Contract types
Insurance policy
Last Updated: December 4, 2025This article shows you how to set up an Insurance policy as a contract in Contractpedia. 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
Website Hosting and Domain
Last Updated: December 1, 2025This article shows you how to set up a Hosting and domain service as a contract in Contractpedia. 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
Lease contract
Last Updated: December 1, 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. 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 if a fee starts during a specific, for example, the residual value of the car at the end of the lease. 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. (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
Last Updated: December 1, 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. 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
Microsoft 365 Subscription
Last Updated: December 1, 2025This 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. Couldn’t find what you were looking for? Submit a support request