Contracts

The contract register holds every agreement that decides who pays when something breaks or needs servicing: warranties, annual maintenance contracts, service agreements and leases, with what each covers, what it excludes and when it ends.

If you don’t see this in your navigation, your administrator can switch the module on under Administration → Modules, or it may not be included in your plan.

The contract register, with one agreement inside its renewal window

The register

Figure or control	What it means
contracts	Every contract the search and filters match
live	Contracts currently in force
in renewal window	Contracts whose end date is inside their own renewal notice period — act now or they renew or lapse
Search contracts	Matches contract name and number
Renewal due	Shows only contracts in their renewal window
Export	Needs Export the contract register
Vendors	Opens the vendor directory
New contract	Needs Raise contracts, warranties and AMCs

Column	Shown by default	What it means
Contract	Yes	Name and number. Click to open
Type	Yes	The contract type, from your list under commercial settings
Vendor	Yes	Who it is with
Covers	Yes	Named assets plus asset classes covered
Value	Yes	What the agreement is worth over its term
Visits	Yes	Included visits used out of those included
Ends	Yes	End date and days left
Status	Yes	Status, with auto-renews where it rolls over
Number, Category, Site, Starts, Signed	No	From the contract record
Days left, Renewal due, Notice	No	The renewal arithmetic
Auto-renews	No	Whether it rolls over
Parts, Labour, Travel	No	Which costs it covers
Authorised vendor only	No	Whether only an approved provider may do the work
Claims	No	Claims raised against it
Owner, Their reference	No	Who manages it, and the vendor’s reference

Statuses

The defaults, configurable under statuses and state models:

Status	Meaning
Draft	Being entered
Pending Approval	Waiting for sign-off
Active	In force. Only active contracts are used to decide cover
Suspended	Temporarily not in force
Expired	Past its end
Terminated	Ended early

Draft ──Submit for approval──→ Pending Approval ──Approve and activate──→ Active
                                     └──Return for revision──→ Draft
Active ──Suspend──→ Suspended ──Resume──→ Active
Active ──Expire──→ Expired
Active or Suspended ──Terminate──→ Terminated

On the contract, the allowed moves appear as buttons named for the status they lead to (for an active contract: Expired, Suspended, Terminated). Approving needs Approve contracts and warranty claims.

Adding a contract

Click New contract here or on a vendor’s Contracts tab.

The New contract form: identity, term, renewal, what it covers and value

Section	Field	What it means	Notes
Identity	Contract Number	Your own reference	Required
	Name	What it is called in conversation — “Pump AMC 2026”	Required
	Contract Type	Warranty, AMC, service agreement, lease	Required. Your organisation’s list
	Vendor	Who is on the other side	Optional — a lease may have none
	External Reference	The vendor’s own reference
Term	Start Date	Cover begins	Required. Cover is checked against these dates, however the contract reads
	End Date	Cover ends	Required. Work after it is not covered, even if the contract is still marked active
	Signed on	When it was signed	Often not when it starts
	Auto Renew	Rolls over at the end date unless cancelled	Default No
	Renewal Notice (days)	How much warning you need	Decides when the expiry alert reaches you — set it to the agreement’s notice period
	Files	The signed contract, certificates, correspondence	Attached as the contract is saved
What it covers	Covers Parts	The vendor supplies parts at no charge	Default Yes
	Covers Labour	Their engineer’s time is included	Default Yes
	Covers Travel	Travel and call-out are included	Default No — frequently the one that produces the surprise invoice
	Authorised vendor only	Work must be done by an approved provider or cover is void	Default No. Typical of a warranty
	Site	Limit the contract to one site	Empty covers the whole organisation
Value	Contract Value	What the agreement is worth, with its currency	Used on the Value tab
Scope and exclusions	Scope	What is covered, in the contract’s own words
	Exclusions Summary	What is explicitly not covered	The first thing anybody asks when a claim is refused
	Notes	Anything else worth knowing before a claim
Ownership	Owner	Who manages the relationship and renewal

A job against a contract prices only the cost lines ticked under What it covers; anything else is billed as normal. Files that fail to upload after the contract saves can be retried with Try those again, or skipped with Close anyway.

Inside a contract

A service agreement inside its renewal notice period, on its Overview tab

The header shows the term, a tick or cross for Parts, Labour, Travel and Consumables, renewal due and auto-renews where they apply, and Document and Edit. Every tab’s Add … button and row icons need Edit contracts. Evaluations is shown only where your organisation has work orders, because it lists decisions about jobs, and Copilot only where it has the AI assistant.

Overview

Cards for Ends (with days left), Value, Assets covered (plus asset classes) and Visits used. Inside the renewal notice period, a banner says how many days are left against the notice and whether it renews automatically. Then the contract record, and for a contract with entitlements, a Cover summary of each covered cost and its percentage, the scope, and what is Not covered.

Assets

What this contract covers — Cover an asset names one asset; Cover a class covers every asset of a category. Each row shows Basis (named asset or asset class), Asset number, Site, From and To. Leave To empty while cover is current; a row outside its dates shows not covered today. Until something is named here, nothing can be matched to the contract.

Coverage

Three lists. Entitlements — what the contract pays for: a name and code, the Element (labour, parts, travel, consumables, a loaner, a preventive visit), Covered, the percentage the vendor absorbs, a Cap on what they pay in total, a Deductible per claim, a Claims limit (empty for unlimited; claims used is counted from settled claims and cannot be typed), and Authorised vendor only. Exclusions — what the contract refuses: the kind (an asset, an asset class, a service, a cause such as misuse or consumables) and the wording from the agreement. Exclusions are evaluated before inclusions: a matching exclusion denies cover even where an entitlement also matches. Services — scheduled maintenance, calibration or support the contract buys: a code (the code the agreement uses), name, whether it is Included in the fee, included visits, how often (3 for quarterly) and the charge per extra visit.

SLAs

One service level per job priority: Respond within, Resolve within (not shorter than the response), the hours that count (Cover) and whether weekends count, and a Penalty amount and basis (per breach, per hour late, per day). These are what the vendor’s performance is measured against.

Pricing

Effective-dated price lines: the pricing Type (fixed fee, per visit, per hour, per asset, or a discount off list), a description, an Amount or a Discount percentage, the unit it is charged per, and From and To dates — so an invoice can be checked against what was agreed when the work was done.

Visits

Included visits — visit number, Planned date, Actual date (required once completed), Site, Status (planned, completed, missed) and notes, and whether it is covered by the fee. A missed visit is worth recording honestly: it is the evidence behind a conversation about the vendor.

Evaluations

Every coverage decision made against this contract — see Entitlements. Read-only. Each decision says who decided it: a person’s name where somebody overrode it, or Automatically, by the contract rules where the product worked it out, and When. The facts it was decided on are written in words.

Claims

Warranty and contract claims raised against this agreement: Claim, Asset, Work order, Claimed, Approved, Outstanding, Status and Submitted. A claim is raised from the covered work order once the job is done, not from here.

Value

Value used: Contract value, Consumed (claims agreed), Committed (claims open), Remaining, and Remaining if every open claim is allowed. It warns when agreed claims already exceed the value, or when allowing every open claim would. What makes it up lists each claim and whether it counts as consumed, committed or not counted. A contract with no value recorded has nothing to measure claims against, and says so.

Documents

The signed agreement, its schedules and amendments — the wording the entitlements were typed from. Everything else on the screen is a transcription of it.

Copilot

Ask the AI assistant about the contract, where your administrator has switched it on.

An OEM warranty's Overview tab, covering parts, labour and travel but not consumables

The Assets tab of a service agreement covering an asset class at one site

A warranty's Coverage tab: four entitlements, two exclusions

The Visits tab of a service agreement, with two completed, one missed and one planned visit

The Value tab of a warranty with no contract value recorded

Expiry and renewal

Contracts approaching their end raise a notification driven by Renewal Notice (days), because a warranty that lapses unnoticed is a repair you pay for that somebody else would have.

Entitlements and claims

How a contract is used to decide whether a repair is covered.

Inside a vendor

The vendor on the other side of the agreement.

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Inside a contract

Expiry and renewal

Entitlements and claims

Inside a vendor