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Software Services Agreement

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SOFTWARE SERVICES AGREEMENT

This Software Services Agreement (the "Agreement") is entered into as of Effective Date: by and between Client Name: located at Client Address: and Service Provider Name: located at Service Provider Address: .

RECITALS

WHEREAS, Service Provider is engaged in the business of developing, implementing and maintaining software applications and providing related professional services; and

WHEREAS, Client desires to retain Service Provider to perform the services described in this Agreement, and Service Provider is willing to perform such services on the terms and conditions set forth herein.

NOW, THEREFORE, in consideration of the mutual promises contained herein, the parties agree as follows:

SCOPE OF WORK

PAYMENT TERMS

Invoices shall be rendered in accordance with the Payment Schedule. Client shall pay all undisputed invoices within Thirty (30) days of receipt. Any disputed portions must be notified in writing within ten (10) days and the parties shall negotiate in good faith. Late payments shall accrue the Late Payment Fee set forth above and Service Provider may suspend performance if undisputed amounts remain unpaid for more than thirty (30) days after written notice.

TERM AND TERMINATION

Term Commencement Date: . Term Expiration Date: .

Either party may terminate this Agreement for any material breach by the other party that remains uncured for a period of Notice Period: days following written notice. Either party may also terminate for convenience upon written notice of termination to the other party provided that Client shall pay for all services rendered and reasonable costs incurred through the termination effective date.

Upon termination, Service Provider shall deliver all work in progress and, upon payment of amounts due, shall assign to Client all right, title and interest in Work Product as set forth in the Intellectual Property section below.

CONFIDENTIALITY

"Confidential Information" means any non-public information disclosed by one party to the other, whether oral, written or electronic, that is designated as confidential or that reasonably should be understood to be confidential. Each party shall: (a) hold Confidential Information in strict confidence; (b) use Confidential Information solely to perform its obligations under this Agreement; and (c) not disclose Confidential Information to any third party except to employees, contractors or advisors who have a strict need to know and are bound by confidentiality obligations no less protective than those in this Agreement. The foregoing obligations do not apply to information that is (i) publicly known through no breach of this Agreement, (ii) received from a third party without restriction, (iii) independently developed without use of Confidential Information, or (iv) required to be disclosed by law or court order, provided the disclosing party gives prompt notice and cooperates with any protective measures.

INTELLECTUAL PROPERTY

Unless otherwise agreed in writing, Service Provider hereby assigns to Client all right, title and interest in and to the Work Product created specifically for Client under this Agreement, provided Client has paid all amounts due. Service Provider retains ownership of pre-existing tools, libraries, methodologies, and general know-how incorporated into the Work Product, and grants Client a perpetual, non-exclusive, royalty-free license to use such pre-existing materials to the extent necessary to use the Work Product. For any open-source components used, the parties shall comply with the applicable open-source licenses.

WARRANTIES; LIMITATION OF LIABILITY

Service Provider warrants that the services will be performed in a professional and workmanlike manner in accordance with generally accepted industry standards. EXCEPT AS EXPRESSLY PROVIDED IN THIS SECTION, SERVICE PROVIDER DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE.

IN NO EVENT SHALL EITHER PARTY BE LIABLE FOR CONSEQUENTIAL, INCIDENTAL, SPECIAL OR PUNITIVE DAMAGES, AND EACH PARTY'S AGGREGATE LIABILITY FOR CLAIMS ARISING OUT OF OR RELATING TO THIS AGREEMENT SHALL NOT EXCEED THE AMOUNTS ACTUALLY PAID BY CLIENT TO SERVICE PROVIDER UNDER THIS AGREEMENT DURING THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO LIABILITY.

INDEMNIFICATION

Each party shall indemnify and hold harmless the other party from and against any third-party claims arising from the indemnifying party's breach of this Agreement, negligence, or willful misconduct. The indemnified party shall promptly notify the indemnifying party of any claim and cooperate in the defense, which shall be conducted by counsel chosen by the indemnifying party.

NOTICES

All notices under this Agreement must be in writing and delivered to the addresses below for each party. Notice to Client:

Notice to Service Provider:

GOVERNING LAW; DISPUTE RESOLUTION

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to its conflict of laws principles. The parties agree to first attempt to resolve disputes through good-faith negotiation, and if unresolved, to submit the dispute to binding arbitration in the chosen jurisdiction.

ENTIRE AGREEMENT; AMENDMENT

This Agreement constitutes the entire agreement between the parties regarding its subject matter and supersedes all prior and contemporaneous agreements, understandings and communications. Any amendment or modification must be in writing and signed by authorized representatives of both parties.

MISCELLANEOUS

Relationship of Parties: The parties are independent contractors and nothing in this Agreement creates a partnership, joint venture, agency, or employment relationship. Assignment: Neither party may assign this Agreement without the other's prior written consent except to an affiliate or in connection with a merger or sale of substantially all assets, provided the assignee assumes the assigning party's obligations. Severability: If any provision is held unenforceable, the remainder shall remain in full force and effect.

Client:

By:

Date:

Service Provider:

By:

Date:

Enter text✕

What the Software Services Agreement Covers

A Software Services Agreement is a contract that sets the rights, duties, and expectations between a software provider and a customer for delivery, licensing, support, maintenance, or hosting of software and related services. It typically defines scope of work, deliverables, payment terms, intellectual property ownership, confidentiality, warranties, limitations of liability, termination rights, and service levels. These agreements can govern one-off development projects, ongoing SaaS subscriptions, or managed services and are used to allocate commercial risk, set performance standards, and document the remedies available to each party.

Why a Clear Agreement Matters

A well-drafted Software Services Agreement reduces disputes, clarifies deliverables and payments, protects intellectual property, and defines remedies for breach while aligning expectations between parties.

Why a Clear Agreement Matters

Who Typically Prepares and Signs This Agreement

The Software Services Agreement is commonly prepared by vendors, purchasers, or legal teams before work begins to ensure commercial and technical responsibilities are documented.

  • Software vendors and SaaS providers managing delivery, hosting, or support obligations for customers.
  • Corporate procurement, IT departments, or legal counsels negotiating service levels and contract terms for enterprise purchases.
  • Consultants, development shops, and system integrators contracting for bespoke software projects or maintenance.

Parties signing should confirm authority to bind the organization and ensure delegated signatories are documented in the agreement.

Key Parties and Typical Signers

Vendor — General Counsel

The vendor’s commercial or legal lead (e.g., General Counsel or Contracts Manager) reviews IP assignment, warranties, and liability caps and confirms execution authority before signing on behalf of the provider.

Client — Procurement Director

The client’s procurement or contract officer validates scope, acceptance criteria, pricing and SLA obligations, coordinates internal approvals, and signs to bind the purchasing organization.

Core Sections to Include in a Professional Agreement

A complete Software Services Agreement organizes obligations and protections into discrete sections so both parties understand expectations and remedies.

Scope of Work

Precise deliverables, milestones, acceptance criteria, and any exclusions; tie technical specifications or exhibits to measurable outcomes to avoid scope creep.

Payment Terms

Fees, invoicing cadence, late-payment interest, expenses, and any milestone-based or subscription billing details, plus tax and withholding responsibilities.

Intellectual Property

Ownership of preexisting materials, work-for-hire provisions, assignment of deliverables, and licensing rights for source code, APIs, and documentation.

Confidentiality

Definition of confidential information, permitted disclosures, duration of confidentiality obligations, and permitted uses for both parties.

Warranties and Limitations

Performance warranties, disclaimers, indemnities, liability caps and exclusions, and any third-party software license pass-throughs.

Support & Termination

Service levels, maintenance windows, notice periods, termination for convenience or breach, transition assistance, and post-termination data return or deletion.

Essential Administrative and Security Details

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Regulatory Compliance: ESIGN, UETA, HIPAA (BAA available)
Audit Trail: Timestamp, IP, and action history
Authentication: Email, SMS, and advanced MFA options
Certifications: SOC 2 Type II; ISO 27001
Data Residency: Options vary by plan and configuration

How to Complete the Agreement, Step by Step

Follow these sequential steps to prepare, review, and sign a Software Services Agreement so it is enforceable and operationally ready.

  • 01
    Draft Scope: Document deliverables, milestones, and measurable acceptance criteria.
  • 02
    Set Financials: Enter fees, invoicing schedule, and payment terms clearly.
  • 03
    Address IP and Data: Define ownership, licensing, and data handling obligations.
  • 04
    Execute Agreement: Obtain authorized signatures and retain fully executed copies.

Customizing an Online Signing Workflow

Configure the digital workflow so signers receive fields in order, attachments are required, and authentication matches contract sensitivity.

Field Configuration
Template Create reusable SOW and signature templates
Conditional Fields Show fields only when relevant to selections
Authentication Set email, SMS, or KBA per signer
Integrations Auto-save completed contracts to CRM or ERP

Where to Send and How Execution Typically Flows

A typical execution path routes the draft for internal review, then to external signers, with copies stored in contract repositories.

  • Internal Review: Legal and procurement confirm terms before external circulation.
  • External Signing: Send to client and vendor signers in role order.
  • Countersignature: Capture final signatures and dates from all parties.
  • Archival: Store executed agreement with audit trail for retention.

Distribution Channels and Integration Considerations

Choose distribution methods that preserve the audit trail and integrate with existing systems to reduce manual steps.

  • Email / Link: Direct signer emails or secure signing links
  • CRM Integration: Salesforce, NetSuite, or Microsoft 365 connectors
  • Document Storage: Auto-archive to Box, Google Drive, or Egnyte

Ensure the chosen channel supports required authentication strength and meets any industry compliance requirements.

Common Timeframes and Deadlines in Agreements

Track contractual dates carefully; missed deadlines can affect payment, warranty windows, renewal, and termination rights.

Effective Date:

Date obligations begin and warranties take effect

Milestone Deadlines:

Due dates for deliverables and project phases

Acceptance Period:

Window for client review and formal acceptance

Renewal Notice:

Minimum notice to extend or terminate subscription

Termination Notice:

Notice period required for convenience or breach

Key Contract Milestones from Draft to Live

A sequential milestone view helps stakeholders track progress from drafting to production handover and ongoing support.

01

Draft Finalization

Complete SOW and financial terms for review

02

Internal Approvals

Obtain legal, finance, and management sign-off

03

External Execution

Send for signatures and collect countersignatures

04

Onboarding

Deliver onboarding, credentials, and operational handoff

Common Preparation Mistakes to Avoid

  • Vague scope or acceptance criteria that leave deliverables open to interpretation and create dispute risk during billing and acceptance.
  • Failing to define intellectual property ownership clearly, leading to post-delivery disagreements about source code, modifications, or derivative works.
  • Omitting data handling or security obligations, especially when the vendor will process regulated or sensitive customer data under HIPAA or consumer privacy laws.
  • Using incomplete signature blocks or unapproved signatories, which can render an agreement unenforceable or subject to later repudiation.

Key Risks and Consequences of Document Errors

Payment Disputes: Invoices withheld; collections risk
IP Loss: Unauthorized ownership claims
Data Breach Liability: Regulatory fines and remediation costs
Termination Exposure: Early termination fees or lost revenue
Service Interruptions: Operational downtime and penalties
Non-Compliance: Regulatory sanctions and reputational harm

Real-World Examples of Agreement Use

These customer examples show how organizations use software services agreements to streamline delivery and integrate signed contracts with operational systems.

Optica Ventures — COO

Optica standardized its agreements across projects to reduce turnaround time and inconsistencies.

  • The simplified contract reduced execution steps for clients.
  • By pairing templates with automated signing and storage, the team improved reliability and reduced administrative overhead while keeping version control tight.

Xerox — Director of NetSuite Operations

Xerox integrated contracts into NetSuite to align invoicing with acceptance milestones.

  • Integration automated status updates to finance.
  • Resulting workflow reduced manual data entry, ensured consistent billing schedules, and sped reconciliation between project delivery and accounts receivable.

Electronic Signature vs Digital (Cryptographic) Signature

Understand the difference: legal frameworks accept a broad range of electronic signatures, while digital signatures use PKI to provide cryptographic assurance.

Criteria Electronic Signature Digital Signature
Definition any electronic mark pki-based cryptographic seal
Technology varied methods x.509 certificate required
Legal Status accepted under esign/ueta accepted; stronger non-repudiation
Typical Use commercial contracts high-assurance or regulated records

eSignature Vendor Pricing Snapshot

Compare starting prices and key plan characteristics across leading vendors. Pricing formats reflect typical annual-billing comparisons and plan entry points.

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 Varies Varies Varies
Bulk Send Yes Yes Yes Yes Limited
Audit Trail Yes Yes Yes Yes Yes
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

FAQs — Common Questions About Software Services Agreements

Answers to frequent practical and legal questions encountered when completing and signing Software Services Agreements.


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