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WEX Addendum

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WEX ADDENDUM

This Addendum is made effective as of between:

Client Name: , a business organized at Address:

WEX Provider Name: , a business organized at Address:

RECITALS

WHEREAS, Client and WEX Provider are parties to a Master Services Agreement dated (the "Master Agreement");

WHEREAS, the parties desire to amend and supplement the Master Agreement to set forth specific terms governing the provisioning and billing of WEX services described herein; and

WHEREAS, the parties agree that this Addendum shall govern to the extent of any conflict between the Master Agreement and this Addendum with respect to WEX services.

SCOPE OF WORK

Services shall include activation, card issuance, transaction processing, reporting, reconciliation, and any ancillary services explicitly set forth above. The WEX Provider shall perform in accordance with industry standards and the Service Levels referenced in the Master Agreement.

PAYMENT TERMS

Late payments shall accrue interest at % per month (or the maximum permitted by law), computed from the invoice due date until payment in full. The parties agree any administrative late charge shall not exceed in a single billing cycle.

TERM AND TERMINATION

Term Start Date: . Term End Date: .

Either party may terminate this Addendum for material breach of the Addendum or the Master Agreement if the breaching party fails to cure such breach within the notice period specified above. Termination shall not relieve either party of payment obligations accrued prior to termination.

Termination for cause provisions of the Master Agreement apply to this Addendum.

CONFIDENTIALITY

Each party shall treat as confidential all non-public information received from the other party in connection with this Addendum, including transaction data, pricing, customer lists and system access credentials. Confidential information shall not be disclosed except to employees, contractors or agents who have a need to know and are bound by confidentiality obligations at least as protective as those in the Master Agreement. Standard exceptions apply for information that is lawfully known to the receiving party prior to disclosure, becomes publicly available through no breach, or is required to be disclosed by applicable law or valid order of a court or regulatory authority, provided the disclosing party is given prompt notice where lawful.

GOVERNING LAW

This Addendum shall be governed by and construed in accordance with the laws of without regard to conflict of laws principles.

ENTIRE AGREEMENT

This Addendum, together with the Master Agreement, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes any prior or contemporaneous agreements, proposals or representations. Any amendment must be in writing and signed by authorized representatives of both parties.

NOTICES

Notices shall be delivered in accordance with the notice provisions of the Master Agreement or to the addresses set forth above if not specified elsewhere.

MISCELLANEOUS

Except as expressly modified herein, all other terms and conditions of the Master Agreement remain in full force and effect. In the event of any inconsistency, the terms of this Addendum shall control with respect to the subject matter addressed herein.

Client:

By:

Date:

WEX Provider:

By:

Date:

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What a WEX Addendum Is and when it applies

A WEX Addendum is a supplemental agreement that modifies or adds terms to a primary card program, fleet services, or payment processing contract administered by WEX or a similar program provider. It typically documents updates to pricing, account controls, reporting, dispute processes, or data-sharing permissions without replacing the original master agreement. Organizations use a WEX Addendum to record regulatory compliance measures, clarify billing mechanics, or add cardholder access rules. When completed correctly and executed according to electronic signature laws such as ESIGN and applicable state UETA statutes, the addendum becomes a binding amendment to the original contract.

Why organizations use a WEX Addendum

A WEX Addendum captures focused changes—billing schedules, controls, or data permissions—without renegotiating the master agreement, reducing ambiguity and preserving the existing contractual framework.

Why organizations use a WEX Addendum

Who typically completes and signs a WEX Addendum

Typical users who complete or sign a WEX Addendum include program administrators, finance teams, and vendor legal representatives.

  • Corporate procurement and finance teams managing billing, reconciliation, and dispute resolution for fleet or payment programs.
  • Program administrators who configure account controls, card limits, user roles, and reporting parameters in the platform.
  • Legal and compliance staff reviewing contract modifications, data-sharing clauses, and obligations under federal and state laws.

Signers may include authorized officers or delegated agents; confirm signature authority and entity name to avoid execution defects.

Core elements every professional WEX Addendum should include

Essential parts of a professional WEX Addendum clarify scope, billing, liability, data handling, termination, and signature authority and implementation timelines.

Scope

Define services, eligible cardholder populations, geographical coverage, and any exclusions. Explicit scope prevents disputes about covered transactions and ties operational parameters to billing and reporting obligations.

Pricing

Specify fees, billing frequency, reconciliation process, chargeback and refund rules, and any tiered pricing. Include currency, taxes, and reference to the master agreement pricing schedule.

Controls

Document spending limits, merchant category restrictions, transaction types allowed, card activation requirements, and procedures to modify control parameters with audit trail requirements.

Data & Privacy

State the data elements shared, retention periods, permitted uses, and security measures. Reference compliance obligations such as HIPAA when the addendum involves protected health information.

Liability

Allocate responsibility for fraud, negligence, and operational errors. Include indemnification scope, limitation of liability caps, and insurance requirements if applicable.

Signatures

Identify authorized signers, signature blocks, execution date, and whether electronic signatures are permitted under ESIGN and applicable state UETA statutes.

Required information and field checklist

Full legal name: Exact legal entity name as on formation documents.
Taxpayer identification: TIN or EIN required for tax reporting.
Effective date: Enter as MM/DD/YYYY; controls obligations start.
Account numbers: WEX account and program card IDs.
Billing terms: Payment cycles, fees, and invoicing rules.
Authorized signer: Name and title of signing representative.

Step-by-step: Complete and execute a WEX Addendum

Follow these steps to complete and execute a WEX Addendum accurately and legally using electronic signing where permitted.

  • 01
    Prepare: Gather master agreement, account numbers, and supporting documents.
  • 02
    Draft: Update terms, fees, and operational controls in clear language.
  • 03
    Review: Have legal and finance confirm regulatory and tax implications.
  • 04
    Execute: Sign by authorized parties and record execution date.

How to configure an online WEX Addendum workflow

Configure an online workflow to place fields, set authentication, and automate routing for signer order and reminders.

Field Configuration
Signature Field Required, date-stamp enabled
Initials Field Optional per page
Authentication Email + SMS code recommended
Reminder Schedule 3-day intervals until complete

Where to send and file an executed WEX Addendum

Typical routing for an executed WEX Addendum includes countersignature, copy to finance, and upload to contract repository and merchant onboarding systems.

  • Counterparty: Return signed copy for countersignature within agreed timeframe.
  • Finance: Send invoice details and billing schedule to accounts payable.
  • Contract Repository: Upload final executed PDF with audit trail metadata.
  • WEX Platform: Provision account changes and controls in program portal.

Platform capabilities to support electronic completion

Ensure the signing platform supports secure eSignatures, audit trails, and required authentication levels and document retention export.

  • File formats: PDF, DOCX, and editable templates
  • Authentication: Email, SMS, KBA options
  • Integrations: Salesforce, NetSuite, Google Workspace

Representative use cases for a WEX Addendum

Representative use cases show how organizations incorporate a WEX Addendum to manage billing, controls, and compliance.

Fleet Program Amendment

A regional logistics firm added a WEX Addendum to update per-vehicle spending limits and add merchant category restrictions across its fleet cards.

  • This preserved the master agreement while updating operational controls quickly.
  • They recorded the changes, obtained authorized electronic signatures, and automated the new controls through their program portal, reducing billing disputes and speeding reconciliations across 1,200 active cards.

Healthcare Billing Adjustment

A multi‑clinic provider used a WEX Addendum to change billing workflows and data-sharing permissions for patient-related transactions.

  • The addendum clarified PHI handling and permitted limited data exports.
  • The provider attached a HIPAA-specific data addendum, recorded consent for electronic transactions, and retained the executed addendum with audit metadata for compliance audits.

Practical tips to prepare a clear and enforceable Addendum

Practical tips help avoid execution issues and ensure the WEX Addendum aligns with company controls and legal obligations.

Use the exact legal name
Always use the entity's full legal name as registered with the IRS or state. Abbreviations or 'doing business as' names create mismatches for tax reporting and may delay payment processing or trigger backup withholding.
Clarify billing mechanics
Spell out billing timing, dispute resolution, and chargeback handling. Attach a sample invoice schedule as an exhibit. Clear billing language reduces disputes and supports timely reconciliation between WEX, the program administrator, and payers.
Record consent to eSign
Include a clause confirming parties consent to electronic signatures under the ESIGN Act (15 U.S.C. ch. 96) and applicable state UETA provisions. For consumer-facing transactions, ensure ESIGN consumer disclosure compliance.
Limit attorney review scope
Use standard templates for routine changes and reserve attorney review for material liabilities or regulatory changes. This balances legal risk mitigation with cost control and reduces turnaround time for low-risk amendments.

Timelines and expected processing timeframes

Key timing considerations for executing and processing a WEX Addendum, from drafting to system provisioning and billing cutoffs.

Drafting timeframe:

Allow 3–10 business days for internal drafting and stakeholder review.

Legal review:

Allow 1–5 business days depending on complexity and attorney availability.

Counterparty signature:

Expect 1–7 business days for countersignature; follow up sooner on tight deadlines.

System provisioning:

Allow 2–5 business days to update program controls and account settings.

Billing cycle impact:

Changes may apply next billing period; confirm cutoff dates to avoid proration.

Common mistakes to avoid when preparing a WEX Addendum

  • Using informal names instead of legal entity names causes mismatches with tax reporting and can trigger backups or delays in funding.
  • Failing to state whether electronic signatures are allowed or required can create uncertainty about validity under ESIGN and state law.
  • Omitting data-sharing permissions and security requirements risks regulatory breaches, especially when cardholder or patient data is involved.
  • Not defining change control procedures leads to disputes when fees, controls, or service levels are modified later.

Penalties and practical risks from incorrect or incomplete Addenda

Contract breach: Damages and potential termination remedies.
Billing errors: Delayed payments, disputed charges.
Data exposure: HIPAA or privacy violations risk fines.
Unauthorized signatory: Execution may be voided.
Regulatory noncompliance: Fines and enforcement actions.
Operational disruption: Service suspension and reputational harm.

eSignature plan comparison for executing a WEX Addendum

Compare common eSignature plans for executing and storing a WEX Addendum; signNow appears first for vendor 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, no credit card required Varies by vendor; trial terms differ by plan Varies by vendor; trial terms differ by plan Varies by vendor; trial terms differ by plan Varies by vendor; trial terms differ by plan
Bulk Send Yes 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

FAQs and troubleshooting for WEX Addenda

Answers to common questions about preparing, signing, and storing a WEX Addendum, including eSignature and retention concerns.


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