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Professional Technology Services Agreement

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PROFESSIONAL TECHNOLOGY SERVICES AGREEMENT

This Professional Technology Services Agreement (the "Agreement") is made and entered into as of by and between Client Name: , with principal place of business at , and Service Provider Name: , with principal place of business at . Client and Service Provider are each a "Party" and collectively the "Parties."

RECITALS

WHEREAS, Service Provider has expertise in providing technology services, software development, systems integration and related consulting services; and

WHEREAS, Client desires to retain Service Provider to perform certain services as set forth in this Agreement and Service Provider is willing to perform such services under the terms and conditions contained herein; and

WHEREAS, the Parties intend to establish the terms governing the performance, delivery, acceptance, ownership and payment for the Services and Deliverables specified herein.

NOW, THEREFORE, in consideration of the mutual covenants and agreements set forth below, the Parties agree as follows:

1. SERVICES

1.1 Scope. Service Provider shall provide the services and deliverables described in the Statement of Work attached hereto or described below (the "Services" and "Deliverables"). The Parties acknowledge that the scope is subject to modification by written Change Order under Section 4.

2. TERM

2.1 Term. The term of this Agreement shall commence on and, unless earlier terminated in accordance with Section 11, shall continue until or completion of the Services.

3. FEES AND PAYMENT

3.1 Fees. Client shall pay Service Provider the fees set forth in the applicable Statement of Work or as follows: Rate: per hour; Fixed Fee (if applicable): $.

3.2 Payment Terms. Unless otherwise stated, Service Provider shall invoice monthly. Client shall pay undisputed invoices within days of receipt. Late amounts shall accrue interest at the lesser of 1.5% per month or the maximum permitted by law.

4. CHANGE ORDERS

4.1 Any change to the scope, schedule, price or other material term shall be implemented only by a written Change Order signed by authorized representatives of both Parties. Change Orders shall set forth the change, any adjustment to fees and schedule, and shall be incorporated into this Agreement.

5. INTELLECTUAL PROPERTY

5.1 Ownership of Deliverables. Subject to Client's payment in full for Deliverables, Service Provider hereby assigns to Client all right, title and interest in and to the Deliverables created exclusively for Client under this Agreement. Notwithstanding the foregoing, Service Provider retains ownership of its pre-existing intellectual property and tools, including methodologies, templates, software frameworks and know-how ("Service Provider Background Technology"), and grants Client a nonexclusive, nontransferable license to use such Background Technology only as incorporated in the Deliverables.

5.2 Third-Party Components. Deliverables may include third-party software or open source components. Service Provider shall identify such components in the applicable Statement of Work and shall comply with applicable license terms.

6. CONFIDENTIALITY

6.1 Definition. "Confidential Information" means non-public information disclosed by a Party that is designated confidential or that a reasonable person would understand to be confidential under the circumstances, including business plans, technical designs and client data.

6.2 Obligations. Each Party shall protect Confidential Information of the other Party with at least the same degree of care it uses to protect its own confidential information, shall use Confidential Information only to perform its obligations under this Agreement, and shall not disclose Confidential Information except to employees, contractors or advisors who have a need to know and are bound by confidentiality obligations no less protective than those herein.

7. WARRANTIES; DISCLAIMER

7.1 Mutual Warranties. Each Party represents that it has the right and authority to enter into this Agreement. Service Provider warrants that Services will be performed with reasonable skill and care in accordance with generally accepted industry standards.

7.2 Disclaimer. EXCEPT AS EXPRESSLY PROVIDED IN SECTION 7.1, THE SERVICES AND DELIVERABLES ARE PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND, WHETHER EXPRESS, IMPLIED OR STATUTORY, INCLUDING, WITHOUT LIMITATION, WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE OR NON-INFRINGEMENT.

8. INDEMNIFICATION

8.1 Provider Indemnity. Service Provider shall indemnify, defend and hold harmless Client and its officers, directors and agents from and against any losses, damages, liabilities and expenses (including reasonable attorneys' fees) arising out of any third-party claim that the Deliverables infringe a copyright, patent or other proprietary right, provided Client gives prompt written notice and cooperates in the defense.

8.2 Client Indemnity. Client shall indemnify and hold Service Provider harmless from claims arising from Client's use of the Deliverables in a manner not authorized by this Agreement or from Client-provided materials.

9. LIMITATION OF LIABILITY

Except for a Party's indemnification obligations or a Party's willful misconduct or gross negligence, neither Party shall be liable to the other for special, incidental, consequential or punitive damages. The aggregate liability of either Party for any claim arising out of or relating to this Agreement shall not exceed $ or the fees actually paid by Client to Service Provider under this Agreement in the twelve (12) months preceding the event giving rise to the claim, whichever is less.

10. INSURANCE

Service Provider shall maintain commercial general liability and professional liability insurance with limits of not less than $ per occurrence or as otherwise agreed in writing. Upon request, Service Provider shall provide certificates evidencing such insurance.

11. TERMINATION

11.1 Termination for Cause. Either Party may terminate this Agreement for material breach by the other Party if such breach remains uncured thirty (30) days after written notice specifying the breach.

11.2 Termination for Convenience. Either Party may terminate this Agreement without cause upon days' prior written notice. Upon termination, Client shall pay Service Provider for all Services performed and reasonable expenses accrued through the effective date of termination.

12. NOTICES

13. AMENDMENTS; WAIVER

13.1 Amendment. No amendment or modification of this Agreement shall be effective unless it is in writing and signed by authorized representatives of both Parties.

13.2 Waiver. Failure or delay by either Party to exercise any right shall not constitute a waiver of that right unless such waiver is in writing and signed by the waiving Party.

14. GOVERNING LAW; DISPUTES

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of laws principles. The Parties will attempt in good faith to resolve disputes promptly through negotiation. If unresolved, disputes shall be resolved by binding arbitration or litigation as selected by the Parties in writing.

15. ENTIRE AGREEMENT; SEVERABILITY; COUNTERPARTS

15.1 Entire Agreement. This Agreement, including all Statements of Work and Change Orders, constitutes the entire agreement and supersedes all prior and contemporaneous agreements, proposals and communications, whether oral or written, relating to the subject matter hereof.

15.2 Severability. If any provision of this Agreement is held to be invalid or unenforceable, the remainder of this Agreement shall remain in full force and effect.

15.3 Counterparts; Electronic Signatures. This Agreement may be executed in counterparts, each of which shall be deemed an original, and signed counterparts delivered by electronic means (including scanned PDF or electronic signature) shall be deemed originals.

MISCELLANEOUS

The Parties acknowledge that they have read and understand this Agreement, and that each Party has had the opportunity to consult legal counsel prior to executing this Agreement.

IN WITNESS WHEREOF, the Parties have executed this Agreement by their duly authorized representatives.

Client

Printed Name:

By:

Date:

Service Provider

Printed Name:

By:

Date:

Enter text✕

What the Professional Technology Services Agreement Is

A Professional Technology Services Agreement is a written contract that defines the scope, deliverables, timelines, payment terms, intellectual property, confidentiality, and service-level commitments between a technology services provider and a client. It governs development, implementation, support, and maintenance of software, systems integration, cloud services, or consulting engagements. The agreement allocates responsibilities, sets acceptance criteria, limits liability, and specifies dispute resolution and termination rights. It often includes warranty language, change-order processes, and data protection obligations necessary for regulatory compliance. Use clear definitions and appendices for technical specifications and pricing schedules.

Why a Clear Agreement Matters

Well-drafted Professional Technology Services Agreements reduce project risk by clarifying scope, timelines, and payment terms; protect intellectual property and confidential data; and make dispute resolution predictable. They also support compliance with federal rules such as ESIGN and industry standards where applicable.

Why a Clear Agreement Matters

Who Typically Uses This Agreement

Organizations and individuals who contract for technology services commonly use this agreement to record expectations and responsibilities.

  • Software vendors and development shops delivering custom or packaged solutions.
  • IT consultants and systems integrators managing implementations and third-party integrations.
  • Enterprises procuring cloud, SaaS, or managed services with SLAs and data controls.

Use the agreement to align stakeholders, reduce disputes, and create an enforceable record of obligations and remedies.

Roles Involved in Negotiation and Signing

Alex Morgan, CIO

As the purchasing executive, Alex evaluates technical risk, contract terms, and vendor SLAs. The CIO ensures IP assignment, security controls, uptime commitments, and indemnities align with enterprise policy before approving signature.

Maya Patel, Procurement

Maya reviews pricing, payment schedule, change-order procedures, and termination fees. Procurement confirms pricing exhibits, milestone invoicing, and acceptance criteria are explicit to avoid billing disputes and to ensure vendor performance metrics tie to payments.

Essential Clauses to Include

Key clauses commonly included in a Professional Technology Services Agreement shape risk allocation, delivery, and post-delivery obligations for software and technology engagements.

Scope of Work

Describe deliverables, milestones, acceptance tests, and change-order procedures. Include technical specifications or attached exhibits, referencing version control and responsibilities for third-party components to avoid scope creep and disputes.

Payment Terms

State fees, milestone payments, invoicing schedule, late fees, and any retainers. Tie each payment to specific deliverable acceptance criteria and include currency, taxes, and reimbursable expenses.

IP & Licensing

Allocate ownership of code and deliverables, or grant licenses with clear scopes, sublicensing rules, and exceptions for preexisting materials. Address open-source components and escrow if needed for continuity.

Warranties & Remedies

Define warranty period, bug-fix commitments, remedy processes, and exclusive remedies. Limit consequential damages and specify service credits or termination rights. Also define response and escalation timelines.

Confidentiality

Include NDAs, data handling obligations, breach notification timelines, and subcontractor flow-downs. Specify permitted disclosures, return or destruction of data on termination, and encryption requirements for protected information.

Transition

Obligations for knowledge transfer, handover assistance, and data export. Define fees for transition services, timelines, and the format in which source code or documentation will be delivered.

Step-by-Step: Complete the Agreement

Follow these steps to complete a Professional Technology Services Agreement accurately and consistently for both provider and client.

  • 01
    Review Scope: Confirm deliverables, milestones, and acceptance criteria.
  • 02
    Set Payments: Define fees, milestones, invoicing, and late payment remedies.
  • 03
    Assign IP: Specify ownership or license rights for deliverables.
  • 04
    Security & Compliance: Document data handling, encryption, and regulatory obligations.

Configure Online Workflow Settings

Configure your online workflow to match the agreement's approval order, authentication, and retention requirements accurately.

Field Configuration
Signing Order Role-based, sequential or parallel signing
Authentication Email link, SMS code, or KBA
Retention Set retention period and export locations
Notifications Email reminders, expiration notices, and audit logs

Typical eSubmission Flow

Typical routing for e-submission covers upload, field placement, signer assignment, authentication, and receipt of completed records.

  • Upload: Upload final contract and attachments
  • Place Fields: Add signature, date, and initial fields
  • Assign Signers: Add emails and set signing order
  • Authenticate: Choose email, SMS, or advanced methods

Delivery Options and Integrations

Delivery options include email, direct signing links, bulk send, and API integrations for automated workflows.

  • Email: Individual signing links and copies
  • Bulk Send: Mass delivery for identical documents
  • API: Integrate via REST for automation

Practical Tips for Smooth Execution

Practical tips reduce ambiguity and speed review cycles while protecting both parties' rights and preserving business continuity.

Use Appendices
Place technical specifications, acceptance test scripts, pricing schedules, and change-log procedures in appendices. This keeps the main agreement concise and makes it easier to modify technical details without renegotiating core commercial terms.
Define Acceptance
Specify objective acceptance criteria, test environments, and cure periods. Require written sign-off upon successful completion of tests and tie final payment to acceptance to prevent payment disputes and scope disagreements.
Limit Liability
Use clear caps on liability and carve-outs for willful misconduct or IP infringement. Ensure indemnities are reciprocal and carve out indirect, punitive, and consequential damages where appropriate.
Plan for Change
Include a formal change-order process with written approvals, impact analysis, schedule adjustments, and pricing updates. This reduces disputes and makes scope changes auditable for compliance and invoicing.

Common Preparation Pitfalls

  • Unclear scope statements that omit deliverables, acceptance criteria, or milestones, which leads to disputes and change-order litigation.
  • Vague intellectual property clauses that fail to assign work product or define licensing limits for preexisting code and third-party components.
  • Insufficient data protection provisions, missing encryption, breach notification, or subcontractor flow-down obligations for sensitive data.
  • Payment terms that lack milestone definitions or acceptance tests, causing invoicing disputes and delayed vendor payment.

Consequences of Errors or Omissions

Tax Reporting: 1099 penalties $60–$330+ per form
I-9 Violations: $281–$2,789 per violation
Data Breach: HIPAA fines and breach liability
IP Exposure: Risk of losing IP rights
SLA Failures: Liquidated damages or service credits
Contract Ambiguity: Disputes, delay claims, higher legal costs

Key Deadlines to Include

Key deadlines in the agreement include milestone delivery dates, acceptance windows, invoicing cycles, termination notices, and warranty periods.

Milestone Delivery:

Dates tied to acceptance tests and invoice triggers.

Acceptance Window:

Defined period for testing and written sign-off.

Payment Terms:

Net days, milestone invoicing, and late fee triggers.

Notice Periods:

Timeframes for breach cure and contract termination.

Warranty Period:

Length and start date for defect corrections.

Milestone Sequence from Kick-off to Acceptance

Milestone timeline from kick-off through final acceptance and post-delivery support outlines responsibilities and review points.

01

Kick-off

Project initiation, resource allocation, and project plan approval.

02

Development

Deliverables built according to specifications and interim reviews.

03

Acceptance Testing

Client runs tests; defects logged and remediated within cure periods.

04

Final Acceptance

Written sign-off and final payment or transition activities commence.

Real-World Examples

Real-world examples show how the Professional Technology Services Agreement governs technology projects, clarifies obligations, and reduces disputes during delivery.

Optica Ventures

Optica Ventures used a Professional Technology Services Agreement to define deliverables and acceptance tests for a custom platform deployment.

  • This reduced rework and clarified payment triggers.
  • By documenting scope, test criteria, and change-order procedures in appendices, Optica avoided a prolonged dispute, shortened the approval cycle, and ensured final payment was released promptly upon written acceptance and reduced legal fees.

Xerox

Xerox integrated the agreement with NetSuite to automate signature routing and document storage across finance and operations.

  • Automation cut manual handoffs and errors.
  • Linking contractual templates to ERP workflows enabled consistent field population, auditable change history, and faster invoice approvals, which improved cash flow predictability and reduced administrative overhead for cross-functional teams during large-scale rollouts.

eSignature Pricing and Feature Comparison

Compare starting prices and key capabilities for common eSignature providers; signNow appears first per table order and pricing metrics reflect typical per-user plans.

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 (Business Premium) Yes Yes Yes Varies
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

Security and Compliance Essentials

Encryption: TLS 1.2/1.3 and AES-256
Regulatory Certifications: SOC 2 Type II, ISO 27001
Privacy Laws: GDPR, CCPA, EU-U.S. Data Framework
Healthcare Compliance: HIPAA available with BAA
Audit Trail: Tamper-evident logs, timestamps, IP
Access Controls: SSO, 2FA, role-based permissions

Frequently Asked Questions

Answers to frequent practical questions about completing, e-signing, and enforcing a Professional Technology Services Agreement.


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