This article shows you how to set up a CRM subscription as a contract in Contractpedia.
Popular Customer Relationship Management (CRM) tools include Insightly, Capsule CRM, Pipedrive, Salesforce, and HubSpot. Whether you use one of these or another CRM platform, you can follow this guide to create your CRM subscription as a contract in Contractpedia.
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 “CRM Subscription”.
Company name:
Select your supplier, or click Add new to quickly create it.
Status:
Select Active if the subscription is ongoing.
Category:
Choose Software or Subscpription, 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. IT or Administration.
Linked assets:
Not typically relevant for a CRM subscription, so you can skip this.
(This field is mainly used for physical assets such as devices, SIM cards, or photocopiers.)
Dates & periods #
Start date:
Select the CRM subscription start date.
Expiration type:
Choose Fixed period.
Contract period:
Enter the duration, e.g. 12 months.
End date:
If you selected a contract period, the end date will be calculated automatically. You can leave it as it is.
Automatic renewal:
Select the renewal period if your CRM subscription 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 your supplier if you want to cancel.
Renewal limit:
Usually left blank for CRM subscriptions.
(Used only if a contract can renew a limited number of times)
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 supplier).
Fee name:
Add one or more fees. Useful if licence numbers change over time. If unchanged, enter something like “Subscription licences”.
Amount:
Enter the amount, e.g. 1500 for €1,500 per year.
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 you leave this field blank, Contractpedia will use the contract start date. Use a Billing start date when a fee begins later than the contract start.
For example, if you pay for 5 subscription licences during the first 12 months, and then 4 licences during the next 12 months, enter a Billing start date for the second fee so Contractpedia knows when the new fee begins. See the screenshot above for a real example.
Billing end date:
Optional. Use this when a fee applies only for a specific period. This is helpful when licence counts or prices change between billing cycles.
Continuing the example above: set a Billing end date for the first 12-month licence fee, then add a new fee for the next period with its own Billing start date. If you leave the Billing end date blank, the fee continues and will also apply during the automatic renewal period. See the screenshot above for a real example.
(If your last payment occurs after the contract end date, set a Billing end date so it is included in calculations.)
Estimated value:
Usually not needed for a CRM subscription.
Tick only when payment varies (e.g. fluctuating user count).
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.). Optional – not required.
Files #
Attachments:
Upload related documents via drag-and-drop or file selection.
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 automatically. 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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