Software Maintenance Agreement Get Form

Use a Software Maintenance Agreement Template Get Sample template to make your document workflow more streamlined.

What this software maintenance agreement covers

A Software Maintenance Agreement defines the support, updates, fixes, service levels, fees, and responsibilities governing ongoing software maintenance. It usually identifies the software or license, maintenance term, covered services, exclusions, response commitments, renewal terms, and authorized representatives. Upload the completed agreement to signNow, let the platform detect fillable fields, review each provision, route it to the parties, and preserve the signed document with its audit trail. ESIGN and UETA generally recognize qualifying electronic signatures for U.S. business transactions.

How to complete this agreement online

Follow the document-specific signNow workflow from upload through field review, signature routing, completion, and evidence storage.

Upload document: Upload the Software Maintenance Agreement to signNow.
Add fields: Use automatic detection, then place missing fields.
Send for signature: Enter signer roles and send the agreement.
Store evidence: Review the signed agreement and audit trail.

Field detection

Upload the negotiated maintenance agreement and use detected fields as a starting point, reducing manual placement work while preserving control over signatures, dates, initials, and approvals.

Role-based routing

Route the agreement to the software provider, customer, procurement contact, or authorized representative in the required order, with each signer receiving only assigned fields.

Audit trail

Capture signing events, timestamps, signer activity, and document history so the completed agreement has supporting evidence under an ESIGN and UETA workflow.

Reusable templates

Use reusable templates for recurring maintenance agreements while updating software names, service levels, renewal terms, fees, and customer-specific exclusions before sending.

Mobile signing

Sign from supported mobile apps when maintenance agreements require field or customer approvals away from a desk, including workflows handled by consultants and service teams.

Business integrations

Connect completed agreements with Salesforce, NetSuite, Google Drive, Box, or Procore workflows when contract records must remain available in operational systems.

Who benefits from this agreement workflow

Software consultants, managed service providers, and enterprise technology teams use this form to document ongoing maintenance responsibilities and approvals.

Solo software consultants can use a reusable maintenance agreement template to define update scope, response expectations, fees, and customer approvals without managing paper copies separately.
Managed service providers can route customer maintenance agreements through designated representatives, preserve signer evidence, and connect completed contracts to CRM or cloud-storage records.
Enterprise technology teams can use controlled templates, advanced signer authentication, integrations, and audit trails for agreements covering multiple business units and software environments.

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Setting	Recommendation
Authentication method	Email link with SMS authentication
Signature type	Electronic signature with signer intent
Audit trail	Capture timestamps, IP, and action history
Document retention	Retain signed agreement and certificate per policy
Encryption and provisioning	AES-256 storage with controlled user access

Signer authentication:

Records the signer’s email authentication or configured verification event.

Timestamp capture:

Captures the exact time for each agreement action.

Document identification:

Associates the signed document with its generated record.

Tamper-evident sealing:

Preserves completed content through tamper-evident document history.

Action history:

Logs views, field completion, signing, and routing actions.

Audit-trail export:

Allows authorized users to retrieve or export evidence.

Security controls for signed agreements

Transport security:

Encrypted in transit with TLS

Stored data:

Encrypted at rest with AES-256

Security certification:

SOC 2 Type II certification

Information security:

ISO 27001 certification

Electronic signing:

ESIGN and UETA compliant

Health data:

HIPAA compliance with BAA

Integrations for agreement workflows

Connect agreement signing with CRM, ERP, cloud storage, and project systems to route maintenance contracts and preserve completed records in the operating workflow.

Features	signNow	DocuSign	Adobe Sign	PandaDoc	Dropbox Sign
Starting price	$8/user/month annually	Not verified	Not verified	Not verified	Not verified
Free trial	7 days, no card required	Not verified	Not verified	Not verified	Not verified
Bulk send	Business Premium includes bulk send	Not verified	Not verified	Not verified	Not verified
Audit trail	Business plan includes audit trails	Not verified	Not verified	Not verified	Not verified
HIPAA compliance	Available with BAA requirement	Not verified	Not verified	Not verified	Not verified

Best practices for this agreement

Careful field placement, signer control, authentication, and record preservation reduce disputes about the maintenance obligations and signing history.

Confirm every maintenance term before sending

Upload the final agreement version before adding fields. Confirm the software name, covered maintenance services, term, fees, renewal language, exclusions, service levels, and signer roles match the negotiated document.

Match fields to authorized signers

Assign separate fields for each party’s signature, printed name, title, date, initials, and approval. Use role-based routing when the agreement requires an authorized business representative before the customer or vendor signs.

Increase authentication for sensitive access

Require stronger authentication when the agreement grants access to source code, production systems, confidential data, or service credentials. Use SMS authentication or Enterprise signer-authentication controls according to the risk.

Preserve the signed record and audit trail

Download the completed agreement and audit trail after signing, then store both under the contract record. Restrict access to authorized personnel and preserve the final version without overwriting the evidence file.

Retention periods for agreement records

A maintenance agreement has no single universal federal retention period; apply the rule tied to the transaction, industry, and record category.

Three years from tax filing

IRC §6501(a) requires three years from filing for applicable federal tax records.

Six years for major understatement

Records involving a 25% or greater income understatement require six years under IRC §6501(e).

Six years for HIPAA records

HIPAA-covered records require six years from creation or last effective date under 45 CFR §164.530(j).

Six years for broker records

Broker-dealer books and records require six years under 17 CFR §240.17a-4.

Thirty years for exposure records

OSHA exposure records require 30 years under 29 CFR §1910.1020.

Software maintenance agreement troubleshooting

Use these answers to resolve field, signature, authentication, plan, and record-handling questions for this agreement.

Upload the agreement as a PDF or supported document, then use signNow’s field detection and editor to place signature, date, and approval fields manually where needed.

The Business plan includes legally binding eSignatures, templates, and audit trails at $8/user/month with annual billing. Business Premium adds bulk send, while Enterprise adds conditional and formula fields.

A signed agreement can generally use electronic signatures under ESIGN and applicable state law when intent, consent, signer attribution, and record retention are established. Contract parties should confirm industry-specific requirements.

For consumer-facing transactions, obtain the electronic-record consent required by ESIGN, including access to the electronic format and information about withdrawing consent. Store the disclosure with the completed agreement.

Use signNow’s SMS authentication or stronger signer-authentication options when identity risk warrants it. Enterprise includes advanced signer authentication; the audit trail records authentication and signing events.

Business and Business Premium include 100 signature invites per user annually, with overage fees. The Site License uses $1.50 per signature invite and is designed for usage-based deployment.

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