Are electronic signatures legally binding

Yes. Electronic signatures are generally binding under the Federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes, provided intent, consent, attribution, and record retention are satisfied.

When do I need a notarization

Private billing charters usually do not require notarization, but state-specific requirements or internal controls may call for notarized acknowledgment or RON for added authenticity.

What eSignature strength should I require

Choose authentication based on risk: email-only for low-risk approvals, SMS or KBA for medium risk, and multi-factor or advanced signer authentication for high-value invoices.

How long must I retain signed records

Retain signed billing records to meet IRS rules (generally three years) and industry-specific mandates such as HIPAA six-year retention when PHI is involved.

What if a signer’s name doesn’t match records

Mismatched names can delay acceptance or trigger verification steps; ensure signer authority is documented and consider adding an attestation field to confirm authority.

Which file formats should I provide

Provide invoices and attachments as PDF/A for long-term preservation; include machine-readable CSV or XML exports for integration into accounting systems.

Electronic Signature
Templates
Project Management
Project Management Electronic Billing Charter

Project Management Electronic Billing Charter

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

PROJECT MANAGEMENT ELECTRONIC BILLING CHARTER

Project Identification

Project Title Project ID Client Name Service Provider Name Project Manager (Provider)

Project Effective Date: Primary Billing Contact:

Billing Contact Email Billing Contact Phone

Scope of Work

The Service Provider will perform the work described below. The work shall be performed in accordance with the Project Plan and applicable professional standards. All electronic invoices submitted under this Charter shall reference the Project ID and specific deliverable or milestone being invoiced.

Out of Scope

Items expressly excluded from this engagement are listed below. Any change to this list must follow the Change Order procedure set forth in this Charter.

Deliverables and Acceptance

Each deliverable must be accompanied by an electronic delivery notice and required supporting documentation. The Client shall perform acceptance testing within the acceptance period specified below. Acceptance is deemed given if the Client does not provide written rejection specifying material deficiencies within the acceptance period.

Deliverable 1 - Description

Due Date: Acceptance Period (days):

Deliverable 1 - Acceptance Criteria Deliverable 2 - Description

Due Date: Acceptance Period (days):

Deliverable 2 - Acceptance Criteria

Timeline & Milestones

Project Start Date: Projected End Date:

Milestone 1

Milestone 1 Date:

Milestone 2

Milestone 2 Date:

Budget & Payment

Total Contract Value: $

Payment Schedule

Billing Frequency (check all that apply): Monthly Upon Milestone Completion Upon Project Completion

Payment Terms: Payment due within days of invoice receipt. Late payment shall accrue interest or fees as described below.

Late Payment Fee

Electronic Billing Procedures

The Client hereby authorizes the Service Provider to deliver invoices and related billing documentation electronically to the Billing Contact identified in this Charter. Electronic invoices shall include invoice number, invoice date, itemized charges, applicable taxes, payment instructions and the Project ID. Provider shall retain original supporting documentation and provide copies on request within the timeframes specified by law.

Electronic Billing Consent

Client consents to electronic billing and to receive invoices and payment notices at the Billing Contact Email provided above.

Alternative Delivery Method (if any)

Change Order Process

All changes to scope, schedule or budget must be documented by a written change order signed by authorized representatives of both parties prior to execution. Emergency work must be ratified by a subsequent signed change order. The change order shall specify any adjustment to price, schedule, deliverables and billing for the changed work.

Change Order Contact (Provider) Change Order Fee / Rate

Confidentiality

Each party shall maintain in confidence all Confidential Information disclosed by the other party in connection with this Charter. Confidential Information excludes information that is or becomes generally available to the public through no fault of the receiving party, or that is lawfully received from a third party without breach of any obligation of confidentiality. Remedies for breach of confidentiality include injunctive relief and recovery of damages.

Exceptions to Confidentiality (if any)

Governing Law & Dispute Resolution

This Charter shall be governed by and construed in accordance with the laws of the state identified below without regard to its conflict of laws principles. Parties agree to seek resolution of disputes in good faith and, if unresolved, to submit disputes to binding arbitration or to the exclusive jurisdiction of the courts of the identified state as selected by the parties below.

Governing Law State

Certifications & Authorizations

By signing below, each party certifies that: (a) it has the authority to enter into this Charter; (b) it consents to electronic billing as indicated; (c) the individual signing is an authorized representative with authority to bind the party to the terms of this Charter.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Electronic Billing Charter Covers

The Project Management Electronic Billing Charter is a written agreement that defines how project-related charges are prepared, approved, delivered, and paid using electronic processes. It sets billing frequency, invoice structure, allowable charge categories, dispute windows, acceptance criteria, and responsibilities for sender and recipient. The charter also documents authentication, retention, and audit-trail requirements for electronically transmitted invoices and supporting records, and it establishes which laws and technical methods govern electronic signatures, attachments, and e-submission workflows between contracting parties.

Why a Formal Charter Matters for Electronic Project Billing

A clear charter reduces ambiguity between stakeholders by establishing uniform billing formats, approval paths, and e-signature expectations. It helps avoid late payments, duplicate charges, and audit issues while documenting consent for electronic records under ESIGN and applicable state law.

Typical teams and roles that use this billing charter

Organizations adopt this charter where multiple teams contribute billable work and electronic invoicing improves throughput and auditability.

Project managers and PMOs coordinating task-level billing and milestone invoices across vendors and subcontractors.
Finance and accounts payable teams enforcing standardized invoice formats, TIN/TAX verification, and payment timing.
Contractors and vendors supplying timesheets, expense substantiation, and electronic signatures for approvals.

The charter is suitable for project owners, vendors, and third-party administrators who need predictable billing, dispute handling, and secure signature workflows.

Core components to include in a professional billing charter

A complete charter balances operational detail with legal safeguards so invoices flow reliably and electronic signatures are admissible.

Scope

Defines projects, vendors, cost categories, and which activities are billable; prevents scope creep and improper charges.

Invoice Format

Specifies required fields, supporting attachments, currency, tax treatment, and machine-readable data to ease automation and reconciliation.

Billing Schedule

States cadence (monthly, milestone-based), cutoff times, and effective dates for billing cycles and late fees.

Approval Workflow

Describes role-based signatory order, delegated approvers, escalation steps, and maximum approval timeframes.

Authentication

Sets acceptable eSignature types, signer verification strength, and whether notarization or RON is required.

Dispute & Adjustment

Outlines dispute windows, required evidence, crediting procedures, and reconciliation timing to resolve charge disagreements.

Required information to include on every electronic billing charter

Charter Title: Full document name

Parties: Legal names of contracting entities

Project ID: Unique project identifier

Billing Terms: Net days and frequency

Tax IDs: TIN or EIN where required

Retention: Recordkeeping period

Step-by-step: completing and executing the charter

Follow this ordered checklist to prepare, approve, and activate the charter for electronic billing.

01

Draft: Populate template fields and attach billing exhibits.
02

Internal Review: Obtain finance and legal approvals before sending to counterparty.
03

Sign: Collect eSignatures in the agreed order with required authentication.
04

Activate: Enable automated invoicing and archive the signed charter.

Online workflow settings to configure

Configure the digital workflow to enforce the charter's approval order, fields, and authentication requirements.

Field	Configuration
Signer Order	Sequential or parallel signing
Authentication	Email, SMS code, or KBA
Attachments	Required documents and file types
Notifications	Automated reminders and escalation rules

How electronic submission and approval typically flow

This sequence shows common stages from invoice generation through final archive in an electronic billing arrangement.

Generate Invoice: System creates invoice with required fields
Attach Backup: Upload timesheets or receipts as PDFs
Send for Approval: Route to approvers per charter
Archive: Store signed records with audit trail

Technical and integration requirements for eSubmission

Confirm the platform's retention, audit logs, and API capabilities align with your charter and compliance obligations.

File Formats: PDF, DOCX, and CSV supported
Integrations: Connectors for ERP or CRM
Security: AES-256 at rest, TLS in transit

Timing and deadlines to document in the charter

Define clear dates and windows to avoid disputes and meet tax or reporting obligations.

Billing Cycle:

Specify month-end, milestone, or custom dates

Invoice Due Date:

Example: Net 30 from invoice date

Dispute Window:

Commonly 15–30 days to raise disputes

Adjustment Period:

Time allowed to credit or reissue invoices

Tax Reporting:

Retain documents to meet IRS reporting timelines

Key milestones from charter approval to recurring billing

Track these sequential milestones to confirm the charter becomes operational and invoices are processed predictably.

01

Charter Execution

Signatures obtained and effective date established

02

System Configuration

ERP/PM tools updated with billing rules

03

First Invoice Issued

Initial invoice generated per schedule

04

Ongoing Reconciliation

Monthly or milestone reconciliation cycles

Common mistakes to avoid when preparing the charter

Vague rate language that omits unit definitions, causing disputed charges and delayed payments.
Missing signer authority records, which can result in nonbinding signatures and enforcement issues.
Inconsistent project IDs between billing and accounting systems that prevent automated reconciliation.
Failing to define dispute timelines or evidence requirements, prolonging resolution and increasing administrative costs.

Potential legal and financial risks from errors

Tax Reporting: Incorrect 1099 reporting risks IRC §6721 penalties

Backup Withholding: Missing TINs can trigger 24% backup withholding

I-9 Violations: Employment paperwork errors risk DHS fines

Contract Disputes: Ambiguous terms raise litigation exposure

Data Breach: Inadequate controls can trigger HIPAA/CCPA obligations

Noncompliance: Weak authentication may reduce enforceability

Representative eSignature pricing and feature comparison

Compare starting prices and key capabilities for commonly used eSignature vendors; signNow is listed first per vendor ordering rules.

	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 trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Premium+)	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 by plan	Varies by plan	Varies by plan

Real-world examples of charters in use

Organizations across sizes use electronic billing charters to reduce turnaround and improve auditability.

Optica Ventures

A small investment firm standardized project billing to a single template to reduce invoice queries.

The change cut reconciliation time per invoice.
The firm reported fewer disputes and cleaner records, allowing finance to accelerate month-end close and reduce manual follow-up.

Martin Properties

A property management company moved to structured milestone invoices for renovations.

They attached photo-backed backup with each invoice.
As a result, payments cleared faster, vendor disputes dropped, and onsite approvals were captured reliably on mobile devices.

Frequently asked questions and solutions

Answers to common implementation and legal questions help teams avoid delays and maintain compliance.

Need help? Contact support

Are electronic signatures legally binding
Yes. Electronic signatures are generally binding under the Federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes, provided intent, consent, attribution, and record retention are satisfied.
When do I need a notarization
Private billing charters usually do not require notarization, but state-specific requirements or internal controls may call for notarized acknowledgment or RON for added authenticity.
What eSignature strength should I require
Choose authentication based on risk: email-only for low-risk approvals, SMS or KBA for medium risk, and multi-factor or advanced signer authentication for high-value invoices.
How long must I retain signed records
Retain signed billing records to meet IRS rules (generally three years) and industry-specific mandates such as HIPAA six-year retention when PHI is involved.
What if a signer’s name doesn’t match records
Mismatched names can delay acceptance or trigger verification steps; ensure signer authority is documented and consider adding an attestation field to confirm authority.
Which file formats should I provide
Provide invoices and attachments as PDF/A for long-term preservation; include machine-readable CSV or XML exports for integration into accounting systems.

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