> ## Documentation Index > Fetch the complete documentation index at: https://learn.nexudus.com/llms.txt > Use this file to discover all available pages before exploring further. # Contracts > Sign customers up to plans, control when and how much they're invoiced, change their price or plan over time, and freeze, cancel or move contracts. ## Overview A **contract** signs a customer up to one of your [plans](https://learn.nexudus.com/platform/billing/plans.md) and is the basis for automatic, recurring billing. The plan acts as a template for the contract's price and billing cycle. While a contract is active, Nexudus invoices it on its next invoice date, along with any products and deposits attached to it. A contract can also hold units from your floor plan, such as an office or desk, so they show as occupied while the contract runs. Customers with at least one active contract are **members**. Customers without one are **contacts**. A customer can have several contracts; one of them is their **main contract**. ## How to access Go to **Finance → Contracts** to see all contracts. To see one customer's contracts, open the customer and go to **Sales → Contracts**. ![Contracts list](https://mintcdn.com/nexudus/Pe3pLOykvGoZdleH/images/platform/finance/finance-contracts.png?fit=max\&auto=format\&n=Pe3pLOykvGoZdleH\&q=85\&s=c68ec5972aa5684eccd5f21f3b920c22) The list shows each contract's plan, customer, key dates, units, status and price. **Finance → Contracts calendar** shows when contracts start, end and reach the end of their term. ### Contract statuses | Status | Meaning | | - | - | | **Active** | Running and invoiced automatically | | **Inactive** | Not started yet, or no longer running | | **Paused** | Has no next invoice date, so it isn't invoiced automatically | | **Frozen** | Temporarily on hold. See [Freeze a contract](#freeze-a-contract). | | **Suspended** | The customer is suspended, so the contract isn't invoiced or cancelled | | **Cancelled** | Ended | **Main contract** marks a customer's main contract. ## Add a contract **1. Open the form** In **Finance → Contracts**, select **Add contract**. Or open the customer and select **Add contract** in **Sales → Contracts**. **2. Choose the customer and plan** Select the **Customer**, the **Plan** and the **Location**. **3. Set the key dates** Set the **Start date**, **Next invoice date**, **Next invoice period** and **Billing day**. See [Contract dates](#contract-dates). **4. Set the price and units** Choose any **Offices / desks** or **Packages** the contract includes. Only units free on the start date are listed. Then set the price. See [Price](#price). **5. Save** Save the contract. Customers aren't told when you add or change a contract, so let them know about any changes. ![A contract open on the Details tab](https://mintcdn.com/nexudus/Pe3pLOykvGoZdleH/images/platform/finance/finance-contract-details.png?fit=max\&auto=format\&n=Pe3pLOykvGoZdleH\&q=85\&s=9714e0c91780f42f33f11ea506457bf9) ## Contract dates | Date | What it controls | | - | - | | **Start date** | When the contract becomes active. You can set it in the past or future, but you can't change it once the contract has started. | | **Next invoice date** | When the contract is next invoiced. It moves forward automatically each time the contract is invoiced. Leave it empty to stop automatic invoicing; the contract shows as **Paused**. | | **Next invoice period** | The start of the period the next invoice covers. For a monthly contract with a next invoice period of 10 November, the invoice covers 10 November to 10 December. | | **Billing day** | The day of the month the contract is invoiced after the next invoice date, between the 1st and the 28th. It overrides the plan's billing day. | For example, a contract can start on the 1st of the month but be invoiced on the 5th. ## Price By default, a contract's price follows its plan's price, so changing the plan's price changes the contract's. If you type a different price, the contract's price is fixed and no longer follows the plan. Other options in the **Price** section: * **Use the target price of the selected units or packages as the contract price**: price the contract from the units it includes. * **Include sign-up fees/deposits in the next invoice**: add the plan's sign-up fees and deposits to the next invoice. * **Adjust the next invoice based on how many days are left in the current billing period (pro-rate)**: charge only for the days until the billing day. Only available if the plan has **Discount the first invoice** turned on. * **Invoice extra periods in the next invoice**: bill several periods up front. * **Contract value**: record the contract's value before discounts, for reporting. **Notes** on the contract are shown to the customer and printed on every invoice for the contract. Add a **Purchase Order number** if the customer needs one on their invoices. ### Price schedules A price schedule changes the contract's price on future billing dates, for example a lower rate for the first three months. On the contract, under **Price schedule**, select **Add schedule**, choose the billing date it starts on (**Price from**) and enter the **Price**. Add a row for each change. Each price applies until the next schedule row, indefinitely if it's the last. Rows that have already been applied can't be changed or deleted. To add a new price period as a separate contract instead, use **Create next price term** from the contract's actions. ## Products, deposits and the forecast Use the contract's tabs for what's charged alongside it: * **Products**: recurring or one-off [products](https://learn.nexudus.com/platform/billing/products.md) invoiced with the contract. * **Deposits / fees**: deposits and sign-up fees. Use **Invoice deposits** to invoice them straight away. See [Deposits](https://learn.nexudus.com/platform/finance/deposits.md). * **Forecast**: the invoices the contract will generate. You can add a one-off product to a future invoice from here. See [Revenue forecast](https://learn.nexudus.com/platform/finance/revenue-forecast.md). To see or issue the contract's next invoice now, use **View/Raise Next Invoice**. ## Change a customer's plan ### On the next invoice date To switch a customer to another plan from their next invoice date, open the contract and choose the new plan in **Next plan**. The contract changes plan on its next invoice date. Select **Cancel this change** to undo it. > [!WARNING] > > This doesn't work for contracts with a fixed price. Use the manual method below instead. Customers with a plan change scheduled aren't archived, even if their current plan archives customers when it ends. ### Manually To change plan on a different date, or for a contract with a fixed price: 1. On the current contract's **Cancellation** tab, set the **Cancellation date**. Turn on **Adjust the last invoice based on how many days are between the next invoice date and the cancellation date** to prorate the last invoice. 2. Use **Create next price term** to create a new contract that starts when the current one ends. 3. Open the new contract, choose the new plan, and check its key dates. Refundable deposits aren't refunded when one contract ends, as long as the customer has another contract running or due to start. ## Freeze a contract Freezing puts a contract on hold for a number of billing cycles without cancelling it. While a contract is frozen: * It isn't invoiced. Bookings and products are still invoiced on its usual billing day. * If the customer has no other active contract, they become a contact and lose member rates and benefits. * The customer can't change or cancel it until it resumes. Freezes always start on the first day of the contract's next billing cycle and end on the first day of a later one. To freeze contracts, use **Freeze** from a contract's actions, or tick several contracts in the list, a customer's contracts or a team's contracts and use **Freeze** from **Bulk actions**. Choose how many billing cycles to freeze for. Admins can freeze for longer than the plan's limits allow. To resume early, use **Resume**. By default, the contract resumes at the start of its next billing cycle. Choose to resume from today to restart it straight away. The customer is then invoiced for the rest of the current cycle, prorated if the plan allows it. ### Let customers freeze their own plan On the plan's **Limits** tab, turn on **Customers in this plan can freeze their plan from the portal or the app**. Then set **Pauses a year** and **Cycles per freeze**: for example, 3 pauses a year and 1 cycle per freeze lets members freeze for up to three single months a year. Customers freeze and resume their plan from **Plans and Benefits** in the Members Portal. Turning this off doesn't affect contracts that are already frozen. Admins can always freeze contracts, whatever the plan's settings. ## Cancel a contract ### Cancel now Tick the contracts in the list, or open the contract's actions, and choose: * **Cancel Contract**: ends the contract without a final invoice. * **Cancel and issue last invoice**: ends the contract and invoices any pending charges. Cancelling from the dashboard overrides any notice period or minimum term. Unless they have another active contract, the customer becomes a contact. ### Schedule a cancellation On the contract's **Cancellation** tab, under **Term and cancellation**: | Field | What it does | | - | - | | **Contract term** | The earliest date the customer can cancel. The contract doesn't end on this date. | | **Cancellation date** | The date the contract ends. A final invoice is issued with any pending charges. | | **Adjust the last invoice based on how many days are between the next invoice date and the cancellation date** | Prorates the last invoice | | **Cancel all contracts for all team members** | Also cancels the contracts of everyone in the teams this customer pays for | | **Notice period** | How much notice the customer must give to cancel | ![The Cancellation tab of a contract](https://mintcdn.com/nexudus/Pe3pLOykvGoZdleH/images/platform/finance/finance-contract-cancellation.png?fit=max\&auto=format\&n=Pe3pLOykvGoZdleH\&q=85\&s=d75f980319a2e6ae577279c5d2022ecd) Contracts end shortly after midnight at the start of the cancellation date. To keep a member's access until the end of the 15th, set the cancellation date to the 16th. Record why the customer left under **Cancellation details**, with a **Cancellation reason** and **Cancellation notes**. ## Other actions | Action | What it does | | - | - | | **Set as main contract** | Makes this the customer's main contract. A customer's first contract is their main contract by default. | | **Make a copy** | Creates an inactive copy with the same details, to edit for a renewal or new terms | | **Move Contract** | Moves the contract to another customer | | **Delete Contract** | Deletes a cancelled contract. Active contracts must be cancelled first. Deleting can't be undone. | To create a contract document from a document template, such as a licence agreement, see [Customer documents](https://learn.nexudus.com/platform/crm/documents.md). To export contracts, tick them in the list and use **Bulk actions**. > [!TIP] > > When a customer asks why an invoice is higher than their plan price, check the contract's **Products**, **Deposits / fees** and **Price schedule**. They all add to the invoice without changing the plan price. ## Related * [Plans](https://learn.nexudus.com/platform/billing/plans.md): the templates contracts are based on * [Invoices](https://learn.nexudus.com/platform/finance/invoices.md): what contracts generate * [Revenue forecast](https://learn.nexudus.com/platform/finance/revenue-forecast.md): upcoming invoices from your contracts * [Proposals](https://learn.nexudus.com/platform/crm/proposals.md): offers that create contracts when accepted * [Deposits](https://learn.nexudus.com/platform/finance/deposits.md): deposits held against contracts This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.