Contracts Docs

Use our simple contract management solution to help you keep contracts organized and set reminders on renewals.

To create a new contract entry, expand Contracts on the left nav and click New Contract. You can also click the '+' on the top nav and select Contract.

First, give your contract a name. You might then want to specify the start date and end date of the contract. This will be helpful later to see when the contract starts and ends.

It would also be a good idea to add contract cost (or value). This way you can easily determine how much it is costing you later.

Finally, add any details you want about the contract that might be useful in the future.

After adding all the information, save the contract. Once the contract is created, you can then attach relevant documents, give permission to other agents who need to view or edit contract details (on the Advance tab), add contract reminders, and link a pre-renewal checklist.

You can request approval or sign-off from stakeholders on a contract.

Open the contract and click the Advance tab.

Under Approvals & Signatures, click Add Stakeholder to grant approval rights to an agent or contact.

Stakeholders you add can approve or sign off on the contract, making it easy to track renewals that need sign-off. You can manage Reminders and Permissions from the same tab.

When you add a contract entry, you can also configure permission so that others can see it, edit it, or do both.

To begin, navigate to any of your contracts, or create a new contract.

1. Open the contract and click the Advance tab.

2. Look for the Permissions section.

3. Click + Add to add an agent.

4. Select the agent you want to give permission to, and allow editing if you want this agent to be able to edit the contract details.

5. Save when done.

Misc

6. If you would like to remove the agent, click the "X" next to that user.

7. To change permission, remove the user and add them back, selecting the appropriate permissions.

Permanently remove a contract from Vertask.

1. Open Contracts and click the contract you want to remove.
2. Open the Options menu at the top-right.
3. Choose Delete Contract and confirm.

If you only want 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 you want to edit.
2. On the Details tab, update the contract name and the free-text notes about the contract.
3. Use the status dropdown at the top-right to set the contract to Active or Inactive. The banner shows the days remaining until expiration.
4. To attach a pre-renewal checklist, click Link Workbook and choose a workbook.

Dates, cost, and linked records are edited on the Custom and Linked tabs — see the related guides.

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

1. Open the contract and select the Linked tab.
2. Under Linked Properties, click Link to attach a property (site/office).
3. Under Linked Clients, click Link to attach a client.
4. Under Documents, click Upload to add the signed contract or other files. Uploaded documents can be downloaded or removed, and show a signed status where applicable.

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

1. Open the contract and select the Custom tab.
2. Under Current Contract, set the Start Date and End Date, enter the Contract Cost and its period (per Year, per Month, and so on), and record the Seller.
3. Under Cost & Budget, enter the Contract Cost, Monthly Cost, and Actual Spend to Date, then click Save Budget.

Vertask calculates annual projected spend, budget remaining, cost per day, and variance from these figures. The dates also drive the expiration countdown and the renewal filters.

One of the best benefits of adding your contract details is setting up reminders. This way, you can start reviewing contracts before they renew and be on your "A" game when time comes!

To set up a reminder, head over to your Contracts

• click on the contract you want to add a reminder on.
• once the contract comes up, open the Advance tab, and next to Reminders, click "+ New". select the date you want a reminder on and add a note.
• Once done, click "Save".

You will now get a reminder on the date you selected.

Stay ahead of contracts that are coming up for renewal.

1. Open Contracts > Contract Renewals.
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.