinate terminal provisioning, and ensure necessary supporting documentation is submitted for underwriting and compliance.

Kodi-Marie Evans, Director

A director of operations or finance can review fee schedules, confirm settlement bank accounts, and bind the company to chargeback and reserve terms when authorized by board or company bylaws.

Frequently asked questions about Merchant Services Contracts

Answers to common execution, eSignature, and compliance questions related to merchant processing agreements.


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