Contracts¶
Contracts document your vendor agreements—software licenses, maintenance contracts, SaaS subscriptions, and service agreements. Track key dates, costs, renewal terms, and link contracts to your OPEX items for complete cost visibility.
Getting started¶
Navigate to Budget Management → Contracts to see your contract registry. Click New to create your first entry.
Required fields: - Name: A recognizable contract name - Supplier: The vendor providing the service - Start Date: When the contract begins - Duration: Contract length in months
Strongly recommended: - Company: Which company signed the contract - Yearly Amount: The annual contract value - Currency: Contract currency - Auto-renewal: Whether the contract renews automatically - Notice Period: How many months notice required to cancel
Tip: The system automatically calculates the end date and cancellation deadline based on your start date, duration, and notice period.
Working with the list¶
The Contracts grid provides an overview of all your vendor agreements.
Default columns: - Contract: Contract name (click to open workspace) - Supplier: The vendor - Company: The contracting entity - Start: Contract start date - Duration (m): Length in months - Auto-renewal: Whether the contract auto-renews - Notice (m): Notice period in months - End: Calculated end date - Cancel by: Cancellation deadline (end date minus notice period) - Yearly amount: Annual contract value - Curr: Currency - Billing: Billing frequency (Monthly, Quarterly, Annual, Other) - Linked OPEX: Number of linked OPEX items
Additional columns (via column chooser): - Task: Latest task for this contract
Default sort: By cancellation deadline (ascending), so contracts requiring action soon appear first.
Actions:
- New: Create a new contract (requires contracts:manager)
- Import CSV: Bulk import contracts (requires contracts:admin)
- Export CSV: Export to CSV (requires contracts:admin)
The Contracts workspace¶
Click any row to open the workspace. It has four tabs:
Overview¶
The Overview tab captures the contract's identity and key terms.
What you can edit: - Name: Contract name - Supplier: Link to a supplier from master data - Company: Which company is party to this contract - Owner: The person responsible for managing this contract - Start Date: When the contract begins - Duration (months): Contract length - Auto-renewal: Whether the contract automatically renews - Notice Period (months): Cancellation notice required - Notes: Free-form notes
Calculated fields (read-only): - End Date: Start date + duration - Cancellation Deadline: End date - notice period
Details¶
The Details tab captures financial and billing information.
What you can edit: - Yearly Amount at Signature: The annual contract value when signed - Currency: Contract currency - Billing Frequency: Monthly, Quarterly, Annual, or Other - Payment Terms: Net 30, Net 60, etc. - Additional Details: Any other contractual details
Relations¶
The Relations tab links contracts to other entities.
Available links: - OPEX Items: Recurring costs associated with this contract - Applications: Applications covered by this contract - URLs: Links to external documents (contract PDFs, vendor portals)
Tip: Linking OPEX items to contracts gives you complete cost traceability—from budget line items to vendor agreements.
Tasks¶
The Tasks tab manages action items for this contract.
Common task types: - Renewal review reminders - Price negotiation follow-ups - Compliance verification - Vendor performance reviews
Task fields: - Title: Task name - Description: What needs to be done - Status: Open, In Progress, Done, Cancelled - Assignee: Who is responsible - Due Date: When it needs to be completed
CSV import/export¶
Keep your contract registry in sync with external systems using CSV.
Export: Downloads all contracts with core fields and calculated dates.
Import: - Use Preflight to validate before applying - Match by contract name - Supports creation and updates
Notes: - Use UTF-8 encoding and semicolons as separators - Calculated fields (End Date, Cancellation Deadline) are not imported—they're computed from Duration and Notice Period
Tips¶
- Watch the Cancel by column: Sort by cancellation deadline to see which contracts need attention soon.
- Link to OPEX early: Connect contracts to OPEX items when creating them for complete cost tracking.
- Use tasks for renewals: Create a task 3-6 months before cancellation deadline for renewal review.
- Track yearly amounts: Even if billing is monthly, record the yearly amount for easier year-over-year comparison.