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Ongoing Business Services Agreement

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ONGOING BUSINESS SERVICES AGREEMENT

This Ongoing Business Services Agreement ("Agreement") is made and entered into as of Day: Month: Year: by and between Client Name: , with principal business address: , and Service Provider Name: , with principal business address: .

WHEREAS

WHEREAS, Client desires to retain Provider to perform ongoing business services, including but not limited to advisory, operational support, and other services described herein; and

WHEREAS, Provider represents that it has the experience, personnel, and resources necessary to perform the services in a professional manner consistent with industry standards; and

WHEREAS, the parties wish to set forth the terms and conditions under which Provider will provide such services on an ongoing basis.

SCOPE OF WORK

Provider shall perform the services described below. The parties acknowledge that the scope may be adjusted by written amendment signed by both parties.

PAYMENT TERMS

As full compensation for the services rendered under this Agreement, Client shall pay Provider in accordance with the terms set forth below. Provider shall invoice Client in the form and frequency set forth in this section.

Unpaid amounts shall accrue interest at the lesser of the greater of (i) % per month, or (ii) the maximum rate permitted by law. In addition, Client shall pay any reasonable collection costs and attorney fees incurred in collecting overdue amounts.

TERM AND TERMINATION

This Agreement shall commence on Start Date: and shall continue in effect until End Date: unless earlier terminated in accordance with this section.

Upon termination, Provider shall deliver to Client all work product and invoices for services performed through the effective date of termination, and Client shall pay Provider for all undisputed amounts owed for services performed prior to termination.

CONFIDENTIALITY

Each party (the "Recipient") shall hold in confidence all non-public information, technical data, trade secrets, know-how, business plans, customer information, and other materials disclosed by the other party (the "Discloser") that are identified as confidential or that reasonably should be understood to be confidential given their nature ("Confidential Information"). Recipient shall not use or disclose Confidential Information except as necessary to perform its obligations under this Agreement and shall protect Confidential Information with at least the same degree of care it uses to protect its own confidential information, but in no event less than reasonable care.

Confidential Information does not include information that: (i) is or becomes public through no fault of Recipient; (ii) was rightfully known by Recipient prior to disclosure; (iii) is received from a third party without breach of any obligation of confidentiality; or (iv) is independently developed without use of Discloser's Confidential Information. Upon termination or written request, Recipient shall return or destroy Discloser's Confidential Information and certify such return or destruction in writing.

INDEPENDENT CONTRACTOR; INSURANCE

Provider is an independent contractor and is not an employee, agent, or partner of Client. Provider shall be solely responsible for all taxes, withholdings, employee benefits, and insurance required by law. Provider shall maintain commercially reasonable insurance for the duration of the Agreement and upon request provide evidence of such insurance to Client.

LIMITATION OF LIABILITY

Except for liability arising from gross negligence, willful misconduct, or breach of confidentiality, neither party shall be liable to the other for special, incidental, consequential, or punitive damages. The aggregate liability of either party arising out of or in connection with this Agreement shall not exceed the total fees paid by Client to Provider under this Agreement in the twelve (12) months immediately preceding the claim.

NOTICES

All notices required or permitted under this Agreement shall be in writing and delivered to the addresses below by hand, certified mail (return receipt requested), or overnight courier, or by confirmed electronic mail.

GOVERNING LAW; DISPUTE RESOLUTION

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflicts of law principles. The parties will first attempt to resolve disputes by good faith negotiation. If negotiation fails, the parties agree to submit the dispute to binding arbitration in accordance with commercial arbitration rules mutually agreed at the time of dispute.

ENTIRE AGREEMENT; AMENDMENT

This Agreement, including any exhibits and written amendments signed by both parties, constitutes the entire agreement between the parties regarding the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings and communications, whether written or oral. Any amendment or modification to this Agreement must be in writing and signed by an authorized representative of each party.

SEVERABILITY

If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect and the parties shall negotiate in good faith to replace the invalid or unenforceable provision with a valid provision that achieves, to the extent possible, the original intent of the parties.

Client Name:

By:

Date:

Service Provider Name:

By:

Date:

Enter text✕

What an Ongoing Business Services Agreement Is

An Ongoing Business Services Agreement is a written contract that formalizes recurring services, deliverables, payment terms, performance standards, and dispute resolution between a service provider and a client. It typically includes scope of work, service levels, invoicing cycles, renewal and termination mechanics, confidentiality, and intellectual property provisions. The agreement is designed to reduce ambiguity for multi-period engagements, clarify responsibilities over time, and preserve evidence of mutual obligations. Electronic execution is generally acceptable under federal and state e-signature law including the ESIGN Act (15 U.S.C. §7001) and UETA where adopted.

Why a Clear Ongoing Agreement Matters

A consistent Ongoing Business Services Agreement reduces operational friction, sets measurable expectations for recurring services, and lowers risk of disputes by documenting billing cycles, change orders, and termination rights; it also supports enforceability when signed electronically under ESIGN (15 U.S.C. §7001) or state UETA law.

Why a Clear Ongoing Agreement Matters

Who Typically Uses This Agreement

The agreement suits B2B engagements across industries where repeatable work, predictable payments, and change management processes are needed.

  • Small and midsize service providers offering monthly managed services and maintenance contracts.
  • In-house legal and procurement teams standardizing vendor terms across multiple business units.
  • Account managers and finance teams who bill on recurring cycles or milestone schedules.

Who Can Sign on Behalf of Each Party

Provider Signatory

Enter the name and title of an authorized officer, partner, or manager with corporate authority to bind the service provider. If signing under power of attorney, attach notarized evidence or corporate resolution to avoid enforcement challenges.

Client Signatory

Use the client representative specified in procurement or vendor authorization records—commonly a VP, director, or procurement officer. For public entities, ensure the signer has delegated signature authority per agency rules.

Core Elements to Include in the Agreement

A professional Ongoing Business Services Agreement clearly states parties, scope, term, fees, performance standards, and termination mechanics to reduce ambiguity and support enforcement.

Parties

Full legal entity names and organizational form for each party, including registration state and business address, to ensure correct legal identification.

Scope

Detailed description of recurring services, deliverables, acceptance criteria, and any excluded activities so obligations are measurable and auditable.

Term & Renewal

Start and end dates, renewal triggers, and automatic renewal mechanics with notice windows for non-renewal or termination.

Payment Terms

Fee structure, invoicing cycle, due dates, late payment interest, and expense reimbursement rules with currency and tax treatment.

Change Orders

Procedure for scope changes, approval authority, and pricing adjustments to capture evolving work without disputes.

Termination

Grounds for termination for cause and convenience, required notices, transition assistance, and final-settlement obligations.

Step-by-Step: How to Complete an Agreement

Follow this sequence to produce a clean, enforceable Ongoing Business Services Agreement ready for electronic signing and storage.

  • 01
    Prepare draft: Gather scope, pricing, and contact details.
  • 02
    Review terms: Legal and finance review for liability and tax implications.
  • 03
    Execute signatures: Collect authorized signatures, in person or electronically.
  • 04
    Store records: Save final executed copy and audit trail securely.

How to Configure an Online Signing Workflow

Set up fields and order to match required approvals and to capture a complete audit trail for each signatory.

Field Configuration
Signature Field Assigned to signer; include date auto-fill.
Initials Field Optional for multi-page confirmation.
Conditional Fields Show extra fields only when relevant.
Authentication Choose email, SMS, or stronger options.

Digital Signing and Integration Considerations

Ensure the e-signature provider supports your ecosystem (for example CRM, ERP, or cloud storage) and offers retention and export formats compatible with your compliance requirements.

  • Authentication: Email, SMS, or advanced options.
  • Audit Trail: IP, timestamp, and action logs.
  • Integrations: CRM and storage connectors.

Routing and Submission: Typical Flow

A predictable routing flow avoids missed signatures and maintains an auditable chain of custody for the agreement.

  • Upload Document: Begin with a final draft in PDF or DOCX.
  • Place Fields: Add signatures, dates, and conditional inputs.
  • Add Signers: Assign roles and sequence order.
  • Send to Sign: Dispatch the signing request and capture the audit trail.

Common Timeframes to Include in the Agreement

Specify explicit timeframes to remove ambiguity on renewals, notices, and billing to reduce disputes and operational delays.

Effective Date & Term:

Specify start date and fixed or recurring term lengths.

Renewal Notice:

Commonly 30–90 days prior to renewal.

Payment Due:

Net 30 is typical; adjust per negotiation.

Termination Notice:

Often 30–60 days for convenience termination.

Response Times:

Define SLA response and remedy windows.

Key Milestones from Negotiation to Renewal

Track these sequential stages to manage approvals, onboarding, and periodic renewals for ongoing service relationships.

01

Negotiation Complete

Finalize scope, fees, and special terms before execution.

02

Execution Date

Agreement becomes effective and billing can begin.

03

Onboarding Complete

Initial deliverables and access provisions finalized.

04

Renewal Review

Review performance and pricing before renewal window.

Common Pitfalls to Avoid

  • Vague scope language that triggers repeated change order disputes and scope creep costs over time.
  • Missing notice addresses or unclear notice methods that delay dispute resolution and contract enforcement.
  • No defined renewal or termination process, causing unwanted automatic renewals or billing continuation.
  • Inadequate signature authority documentation leading to challenges over who can bind the organization legally.

Practical Risks and Legal Consequences

Late Payment: Interest charges or collection costs.
Breach Liability: Damages, indemnity, or termination.
Tax Reporting: Incorrect filings can trigger IRS penalties.
Data Privacy: Regulatory exposure for protected data.
Enforceability: Improper signatory can void agreement.
Recordkeeping: Failure to retain may violate regulations.

Practical Examples from Real Organizations

Real implementations show how ongoing agreements work in practice across sectors and volumes.

Martin Properties — Property Management

Martin Properties standardized a recurring maintenance services agreement to reduce turnaround time for tenant repairs.

  • The agreement included standardized SLAs and invoicing cycles to improve collections.
  • Using a standardized form reduced administrative follow-up and clarified billing expectations for tenants and vendors, enabling consistent monthly reconciliation and fewer disputes.

Fertility Centers of Illinois — Healthcare

Fertility Centers used a recurring service agreement for lab services and data exchange.

  • The contract included HIPAA addenda and data handling procedures.
  • Clear PHI handling and a BAA allowed electronic execution while maintaining audit-ready records and reducing manual paperwork for recurring lab orders.

Security and Compliance Checklist

Encryption: TLS 1.2/1.3 in transit, AES-256 at rest
SOC 2: SOC 2 Type II certification available
HIPAA: HIPAA-compliant with BAA option
21 CFR: Supports 21 CFR Part 11 compliance
ESIGN/UETA: Compliant with ESIGN and UETA
ISO: ISO 27001 certified

E-signature Vendor Comparison for Executing Agreements

Compare common e-signature plan characteristics relevant to executing ongoing agreements; signNow appears first as configured in this comparison.

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 vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes Yes
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes BAA available BAA available Varies by plan Varies by plan
Envelope Cap No cap 100 envelopes/user/year Varied limits Varied limits Varied limits

Frequently Asked Questions and Troubleshooting

Answers to common execution, legal, and technical questions about Ongoing Business Services Agreements and their electronic completion.


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