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 and CAPEX 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
Company: Which company signed the contract

Strongly recommended (set these on the Details tab right after creation):

Start Date: When the contract begins
Duration: Contract length in months
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. Each row is a clickable link that opens the contract workspace, and your search and filter context is preserved when you navigate back.

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 (yes/no)
Notice (m): Notice period in months
End: Calculated end date
Cancel by: Cancellation deadline (end date minus notice period)
Yearly amount: Annual contract value (formatted with space separators)
Curr: Currency code
Billing: Billing frequency (Monthly, Quarterly, Annual, Other)
Linked OPEX: Number of linked OPEX items (click to open workspace)

Additional columns (via column chooser):

Task: Latest task for this contract (status and description preview)

Default sort: By cancellation deadline ascending, so contracts requiring action soon appear first.

Filtering:

Quick search: Searches across contract name, supplier, and company
Column filters: Available on each column header

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. The header shows the contract name, your position in the list (e.g., "Contract 3 of 42"), and navigation controls:

Prev / Next: Move between contracts without returning to the list
Reset: Discard unsaved changes on the current tab
Save: Persist your edits
Close (X icon): Return to the list, preserving your search and filter context

The workspace has four vertical tabs: Overview, Details, Relations, and Tasks.

Overview¶

The Overview tab captures the contract's identity and lifecycle status.

What you can edit:

Contract Name: The display name used across lists and reports
Supplier: Link to a supplier from master data
Contracting Company: Which company is party to this contract
Owner: The person responsible for managing this contract
Notes: Free-form notes
Enabled toggle: Mark a contract as active or disabled
Disabled At: When the contract was (or will be) disabled -- type a date in dd/mm/yyyy format or use the calendar picker

How it works:

When creating a new contract, only the Overview tab is available. Once you save, the remaining tabs become accessible and you are taken directly to the Details tab to fill in financial terms.
Name, Supplier, and Company are required to create a contract.

Details¶

The Details tab captures dates, terms, and financial information.

What you can edit:

Start Date: When the contract begins (dd/mm/yyyy)
Duration (months): Contract length
Notice (months): Cancellation notice required
Yearly amount: The annual contract value at signature
Currency: Three-letter currency code (e.g., EUR, USD)
Billing frequency: Monthly, Quarterly, Annual, or Other
Auto-renewal: Whether the contract automatically renews

Calculated fields (read-only):

End date: Start date plus duration
Cancellation deadline: End date minus notice period

Relations¶

The Relations tab links contracts to other entities in your registry.

Available links:

OPEX items: Recurring costs associated with this contract -- use the searchable multi-select to find and link items by product name
CAPEX items: Capital expenditure items linked to this contract -- same searchable multi-select interface
Contacts: People associated with this contract, each with a role (Commercial, Technical, Support, or Other). Contacts inherited from the supplier are shown with a filled badge; manually added ones appear with an outlined badge. Click a contact row to open their profile.
Relevant websites: Links to external documents such as contract PDFs or vendor portals. Each link has a description and a URL.
Attachments: Upload files by drag-and-drop or using the file picker. Click an attachment chip to download it; click the delete icon to remove it.

Tip: Linking OPEX and CAPEX 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 (e.g., renewal reviews, price negotiations, compliance checks).

Task list:

Shows all tasks linked to this contract
Columns: Title, Status, Priority, Due Date, Actions
Click a task title to open the full task workspace

Filtering:

Click the filter icon to show or hide filter controls
Status filter: All, Active (hides done/cancelled), or a specific status (Open, In Progress, Pending, In Testing, Done, Cancelled)
Click the clear button to reset filters
Default filter shows active tasks only

Creating a task:

Click Add Task to open the task creation workspace
The task is automatically linked to this contract
Fill in the title, description, priority, assignee, and due date in the task workspace

Deleting a task:

Click the delete icon in the Actions column
Confirm the deletion in the dialog

Note: The Tasks tab is only available after the contract has been saved for the first time. If you don't have contracts:manager permission, the Add Task and Delete buttons are hidden.

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 are computed from Duration and Notice Period

Tips¶

Watch the Cancel by column: The list sorts by cancellation deadline by default, so contracts needing attention appear first.
Link to OPEX and CAPEX early: Connect contracts to cost items when creating them for complete cost tracking.
Use tasks for renewals: Create a task 3--6 months before the cancellation deadline for renewal review.
Track yearly amounts: Even if billing is monthly, record the yearly amount for easier year-over-year comparison.
Deep-link from the list: You can share a direct link to any contract -- the workspace URL includes the contract ID and preserves your list context (search, sort, filters) so the back button returns you exactly where you were.