Contracts

Record service contracts with customers, track their terms and set up automatic creation of recurring invoice drafts.

The “📄 Contracts” list shows the number, customer, service, amount, term, next invoice date, and the amount invoiced and paid under each contract. The monthly value of active contracts (excluding VAT) is shown at the top. This module is available on the Standard, Business and Enterprise plans.

The Contracts section has two tabs: “Main contracts” — contract records with a payment period and invoices; “Generated from templates” — contract documents generated from a template in an order’s “Documents” section (e.g. a sales contract). They are not mixed; the document can be downloaded there.

New contract

Click “+ New contract”.

Enter the “Customer *”, “Service type” and “Contract name”. The contract name appears on the invoice as the service name.

Select the “Start date *”. If the “End date” is left empty, the contract is open-ended.

Enter the “Amount (excl. VAT, ₼) *” and select the “Billing cycle” (Monthly, Quarterly, Annually, One-time) and “VAT”.

For recurring invoices, tick “🔁 Automatically create a draft invoice for each period” and, if you like, set the “Next invoice date”.

Select the “Owner (receives reminders)” and click “Save”.

Invoice and document

To create an invoice manually, click 🧾 “Create invoice” on the row and confirm. A draft dated today is created and the invoice opens.

To prepare the contract document, click “Contract document (from template)”, select a template and click “Create document”.

To see the invoices under a contract, click the amount in the “Invoiced / paid” column.

Rules and automatic actions

The contract number is assigned automatically (in the format MÜQ-year-number). Statuses: Active, Draft, Expired, Cancelled.

For an active contract with automatic invoicing, an invoice draft is created automatically when the next invoice date arrives, and the owner is notified. You need to review the draft and send it to the customer.

The invoice due date is set the number of days specified in “Payment term (days)” in Settings. The default is 10 days.

Automatic invoicing does not work for a “One-time” contract. No invoices are created for periods after the end date.

An active contract whose end date has passed automatically moves to “Expired”. The owner receives reminders 30 days and 7 days before the end date.

No invoices are created for a cancelled contract. A contract that has invoices cannot be deleted; set its status to “Cancelled” instead.

Each invoice from a contract covers one service period (e.g. monthly: 01.10 – 31.10) — the period is shown on the invoice and printout. The same period is never invoiced twice: creating it again manually or automatically opens the existing invoice. When a contract expires or is cancelled, automatic invoicing stops (“⏸ stopped” in the list) and the status change is logged.

When you change the amount, cycle or VAT of a contract that has invoices, the system shows the impact: existing invoices do not change, the new terms apply to the next invoices. The contract documents window lists all files linked to the contract (generated documents and uploads).

The monthly value above the list counts only active recurring contracts (quarterly ÷ 3, yearly ÷ 12); one-time contracts are not included. The total with VAT is shown under the amount. “Not scheduled” — automatic invoicing is off or the contract is one-time; “No invoice created” — there are no invoices yet.

The “⏰ Ends within 30 days” filter helps you quickly find contracts that need renewal.