Documents in the B2B: what is important to know when providing services
In this article, I will talk about the key documents required in the B2B when providing services. In the B2B sphere, it is important to pay attention to the key points of the entire transaction cycle with clients.
Commercial offer
At the stage of negotiations with clients before concluding a contract, it is advisable to prepare a commercial proposal, drawn up on a company letterhead. This document should contain clear information about the cost and terms of services or delivery of goods, including price ranges. It is important to note that there are two main types of documents: information letters and commercial proposals; the latter are more specific.
Agreement as a basis for cooperation
When providing services to a business, it is mandatory to conclude a contract in accordance with the Civil Code of the Russian Federation. You can use either a template or an individually developed contract. However, I recommend avoiding standard templates, since each business has its own characteristics.
Note
In micro-transactions, in some cases it is possible and advisable to use an invoice agreement.
Taking into account nuances and risks
Each company has unique nuances due to the specifics of the business and services. These points must be recorded in the contract. Consider possible risks that may affect the cost of services.
For example, if the client delays the provision of materials, this can lead to downtime and financial losses. It is necessary to pre-specify in the contract the conditions concerning such situations as the possibility of suspending the project or imposing penalties for delay.
Maintaining communication with the client
It is important to monitor communication with the client during the provision of services. In the contract, define those responsible, communication channels and methods for confirming the agreements reached in order to avoid misunderstandings.
Contacting a lawyer
It is best to consult a lawyer who understands the specifics of your business to draft the contract. A competent specialist will take into account all the nuances, unlike a lawyer who is not familiar with your field and will probably offer a template approach.
Signing the contract
Once the contract has been agreed upon and signed by both parties, you can begin work. It is important to remember that the lack of properly executed documents can lead to negative consequences – both for customer relations and during inspections by regulatory authorities.
Follow these recommendations to ensure legal protection of your business and minimize risks.
Invoicing
After signing the contract, you issue an invoice. You can use online banking or create an Excel document using a free template from the Internet. Signing documents can be done using different algorithms. If your contract specifies that scanned copies are legally binding, this will facilitate the process of exchanging documents.
Invoices can also be issued with an appendix to the contract. If you have a framework agreement, it may include additional appendices with specific services or specifications.
Certificate of completion of work
After each stage of work is completed, you should sign the acts of work performed. For example, in a website development project, there may be such stages as creating a technical task, prototypes, design, etc. Intermediate acts must be signed after each stage of work is completed to avoid claims in the future.
When the project is finally completed, you should also sign the final act with the client. It is recommended to exchange original documents for final legal clarity.
These steps will help you structure the process of working with clients and ensure the legality of all transactions. Keep track of the documentation, and your business will be safe!
Effective work with documents in B2B: Electronic signature and offer
In addition to the above, you can simplify work with documents in the B2B sphere.
Electronic signature
Having an electronic signature (ES) significantly simplifies the process of working with services. ES allows you to quickly and securely sign documents without the need for physical presence.
Framework agreement
For regular customers, it is useful to have a framework agreement. This will reduce the time it takes to issue invoices and simplify the process if clarifications or additional work are needed. The agreement can include appendices with details of the services to be performed or product specifications, as well as invoices and bills.
Offer Agreement
If you work under an offer and place it on the official website, this also simplifies the process. Invoices must indicate specific services, referring to the relevant offer. It is important that the acts of work performed refer to this offer, which will confirm your obligations to the client.
Taking into account the specifics of the business
To avoid a template approach, and therefore financial losses, it is important that your documents take into account the specifics of your activities. If in the process of work you notice that some risks have not been taken into account, contact a lawyer. He will help make the necessary changes, which will reduce the likelihood of unnecessary claims and financial costs in the future.