In the Contracts section of the Client overview dashboard, you can add new contracts, specify billing details, and track contract/subscription renewal information. This helps maintain accurate records and forecasting costs associated with various products or services.
- From a Client overview dashboard, select Contracts in the left-hand navigation panel.
- Click + New Contract.
You will be taken to the New contract form, which includes fields for Basic Info, Billing, and Dates and Renew.
Entering basic contract information
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Name (Required): Enter a descriptive name (or vendor name) for the contract.
- Example: “Acme Software Subscription”
- Account: Optionally, select or enter the category/department or specific client account this contract belongs to.
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Status: Select the status of the contract:
- Active (default) or Inactive.
- Location: If relevant, specify a location (e.g., office site or branch location).
- Impact: Choose the level of impact (e.g., Unspecified, Low, Medium, High).
- 3rd Party: Indicate if the contract involves a third party by selecting Yes or No.
- Description: Provide any additional details or notes about the contract.
Use the Add Assets button to link assets or products under this contract, if desired.
Entering billing contract information
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Billing Cycle (Required): Choose how often you are billed.
- Annually, Monthly, Quarterly, or select defined intervals.
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Cost Type (Required): Select the cost classification.
- Actual (exact cost) or Estimated.
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Enter Cost Per Seat or Enter Total Cost:
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Enter Cost Per Seat: If the cost is based on the number of seats or licenses, select this option, then enter:
- Number of seats
- Cost per seat
- The system will calculate the Total cost automatically.
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Enter Total Cost: If you know the overall contract cost, type the total under Total Cost.
- Example: $20000
- Number of seats
- The system will calculate the Cost per seat automatically.
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Enter Cost Per Seat: If the cost is based on the number of seats or licenses, select this option, then enter:
Setting dates and renewal information
- Next Due (Required) - Select the next billing or payment due date.
-
End Date - Indicate when the contract officially ends or is up for renewal.
Important: An End Date must be set for Alert Lead Time to function. -
Alert Lead Time (days) - Enter how many days before the End Date you want to receive an alert. *Important if contract cancellation must be done x number of days contract end.
This field is only active if an End Date is specified. - Auto Renew? - Toggle On if you want the contract to automatically renew at the end of its term. When enabled, you should note any renewal details (e.g., price changes, new terms) in the Description field.
- Include in budget forecast past End Date - Toggle On if you want to account for this contract’s expenses beyond the specified End Date (useful if costs overlap or extend into a subsequent budget period).
Saving the contract
When you are finished entering the contract’s date and renewal details, click Create to save.
- Review all entries for accuracy.
- Click Create to finalize the contract.
You will be returned to the Contracts list, where you can confirm that your new contract appears with the defined details.
If you need to update information after creating it, click on the contract name in the Contracts list, then click Edit.