This article shows you how to set up an office cleaning contract in Contractpedia.
This is an agreement with a cleaning company to regularly clean your office premises. Typically, the supplier charges a fixed monthly or quarterly fee based on the size of the premises and the frequency of cleaning, and may include additional services such as window cleaning or supply of consumables (soap, paper towels, etc.).
Go to Contracts → ➕ Add new contract button and follow the steps below to fill in each section correctly.
General information #
Contract name:
Enter the name, e.g “Office Cleaning Service”.
Company name:
Select the cleaning company. You can create it quickly using Add new if needed.
Status:
Select Active if the contract is ongoing.
Category:
Choose Cleaning, or create a new category via Add new.
Contract number:
Enter your internal reference number if you use one; otherwise leave it blank.
Connections #
Responsible person:
Select the person who manages the contract, or create one using Add new.
To receive automatic to-dos and reminders, this person must be a Contractpedia user. Make sure their person record is linked to their user account.
Location:
Choose the location this contract belongs to.
If your company has a single location, simply use one called Main Location.
Department:
Type the department responsible, e.g. Administration, or Facilities.
Linked assets:
Not typically relevant for a cleaning contract, so you can skip this.
(Useful when linking devices, vehicles, or equipment covered by a contract.)
Dates & periods #
Start date:
Select the start date of the cleaning contract.
Expiration type:
Choose Fixed period.
Contract period:
Enter the duration, e.g. 12 months.
End date:
If you selected a contract period, this will be calculated automatically and you can ignore this field.
Automatic renewal:
Select the renewal period if your cleaning contract renews automatically. (e.g. 12 months).
Termination notice:
Select the notice period from your contract, e.g. 30 days.
This is the period before the end date during which you must notify the cleaning company if you wish to cancel.
Renewal limit:
Usually left blank for cleaning contracts.
(Use this field only if the contract can renew a limited number of times. For example, entering 1 means the contract can be renewed once.)
Denunciated:
Skip this unless the contract is being terminated. If relevant, enter the Actual termination date and Actual expiration date.
Financial information #
Type:
Select Expense (you pay the cleaning company).
Fee name:
Add one or more fees. You can add your monthly cleaning fee, plus any additional charges (e.g. window cleaning, consumables, one-time deep cleaning).
Example: Monthly cleaning – paid monthly; Window cleaning – paid quarterly; Consumables (soap, paper towels) – paid monthly.
Amount:
Enter the payment amount, e.g. 500 for €500 per month.
Period and period type:
Set how often the fee recurs.
One-time → Once
Monthly → 1 | Month
Yearly → 1 | Year (or 12 | Month)
Billing start date:
Optional. If left blank, billing starts on the contract start date. Use this field if a fee starts at a specific time that differs from the contract start—for example, a quarterly window-cleaning charge that begins later than the main contract.
Billing end date:
Optional. Use this if a fee applies only for a limited period. Enter both a Billing start and a Billing end date. If the Billing end date is left blank, the fee continues and will be used for the automatic renewal period.
In case a last payment occurs after the contract end date, set a Billing end date so it is included in calculations.
Estimated value:
Tick only if payment varies, for example if the fee depends on hours worked or extra services requested that month.
Index terms:
Informational only. Enter any indexation details if relevant.
Payment terms:
Describe how and when payments should be made (e.g. Net 30, Pay within 10 days, etc.).
Files #
Attachments:
Upload related documents via drag-and-drop or by selecting files.
External links:
Add links to documents stored on cloud platforms or servers (press Enter to add each link).
To-do #
Create automatic to-dos:
Keep this box checked to enable automatic-renewal to-do reminders. You don’t need to fill in any to-do details — the system will create them and assign them to the Responsible person. You can add extra to-dos if you want.
Comments #
Comments field:
Optionally add internal notes about this contract.
When finished, click Save.
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