This article shows you how to set up a Microsoft 365 subscription as a contract in Contractpedia. Follow the steps below to fill in each section correctly.
General information #
Contract name:
Enter the name, e.g “Microsoft 365 Subscription”.
Company name:
Select Microsoft, or click Add new to quickly create it.
Status:
Select Active if the subscription is ongoing.
Category:
Choose Software, 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, Administration, or Finance.
Linked assets:
Not typically relevant for a Microsoft 365, so you can skip this.
(Useful when linking devices, SIM cards, photocopiers, etc.)
Dates & periods #
Start date:
Select the Microsoft 365 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, you can ignore this field.
Automatic renewal:
Select the renewal period if your Microsoft 365 subscription renews automatically. (e.g. 12 months).
Termination notice:
Select the notice period from your contract, e.g. 60 days.
This is the period before the end date during which you must notify Microsoft if you want to cancel.
Renewal limit:
Usually left blank for Microsoft 365 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 Microsoft).
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. 1000 for €1,000 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.
Billing end date:
Optional. Useful when licence counts change and one billing cycle ends and another begins.
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 Microsoft 365.
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.).
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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