Das Wichtigste für Benutzer

Most important for users

contractSAVE is essentially self-explanatory and easy to understand. However, as a user, there are a few points you should consider before uploading contracts.

#Use this documentation

We have put a lot of effort into explaining the different concepts and views of contractSAVE. Please make use of it! You can access the documentation at any time with a simple click on the toolbar of contractSAVE.

#How to name a contract

In contractSAVE, the field "Description" is used for identifying contracts in the contract list. You should enter a brief description of the contract that indicates what the contract is about. For example, an employment contract for an employee could be named "Thomas Berg - Employment Contract," and a mobile phone contract could be named "Thomas Berg - Mobile Phone Contract." Insurance contracts could be named "Home Insurance Feldweg12" or simply "Health Insurance," for instance.

If you as a service provider or agency enter into many contracts with customers or suppliers, it makes sense to use, for example, the project name and the employee's name for the designation. For example, we always name our order forms with an abbreviation of the employee's name, the project name, and an indication of when the contract becomes effective (e.g., "BEWE - CRM Solution 1/23"). This way, we can quickly identify what the contract is about at a glance without having to look into the details.

There is also the field "Title in the document" for the contract. However, you should adopt the designation from the contract document itself, the "official" designation. This is usually a numerical code or a difficult-to-interpret string of characters. Therefore, it doesn't make much sense to use this designation for contract management. It is helpful as information but not for a quick overview.

#Customer or Suplier

In the field Role you specify your role in the contract. It essentially revolves around whether you pay money or receive money within the scope of the contract. For the role, you can choose from three options: Customer, Supplier, or _No Role. As a rule, it is best to remember:

If we have to pay something, then we are the customer.
If we offer something and get paid, then we are the supplier.
If direct monetary payments are not relevant in the contract, then choose "No Role."

Sometimes it can be confusing to determine who is the customer and who is the supplier in certain cases, such as in an employment contract where we would typically refer to the parties as employer and employee. However, in contractSAVE, the role is used to calculate expenses and income, so we need a clear designation of the role.

You can refer to the following table to determine who is the customer and who is the supplier for most types of contracts:

Contract Type	Customer	Provider
Employment Contract	Employer	Employee
Service Agreement	Client	Service Provider
Work Order	Client	Contractor
Contract for Work and Services	Client	Contractor
Agency Agreement	Client	Agency
Software Agreement (SaaS)	Software User	Software Manufacturer
Platform Agreement (PaaS)	Platform User	Platform Operator
Infrastructure Agreement (IaaS)	Cloud User	Cloud Provider
Purchase Agreement	Buyer	Seller
Rental Agreement	Tenant	Landlord
Lease Agreement	Lessee	Lessor
Insurance Contract	Insured	Insurer
Utility Service Agreement	Customer	Provider
Telecommunications Agreement	Customer	Operator

#Most important information about a contract

When adding a new contract, you need to enter the following information:

Contract Type: Groups the contract
Status: For contracts that are already valid, use "Active"; otherwise, typically use "Draft"
Role: If you pay, use "Customer"; otherwise, use "Provider," or use "No Role" if no payments are associated with the contract
Description: Used to identify the contract

Afterwards, you should capture additional data about the contract to effectively utilize the features of contractSAVE.

Employee: If the contract relates to an employee, which is typically the case for employment contracts, service agreements, or work orders, you should enter the employee's name here. This allows for easy searching and grouping of contracts related to the employee.
Contract Partner: Always enter the contract partner's name for a contract, even if it is just a name. Not specifying the partner can make it difficult to understand the contract later on.
Important Information: In the "Important Information" tab, you should include paragraphs related to liability or contractual penalties, for example. This way, you have the most important sections of the contract at a glance.
Start and End Date: If the contract has a limited duration, be sure to enter the start and end dates in the "Duration and Finances" tab. Set a reminder for the contract's end date while you're at it.
Notice Period: If the contract has a specific notice period, especially if termination is only possible within a certain timeframe, fill in the corresponding fields. Also, activate the reminder for this notice period.
Financial Data: If the contract involves the payment of monetary amounts, fill in the contract values under the "Financial Data" section. Only by accurately recording the correct values for each contract can contractSAVE provide reliable data on income and expenses.

To make optimal use of contractSAVE, you should also use tags for grouping contracts and, if available, select the parent contract.

#Contract Reminders

As mentioned above, you should always enter the start and end dates of the contract, as well as any applicable notice periods, and activate the corresponding reminders.

Additionally, you can add custom reminders for a contract. For example, if you want to be reminded of specific milestones, you can add a reminder for that. To do this, go to the "Reminders" tab and add a reminder. Here, you can also choose whether this reminder should be sent to all employees who can view the contract or only to you.