This article shows you how to set up a Copier/Printer (Managed Print Service) contract in Contractpedia.
This is an agreement in which a supplier provides and maintains your printers and multifunction devices. Typically, the supplier charges a monthly or quarterly fee based on the number of printed pages—both black-and-white and color—and often includes services such as toner supply, maintenance, device replacement, and remote monitoring.
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 “Printing/Copier Service”.
Company name:
Select the supplier. You can create it quickly using Add new if needed.
Status:
Select Active if the contract is ongoing.
Category:
Choose Office supplies, 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 Finance.
Linked assets:
Link devices here only if they are part of the Copier/Printer contract (e.g., specific copiers or multifunction printers maintained by the supplier). To link an asset, first create it under Assets, then select it from the Linked assets field.
If the contract covers general print services without specifying individual devices, you can leave this field blank.
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, this will be calculated automatically and you can ignore this field.
Automatic renewal:
Select the renewal period if your contract renews automatically. (e.g. 12 months).
Termination notice:
Select the notice period specified in your contract, e.g. 60 days.
This is the period before the end date during which you must notify the supplier if you wish to cancel.
Renewal limit:
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 so, 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 associated with this contract. This can include one-time fees (e.g., installation), recurring fees (monthly, quarterly, or annual), or usage-based fees (e.g., overages for extra pages).
Even if the exact amount of a fee isn’t known yet—such as volume-based charges—you can still add it and tick the Estimated value checkbox.
Example: Installation fee – paid once; Copier lease – paid monthly; Maintenance and service – paid monthly; Consumables – paid monthly; Overages – paid monthly or quarterly depending on the contract.
Amount:
Enter the payment amount, e.g. 80 for €80 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. This tells Contractpedia when the fee occurs.
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.
If the last payment occurs after the contract end date, set a Billing end date so it is included in calculations.
Estimated value:
Tick this only if a payment varies, for example if the exact amount of a fee isn’t known yet—such as volume-based charges.
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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