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Sales Payment Processing Referral

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SALES PAYMENT PROCESSING REFERRAL

Parties

Recitals

This Sales Payment Processing Referral Agreement (the Agreement) is entered into by and between the Referrer and the Merchant identified above. Referrer will introduce Merchant to a payment processing provider or assist Merchant in procuring payment processing services. The parties agree the referral and any resulting arrangement shall be governed by the terms set forth herein.

Referral Details and Services

Referrer will provide an introduction and facilitate communications for the following payment processing services. Referrer does not guarantee approval by any processor; Merchant acknowledges final terms and fees are determined by the payment processor.

Item Description Quantity Unit Price Total

Commission and Referral Fee

Referrer shall be entitled to a referral fee or commission as described below. Payment of the referral fee is contingent upon Merchant's acceptance of payment processing services and processor issuance of first settled transaction to Merchant. Referral fee calculations, timing, and caps are set by the parties below.

Payment Terms

Merchant shall be responsible for payment of any fees due to Referrer in accordance with the commission schedule above. Unless otherwise agreed, Merchant shall remit amounts due to Referrer by the Payment Due Date set forth below.

Implementation and Delivery

Referrer may assist with onboarding and implementation. Merchant remains responsible for compliance with processor underwriting, required documentation, and for providing accurate business information to the processor. The parties will document a mutually agreed implementation timeline.

Representations, Warranties and Covenants

Each party represents and warrants that it has full power and authority to enter into this Agreement, that all information provided is true and complete, and that execution of this Agreement will not violate any agreement or law. Merchant covenants to provide accurate underwriting materials to potential processors and to cooperate in good faith with onboarding.

Confidentiality; Data Handling

All non-public information exchanged in the course of this referral, including transaction volume estimates and underwriting documents, shall be treated as confidential and used solely to effectuate the referral. Each party shall implement commercially reasonable safeguards to protect personal and financial data and shall comply with applicable data protection laws.

Indemnification and Limitation of Liability

Each party agrees to indemnify and hold the other harmless from liabilities arising from that party's breach of this Agreement, negligence, or willful misconduct. EXCEPT FOR BREACHES OF CONFIDENTIALITY OR INDEMNIFICATION OBLIGATIONS, NEITHER PARTY SHALL BE LIABLE FOR INDIRECT, INCIDENTAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES. THE AGGREGATE LIABILITY OF EITHER PARTY SHALL NOT EXCEED THE TOTAL COMMISSIONS PAID OR PAYABLE UNDER THIS AGREEMENT DURING THE SIX (6) MONTHS PRECEDING THE EVENT GIVING RISE TO LIABILITY.

Returns, Refunds and Adjustments

Referral fees are final when paid, except adjustments required due to documented processor chargebacks directly tied to the referral, or material misrepresentation by the Referrer. Any disputed adjustment must be submitted in writing with supporting documentation within thirty (30) days of the date on which the disputed fee was invoiced or paid.

Term and Termination

This Agreement commences on the Effective Date below and continues until terminated by either party upon thirty (30) days' written notice. Termination does not affect accrued payment obligations or fees for referrals that resulted in executed processing agreements prior to termination.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State or jurisdiction selected by the parties below. Any dispute arising under or related to this Agreement shall be resolved as set forth in the dispute resolution clause below.

Dispute Resolution

The parties agree to negotiate in good faith to resolve disputes. If unresolved within sixty (60) days, the parties agree to submit disputes to binding arbitration in the governing jurisdiction unless otherwise mutually agreed in writing. Each party will bear its own attorneys' fees unless the arbitrator awards fees to the prevailing party.

Additional Terms

Execution

The undersigned each represent and warrant that they are authorized to execute this Agreement on behalf of the party for which they sign, and that by signing below the party accepts and agrees to be bound by all terms herein.

Referrer - Printed Name:

By (Signature):

Date:

Merchant - Printed Name:

By (Signature):

Date:

Enter text✕

What a Sales Payment Processing Referral Is

A Sales Payment Processing Referral is a standardized form or digital record used by sales teams to introduce a prospective merchant or customer to a payment processing provider. It captures prospect contact details, business and banking information necessary for underwriting, referral source attribution, and any preliminary compliance checks. The document documents permissions to share information, summarizes proposed pricing or fee structure, and creates an auditable handoff between sales, payments operations, and the acquiring partner.

Why a Structured Referral Matters

A clear referral reduces onboarding friction, preserves data needed for underwriting, and creates an auditable trail that supports compliance and dispute resolution under ESIGN and industry rules.

Why a Structured Referral Matters

Who Typically Completes This Referral

Sales representatives, merchant onboarding specialists, and channel partners commonly complete the referral to move prospects toward payment setup.

  • Sales representatives: Capture lead information and referral consent, and ensure pricing and contract preferences are recorded accurately.
  • Channel partners or ISOs: Record compensation, submerchant details, and any reseller agreements tied to the referral.
  • Onboarding or risk teams: Use the referral to initiate KYC, underwriting, and ACH or card processor checks.

Proper segmentation of responsibilities reduces repeated requests for information and accelerates verification and activation steps.

Step-by-Step: Completing and Routing the Referral

Follow these sequence steps to complete the referral, verify data, and route to the processor or internal onboarding queue.

  • 01
    1. Collect Details: Gather business, tax ID, banking, and owner info.
  • 02
    2. Confirm Consent: Have prospect sign or approve data sharing.
  • 03
    3. Validate Inputs: Confirm TIN and bank routing numbers for accuracy.
  • 04
    4. Route Referral: Send to underwriting and payments operations for review.

Core Elements of a Professional Referral

A complete referral includes the contact and merchant identifiers, financial estimates, compliance permissions, referral metadata, and routing instructions to support rapid onboarding.

Contact Info

Primary contact name, title, phone, and email for the prospect so underwriters and processor onboarding teams know whom to reach for missing items.

Business Identity

Legal business name, DBA, formation type, and jurisdiction to check registration, tax status, and merchant category code alignment during underwriting.

Tax ID

EIN or SSN with owner-level identifiers required for ACH verification, 1099 reporting, and to prevent backup withholding triggers.

Banking Details

Account and routing numbers plus account type to enable micro-deposit or instant account verification and to set up settlement rails.

Processing Estimates

Projected monthly volume, average ticket, and peak season notes used by processors to size risk, fees, and potential rolling reserves.

Consent Record

Signed authorization to share data and conduct KYC. Retain this consent per ESIGN and internal record retention policies.

Required Data Elements at a Glance

Referrer ID: Unique internal ID
Prospect Phone: Mobile or direct line
Business Address: Street, city, state, ZIP
Tax Identifier: EIN or SSN
Bank Routing: 9-digit ABA routing
Authorized Signature: Signed consent record

Common Preparation Mistakes to Avoid

  • Incomplete tax identifiers: Leaving EIN or SSN blank slows underwriting and may trigger manual follow-up from compliance.
  • Incorrect bank numbers: Transposed routing or account digits cause failed verifications and deposit delays for merchant payouts.
  • Missing consent: Failing to capture explicit data-sharing consent can block background checks and processor onboarding.
  • Vague volume estimates: Overly optimistic or vague monthly volume numbers can lead to mispriced rates or unexpected reserve holds.

Consequences of Incorrect or Missing Information

Onboarding Delays: Extended by days or weeks
Payment Failures: Deposits returned or delayed
Regulatory Exposure: KYC/AML deficiencies flagged
Financial Liability: Chargebacks or fines
Backup Withholding: 24% withholding risk
Reputation Harm: Partner relationships affected

Where to Send and How Routing Works

Specify routing destination in the referral and confirm expected next steps so teams know whether the packet goes to internal underwriting, a payments partner, or a channel manager.

  • Internal Onboarding: Route when processor is in-house
  • External Processor: Send to acquiring partner contact
  • Channel Manager: Forward for partner compensation setup
  • Compliance Review: Flag for KYC or AML checks

Digital Delivery and Integration Considerations

Use platforms that support secure file formats, audit trails, and integrations with CRM or underwriting systems to reduce rekeying and errors.

  • Formats: PDF, DOCX, or structured HTML
  • Integrations: CRM and ERP integration
  • Authentication: Email, SMS, or advanced MFA

Integrations with Salesforce, NetSuite, or Google Workspace reduce manual steps and preserve referral metadata through handoff.

How to Configure an Online Referral Workflow

Typical workflow settings control who fills fields, what is required, and how completed referrals are routed to processors or internal queues.

Field Configuration
Referrer Role Editable; required
Prospect Fields Required with validation
Consent Capture eSignature + timestamp
Destination Auto-route to onboarding queue

eSignature Vendor Pricing Snapshot

Compare common eSignature features and starting prices for document execution platforms used to collect referral authorizations and signatures.

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 Yes, 7-day trial No No Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Processing Time Expectations and Key Deadlines

Set clear internal SLAs for each stage to manage prospect expectations and measure handoff efficiency.

Initial Referral Acknowledgement:

Within 24 business hours of receipt

Underwriting Review:

Typically 2–5 business days depending on completeness

Bank Verification:

Instant or 1–3 business days via micro-deposits

Processor Decision:

Approval or decline within 3–7 business days

Final Activation:

Settlement enabled within 1–5 business days after approval

Practical Examples from Operations

Two representative usages illustrate how a referral accelerates merchant onboarding and preserves audit evidence across teams.

Optica Ventures LLC

The sales team standardized referral fields to reduce rekeying errors and speed underwriting by one business day

  • referral captured consent and projected volumes upfront
  • As a result, internal operations reported fewer follow-ups and a clearer audit trail between sales and payments.

Fertility Centers of Illinois

Clinical administration used referrals to bundle patient billing merchants with required tax and bank details

  • the form included explicit consent for data sharing
  • This ensured compliance with internal privacy controls and reduced onboarding cycles for clinic-affiliated merchant accounts.

Frequently Asked Questions

Answers to common questions help reduce rework and ensure the referral is accepted by underwriting and processors.


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