This article is intended for users who want to set up a customer contract (i.e. a contract with a client) in Contractpedia that generates income.
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 “Customer Contract (Income)”.
Company name:
Select the customer, or click Add new to quickly create it.
Status:
Select Active if the contract is ongoing.
Category:
Choose Income, 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. Sales.
Linked assets:
Link assets if they are part of the contract. This is mainly used for physical assets such as devices, SIM cards, photocopiers, etc.
To link an asset, first create it under Assets, then select it in Linked assets.
Dates & periods #
Start date:
Select the start date of the contract.
Expiration type:
Choose Fixed period.
Contract period:
Enter the duration, e.g. 12 months.
End date:
If you selected a contract period, you can ignore this field.
Automatic renewal:
Select the renewal period if the 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 a cancellation notification should be sent.
Renewal limit:
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 Income (your customer pays you).
Fee name:
Add one or more fees.
Amount:
Enter the amount, e.g. 500 for €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 don’t enter a date, it will automatically use the contract start date.
Use a Billing start date when the fee begins later than the contract start date. In this example we have a Renewal fee that begins on 1 January 2025.
Billing end date:
Optional. Use this for example when a fee stops before the contract ends. If you leave Billing end date empty, the fee continues and will also be used during automatic renewals.
(If your last payment occurs after the contract end date, set a Billing end date so it is included in calculations.)
Estimated value:
Tick only if the payment amount varies.
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 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. 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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