Contracts Docs

Use contract management to keep contracts organized and get reminders before renewals.

1. Expand Contracts in the left nav and click New Contract (or click the + in the top nav and select Contract).
2. Enter a Name (required).
3. Under Current Contract, set the Start Date, End Date, and Initial Signed On date.
4. Under Commercials, enter the Contract Cost, choose the period (per year, per month, per quarter, or one-time), and the Seller.
5. Add any Details and save the contract.

Once the contract is created, open it and click the edit (pencil) icon at the top right to add reminders, link properties and clients, upload documents, give other agents permission, add approval stakeholders, and link a pre-renewal checklist.

Request approval or sign-off from stakeholders on a contract.

1. Open the contract and click the edit (pencil) icon at the top right.
2. Scroll to Approvals & Signatures and click Add Stakeholder to grant approval rights to an agent or contact.

Stakeholders can approve or sign off on the contract, which makes renewals that need sign-off easy to track. Use the Awaiting me filter on Contract to see contracts waiting on you.

Give other agents access to view or edit a contract.

1. Open the contract and click the edit (pencil) icon at the top right.
2. Scroll to Permissions and click Add Agent.
3. Select the agent, and allow editing if they should be able to change the contract details.
4. Save.

To remove an agent, remove them from the Permissions list. To change an agent's access, remove them and add them back with the right permissions.

Permanently remove a contract from Vertask.

1. Open Contracts and click the contract.
2. Click the edit (pencil) icon at the top right.
3. Scroll to Options at the bottom and click Delete Contract, then confirm.

To stop tracking a contract without deleting it, set its Status to Inactive instead (see Edit a contract's details and status).

Update a contract's core information after it has been created.

1. Open Contracts and click the contract.
2. Click the edit (pencil) icon at the top right.
3. Update the Name, Details, and any other fields.
4. Use the Status dropdown to set the contract to Active or Inactive.
5. Save your changes.

The banner at the top of the contract shows the days remaining until the end date. See also: Set contract dates, cost, and budget and Link properties, clients, and documents to a contract.

Associate a contract with the properties and clients it covers, and store its paperwork.

1. Open the contract and click the edit (pencil) icon at the top right.
2. Under Linked, click Link Property to attach a property (site/office).
3. Click Link Client to attach a client.
4. Click Upload to add the signed contract or other files.

Uploaded documents can be downloaded or removed later.

Expand Contracts in the left nav and click Reports. Open a report to view it or download it. Reports include:

• Expiration Schedule: active contracts grouped by days until expiration, with cost, ARV, and MRC.
• Spend Summary and Spend by Seller / Vendor.
• Active Contract Inventory: every active contract with full commercial details.
• Pending Approvals: stakeholders who still owe an approval or signature.
• Recently Added: contracts added in the last 90 days.
• Templates Inventory: contract templates with usage counts.
• Document Status: signed, draft only, or no attachment.
• Budget Variance: cost vs actual spend with projection and variance.
• Contract Coverage and more.

Record a contract's term, cost, and budget so Vertask can track spend and renewals.

1. Open the contract and click the edit (pencil) icon at the top right.
2. Under Current Contract, set the Start Date, End Date, and Initial Signed On date.
3. Under Commercials, enter the Contract Cost, choose the period (per year, per month, per quarter, or one-time), and the Seller.
4. Under Cost & Budget, enter the Contract Cost, Monthly Cost, and Actual Spend to Date.
5. Save your changes.

Vertask calculates annual projected spend, budget remaining, cost per day, days and months elapsed, and variance. The dates also drive the expiration countdown and the renewal filters.

Set reminders so you can review contracts before they renew.

1. Open Contracts and click the contract.
2. Click the edit (pencil) icon at the top right.
3. In Reminders, click + New, pick the date, and add a note.
4. Save.

You will get a reminder on the date you selected.

Stay ahead of contracts that are coming up for renewal.

1. Open Contracts.
2. Use the filter tabs to focus the list: Active, Include inactive, Expiring 30d, Expiring 60d, Expiring 90d, Expired, Awaiting me, or Templates.
3. Review the Contracts Overview panel for totals, active count, annual recurring value, monthly recurring cost, and counts expiring within 30/60/90 days.
4. Open any contract to update its dates or link a pre-renewal checklist ahead of renewal.

Save a contract's setup as a template so similar contracts are faster to create.

Save a contract as a template

1. Open the contract and click the edit (pencil) icon at the top right.
2. Under Details, click Save as Template.

Find your templates

Open Contracts > Contract and click the Templates filter. The Templates Inventory contract report lists all templates with usage counts.