Contract Suite — How It Works
A disciplined contract suite is the difference between a deal that scales and a deal that leaks. The five documents previewed here work as a system — each one builds on the last, and together they give the Vendor clear legal protection at every stage while giving the Customer a professional, consistent experience. Proposals win the work, the MSA locks in the commercial and legal foundation, the Hardware Sales Agreement governs product sales, the Project Checklist scopes each engagement, and the Subcontractor Agreement protects the chain of custody when field work is delegated. The order matters: skip a step and the next one leaks risk.
Below you'll find representative previews of each document. The first portion of each is shown in full; the remainder is blurred.
When a client chooses to host their document suite with Circular Momentum, every generated contract, every edit, and every approval is captured with full auditability and version control. You get a complete history of who generated which document, who reviewed it, when it was approved, and how it changed over successive revisions — all tied to the template version in force at the time. Templates evolve; your historical record stays intact. That's the foundation for defensible compliance, clean handoffs between sales and operations, and confident negotiation when a customer asks "which version did we sign?"
The five documents
| Document | When used | Signers | Purpose |
|---|---|---|---|
| Proposal / RFP Response | Before any agreement — to win the business | Vendor only (submitted to customer) | Presents services, certifications, pricing, and SLAs. The starting point of every engagement. |
| Master Services Agreement | Once per customer — before any project begins | Vendor + Customer | Governs the entire relationship: liability, confidentiality, data security, payment terms, and dispute resolution. |
| Hardware Sales Agreement | When the Vendor is selling equipment to the customer | Vendor + Customer (Purchaser) | Governs product sales: pricing, title, risk of loss, warranties, and returns. Stands alone or operates as Addendum A to the MSA. |
| Project Checklist / SOW Discovery | Before each individual project — to scope the work | Vendor + Customer | Structured checklist covering onsite/facility work, data destruction, reporting, and logistics. Becomes the basis for the SOW addendum. |
| Subcontractor Agreement | When engaging a field tech or sub for onsite work | Vendor + Subcontractor | Governs any third party performing services on the Vendor's behalf. Protects customer relationships and data obligations. |
Engagement workflow
Every customer engagement follows this sequence. Not every step applies to every deal, but the order is always respected.
| # | Step | Owner | Details |
|---|---|---|---|
| 1 | Qualify the opportunity | Sales | Understand ITAD needs, volume, locations, data-security requirements, and timeline. Confirm fit. |
| 2 | Prepare and submit the Proposal | Sales | Generate the proposal. Customise sections, add pricing and SLAs, submit to the customer. |
| 3 | Proposal Q&A and negotiation | Sales + Customer | Answer questions on scope, certifications, pricing. Never commit to pricing in writing outside the proposal document. |
| 4 | Execute the MSA | Sales + Legal | Signed once per customer; covers all future projects. Both parties sign. |
| 5 | Execute the Hardware Agreement | Sales | If equipment is being sold, execute alongside or shortly after the MSA. |
| 6 | Complete the Project Checklist | Operations + Customer | Confirm services, destruction methods, reporting, site access, and logistics per project. |
| 7 | Execute the SOW Addendum | Operations | Draft and execute the SOW as an addendum to the MSA with scope, fees, timeline, deliverables. |
| 8 | Engage subcontractors | Operations | If a field tech is required, execute the Subcontractor Agreement before they begin. |
| 9 | Execute the project | Operations + Sub | Perform per the SOW. Maintain chain of custody; document all activity in real time. |
| 10 | Deliver closeout documentation | Operations | Certificate of Destruction, chain-of-custody report, asset audit report, settlement report. |
| 11 | Invoice and close | Finance | Invoice per MSA payment terms (Net 30). Archive records for the retention period (minimum 3 years). |
Preview available templates
- Master Services Agreement — Preview
- Hardware Sales Agreement — Preview
- Subcontractor Agreement — Preview
- Project Checklist / SOW Discovery — Preview
- Proposal / RFP Response — Preview
clients.circmo.com to generate, approve, and download complete populated contracts — with full audit history retained for every version.