This article shows you how to set up a No fixed period (also known as Open ended) contract in Contractpedia.
These contracts differ from contracts that have a fixed period because, while they have a defined start date, they do not have a specific end date. Instead, they continue indefinitely until either party decides to terminate the agreement. Termination clauses are typically included, specifying the notice period required to cancel the contract.
Some common examples of No fixed period contracts include subscriptions to software services, office equipment leases, and ongoing outsourcing agreements, where services are provided on a rolling basis without a fixed period.
Go to Contracts → ➕ Add new contract button and follow the steps below to fill in each section correctly.
General information #
Contract name:
Enter the contract name, in this example we entered “No fixed period (Open ended)”.
Company name:
Select the company the contract is made with. You can quickly create a new company using Add new.
Status:
Select Active if the contract is ongoing.
Category:
Choose the correct category, or create a new one 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 Finance.
Linked assets:
Link devices 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 No fixed period. This means the contract continues indefinitely until terminated.
Contract period:
Not applicable for No fixed period (open-ended) contracts.
End date:
Not applicable for No fixed period (open-ended) contracts.
Automatic renewal:
For No fixed period (open-ended) contracts, this field is not applicable.
Termination notice:
Select the notice period specified in your contract, e.g. 30 days. This is the notice period required to terminate the contract.
Renewal limit:
Not applicable for No fixed period (open-ended) contracts.
Denunciated:
Skip this unless the contract is being terminated. If so, enter the Actual termination date and Actual expiration date
Financial information #
Type:
Select Expense if you pay money or Income if you receive money.
Fee name:
Add one or more fees.
Amount:
Enter the amount, e.g. 100 for €100 per year.
Period and period type:
Set how often the fee recurs. Examples:
One-time → Once
Monthly → 1 | Month
Yearly → 1 | Year (or 12 | Month)
Billing start date:
If left blank, Contractpedia will use the contract start date. Use a Billing start date when a fee begins later than the contract start.
Example: If you pay for 5 subscription licences during the first 3 months, and then 4 licences during the next 6 months, enter a Billing start date for the second fee so Contractpedia knows when the new fee begins.
Billing end date:
Optional. Use this when a fee applies only for a specific period, such as when licence counts or prices change.
Continuing the example above: Set a Billing end date for the first 3-month fee, then add a new fee for the next 6-month period with its own Billing start date. If you leave the Billing end date blank, the fee continues indefinitely.
Estimated value:
Tick this only when the 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 by selecting files.
External links:
Add links to documents stored on cloud platforms or servers (press Enter to add each link).
To-do #
Create a to-do:
For No fixed (open-ended) contracts, automatic to-dos cannot be enabled because there is no fixed end date or renewal.
However, you can still create manual to-dos to track important actions. For example, you can set up a to-do to review the contract at any time:
- Assign the to-do to the Responsible person
- Select Review contracts as the category
- Choose a Priority (e.g., Medium)
- Set a Due date
This helps you monitor and manage ongoing contracts even without automatic reminders.
Comments #
Comments field:
Optionally add internal notes about this contract.
When finished, click Save.
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