Contract setup guides
Microsoft 365 [EXPENSE]
Last Updated: December 16, 2025This article shows you how to set up a Microsoft 365 subscription as a contract in Contractpedia. 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 “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. Couldn’t find what you were looking for? Submit a support request
CRM subscription [EXPENSE]
Last Updated: December 18, 2025This article shows you how to set up a CRM subscription as a contract in Contractpedia. Popular Customer Relationship Management (CRM) tools include Insightly, Capsule CRM, Pipedrive, Salesforce, and HubSpot. Whether you use one of these or another CRM platform, you can follow this guide to create your CRM subscription as a contract in Contractpedia. 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 “CRM Subscription”. Company name: Select your supplier, or click Add new to quickly create it. Status:Select Active if the subscription is ongoing. Category: Choose Software or Subscpription, 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 or Administration. Linked assets: Not typically relevant for a CRM subscription, so you can skip this. (This field is mainly used for physical assets such as devices, SIM cards, or photocopiers.) Dates & periods Start date: Select the CRM 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, the end date will be calculated automatically. You can leave it as it is. Automatic renewal: Select the renewal period if your CRM subscription 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 you must notify your supplier if you want to cancel. Renewal limit: Usually left blank for CRM 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 the supplier). 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. 1500 for €1,500 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 leave this field blank, Contractpedia will use the contract start date. Use a Billing start date when a fee begins later than the contract start. For example, if you pay for 5 subscription licences during the first 12 months, and then 4 licences during the next 12 months, enter a Billing start date for the second fee so Contractpedia knows when the new fee begins. See the screenshot above for a real example. Billing end date: Optional. Use this when a fee applies only for a specific period. This is helpful when licence counts or prices change between billing cycles. Continuing the example above: set a Billing end date for the first 12-month licence fee, then add a new fee for the next period with its own Billing start date. If you leave the Billing end date blank, the fee continues and will also apply during the automatic renewal period. See the screenshot above for a real example. (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 a CRM subscription. 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.). Optional – not required. 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 automatically. 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
Lease contract [EXPENSE]
Last Updated: December 18, 2025This article shows you how to set up a Lease contract in Contractpedia. A Lease contract is an agreement where you make regular payments to use an asset—such as a car, machine, or piece of equipment—for a fixed period of time. The payments, duration, included services, and responsibilities are defined in the lease terms. In this example, we will use a Car Lease contract, but the steps are the same for any other type of leased asset. 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 “Company Car Lease”. Company name: Select the lessor. You can create it quickly using Add new if needed. Status:Select Active if the lease contract is currently valid. Category: Choose Car leasing, 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: If you wish, you can link one or more specific assets to this contract (e.g. a VW Golf). To link an asset, first create it under Assets, then return to the contract and select it from the Linked assets field. If you don’t need to track the asset in Contractpedia, you can simply leave this field blank. Dates & periods Start date: Select the start date of the lease contract. Expiration type: Choose Fixed period. Contract period: Enter the duration, e.g. 48 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 lease contract renews automatically. (e.g. 12 months). Termination notice: Select the notice period specified in your contract, e.g. 3 months. This is the period before the end date during which you must notify the lessor if you wish to cancel. Renewal limit: Usually left blank for lease contracts. 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 lessor). Fee name: Add one or more fees. You can add your monthly, annual or other charges (e.g. residual value, maintenance fees). Amount: Enter the payment amount, e.g. 400 for €400 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—for example, a residual value payment due at the end of the lease. This tells Contractpedia exactly when the fee is scheduled to occur. 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. (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 lease contract. When finished, click Save. Couldn’t find what you were looking for? Submit a support request
Stepped rental agreement [EXPENSE]
Last Updated: December 18, 2025This 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. 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 “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
Insurance policy [EXPENSE]
Last Updated: December 18, 2025This article shows you how to set up an Insurance policy as a contract in Contractpedia. 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 “Insurance Policy Contract”. Company name: Select the insurance company, or click Add new to quickly create it. Status:Select Active if the contract is ongoing. Select Archived or Terminated if the policy has expired or been terminated Category: Choose Insurance, 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: This field is optional. If the insurance policy covers a specific asset, you can link it here. Examples: If the insurance is not tied to a specific asset, such as general liability insurance, business interruption insurance, or professional indemnity, linking an asset is not necessary. Dates & periods Start date: Select the start date of the insurance policy 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 you must notify the insurance company if you want to cancel. Renewal limit: Usually left blank for insurance policies. Some commercial policies may have limited renewals; fill in if applicable. (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 the insurance company). Fee name: Enter your annual premium and any additional fees (e.g., administration fee, policy fee, or tax). You can add multiple fees if applicable. Amount: Enter the amount, e.g. 3600 for €3600 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. 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 this box if the payment amount can vary (e.g., index-linked or usage-based premiums). 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. Couldn’t find what you were looking for? Submit a support request
Customer contract [INCOME]
Last Updated: December 18, 2025This 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. Couldn’t find what you were looking for? Submit a support request
Data processing agreement [NON-MONETARY]
Last Updated: December 18, 2025This article shows you how to set up a Data Processing Agreement (DPA) or another non-monetary agreement in Contractpedia. These agreements do not involve payments but still require tracking for compliance, responsible persons, and renewal or termination dates. A DPA is a non-monetary agreement in which a supplier or service provider processes personal data on your behalf. It defines the responsibilities of both parties to ensure data is handled securely and in compliance with applicable laws, such as GDPR. Tracking DPAs in Contractpedia helps you manage start and end dates, monitor termination notice periods, and store related documents in one central place. 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 “Data Processing Agreement”. Company name: Select the supplier. You can create it quickly using Add new if needed. Status:Select Active if the agreement is ongoing. Category: Choose Legal, 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 agreement belongs to. If your company has a single location, simply use one called Main Location. Department: Type the department responsible, e.g. Administration. Linked assets: Usually left blank for non-monetary contracts, such as data processing agreements. Dates & periods Start date: Select the start date of the agreement. Expiration type: Choose No fixed period. Most DPAs are open-ended as long as the service relationship exists. No fixed period (open-ended) contracts continue indefinitely until terminated. Contract period: For No fixed period (open-ended) contracts, this field is not applicable. End date: For No fixed period (open-ended) contracts, this field is not applicable. 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 agreement. Renewal limit: For No fixed period (open-ended) contracts, this field is not applicable. Denunciated: Skip this unless the contract is being terminated. If so, enter the Actual termination date and Actual expiration date Financial information Type: Select Non-monetary (this contract is not related to money). Index terms: You can skip this field. Payment terms: You can skip this field since this is a non-monetary contract. 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, it is not possible to enable automatic to-dos, because the contract does not have a 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: This allows you to monitor and manage ongoing contracts even when they do not have automatic reminders. 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
Printing/Copier Service [EXPENSE]
Last Updated: December 16, 2025This 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. Couldn’t find what you were looking for? Submit a support request
Cloud storage [EXPENSE]
Last Updated: December 16, 2025This article shows you how to set up a Cloud storage contract in Contractpedia. 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 “Cloud Storage Services”. Company name: Select the supplier, or click Add new to quickly create it. Status:Select Active if the contract is ongoing. Category: Choose IT & Cloud, 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. Linked assets: Not typically relevant for cloud storage contracts, so you can skip this. (Useful when linking devices, SIM cards, photocopiers, etc.) 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. 60 days. This is the period before the end date during which you must notify your supplier if you want to cancel. Renewal limit: Usually left blank for cloud storage contracts. (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 the supplier). Fee name: Add one or more fees. Amount: Enter the amount, e.g. 3600 for €3600 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. 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 a 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 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. Couldn’t find what you were looking for? Submit a support request
Service level agreement [EXPENSE]
Last Updated: December 22, 2025This article shows you how to set up a Service Level Agreement (SLA) as a contract in Contractpedia. An SLA is a contract that defines the level of service a supplier commits to deliver to you as a customer. It typically covers ongoing services such as IT support, maintenance, or managed services, and specifies service levels, fees, uptime, and the contract period. Go to Contracts → ➕ Add new contract and follow the steps below to fill in each section correctly. General information Contract name: Enter the name, e.g “Service Level Agreement (SLA)”. Company name: Select the supplier, or click Add new to quickly create it. Status:Select Active if the contract is ongoing. Category: Choose IT & Cloud, 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. Linked assets: Not typically relevant for an SLA, so you can skip this. (Useful when linking devices, SIM cards, photocopiers, etc.) 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, the end date will be calculated automatically, so 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. 3 months. This is the period before the end date during which you must notify your supplier if you want to cancel. Renewal limit: Usually left blank for an SLA. (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 the supplier). Fee name: Add one or more fees. Amount: Enter the amount, e.g. 2000 for €2000 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, the contract start date is used automatically Use a Billing start date when the fee begins later than the contract start date. 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. Couldn’t find what you were looking for? Submit a support request
No fixed period (Open ended) [EXPENSE]
Last Updated: December 16, 2025This 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: 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. Couldn’t find what you were looking for? Submit a support request
Website Hosting + Domain [EXPENSE]
Last Updated: December 16, 2025This article shows you how to set up a Hosting and domain service as a contract in Contractpedia. 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 “Website Hosting & Domain”. Company name: Select your supplier, or click Add new to quickly create it. Status:Select Active if the contract is ongoing. Category: Choose Internet, 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. Linked assets: Not typically relevant for hosting/domain contracts, so you can skip this. (Useful when linking devices, SIM cards, photocopiers, etc.) Dates & periods Start date: Select the start date of the contract. Expiration type: Choose Fixed period. Contract period: Enter the duration, e.g. 24 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. 24 months). Termination notice: Select the notice period from your contract, e.g. 30 days. This is the period before the end date during which you must notify your supplier if you want to cancel. Renewal limit: Usually left blank for hosting/domain contracts. (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 the supplier). Fee name: Add one or more fees. Useful if you pay separately for: Amount: Enter the amount, e.g. 150 for €150 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.Typical hosting/domain examples: This lets your calculations match the real-world billing timeline. 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. Common use cases: (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 hosting/domain contracts. Tick only when a 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 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. Couldn’t find what you were looking for? Submit a support request