This article shows you how to set up a Spepped rental agreement as a contract in Contractpedia.
A Stepped Rental Agreement is a rental contract where the rent amount changes at predefined intervals—for example, one price in Year 1, a different price in Year 2, and so on. These step changes are agreed in advance and form part of the contract terms.
In Contractpedia, you can easily set up these stepped fees by adding multiple recurring fees with different billing start and end dates. This ensures that the changing payments are calculated correctly and that automatic renewals use the appropriate fee.
Follow the steps below to fill in each section correctly.
General information #
Contract name:
Enter the name, e.g “Stepped Rental Agreement”.
Company name:
Select the landlord name. You can create it quickly using Add new if needed.
Status:
Select Active if the rental agreement is currently valid.
Category:
Choose Office rent, 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:
Not typically relevant for a rental agreement, so you can skip this.
(Useful when linking devices, SIM cards, photocopiers, etc.)
Dates & periods #
Start date:
Select the start date of the rental agreement.
Expiration type:
Choose Fixed period.
Contract period:
Enter the duration, e.g. 3 years.
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 rental agreement renews automatically. (e.g. 12 months).
Termination notice:
Select the notice period specified in your agreement, e.g. 3 months.
This is the period before the end date during which you must notify the landlord if you wish to cancel.
Renewal limit:
Usually left blank for rental agreements.
(Use it only if the contract can renew a limited number of times)
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 landlord).
Fee name:
Add one or more fees. You can add your rent fee(s), deposit, or any other charges.
Amount:
Enter the amount, e.g. 1900 for €1,900 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 you don’t enter a date, billing starts on the contract start date. Use this when the rent changes from one period to another. For example, if you pay one amount in Year 1 and a different amount in Year 2, set a Billing start date for the Year 2 fee so Contractpedia knows when the new rate begins.
Billing end date:
Optional. Use this when a fee only applies for a specific period. Enter a Billing end date for the Year 1 fee, then add the Year 2 fee with its own Billing start date. If you leave the Billing end date blank, the fee continues and will be used for the automatic renewal period.
(In case a 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 payment 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 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.
Couldn’t find what you were looking for? Submit a support request