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Contracts are individual agreements between you and your customers. The Contracts module provides a seamless, centralized way to store and manage all customer agreements in one place.
Contracts are designed to simplify your onboarding process and ensure legal protection:
  • When you need members to formally sign off on liability waivers, building rules, or regulations (e.g., liability for damages, general conduct).
  • To require a digital signature before a member is allowed to proceed to payment or activate their plan, ensuring compliance precedes financial commitment.
  • To attach specific, separate legal agreements to individual membership plans.
  • To eliminate the administrative burden of using third-party tools by allowing admins to create, send, track, and file contracts seamlessly within Spacebring.
  • To generate contracts that automatically reflect the dedicated resource being leased (e.g., the specific desk or office) and link the document to the customer.

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Prerequisites

To start using contracts, make sure you’ve completed the following prerequisites:

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Create a contract

  1. Go to the Billing > Contracts page.
  2. Press Create contract in the top-right corner.
  1. Fill out contract details:
  • Customer
  • Template
  • Expiration date — set the deadline for signatories to sign. If not signed by that date, the contract will be auto-declined.
The expiration date cannot be in the past. If issuing for eSignature, it must also fall within 90 days from the issue date.
  • Items — add recurring and/or one-off services the customer will receive under this contract.
    • For each item, specify the quantity, adjust the unit price if needed, or apply a coupon discount.
You can apply coupons only to recurring items in contracts.
If the customer’s contract includes at least one recurring item, set:
  • Start date
    • You can create backdated contracts, too.
  • End renewal — select On date to specify an end date, or choose Never if the contract has no specific end date.
  • Create subscription from contract
    • If enabled, once all parties sign, the following happens automatically:
      • The subscription activates on the selected start date.
      • The first invoice, including all items you added, is issued to the customer.
    • If disabled, the administrator must manually create a subscription for the customer.
When adding both recurring and one-off items, the one-off items are included only on the customer’s first subscription invoice. They are automatically removed from the subscription after the first billing period.
You can also issue renewal contracts to customers with active subscriptions.
If the customer’s contract includes only one-off items:
  • Issue invoice from contract
    • If enabled, the customer will receive an invoice with the selected items automatically when the contract is fully signed.
    • If disabled, the administrator must manually issue the invoice to the customer.
  • Signatories
    • Enter the signatory’s name, email, phone number (optional), and party (customer side or location side).
    • You can add unlimited signatories on both sides. Then, drag and drop them to define the order in which you want all signatories to receive a contract email for signature (if you use eSignature).
For individual customer contracts, you can click to prefill the signatory with information from their profile.
The contract may have no location signatories, but must have at least one customer-side signatory.
  1. Press Create. Then review all details before issuing the contract.

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Issue a contract

  1. Open the contract and select one of the following options:
    • Press Issue for external signature to collect the contract signature manually.
    • Press Issue for eSignature to collect the contract signature automatically.
  1. With eSignature, the customer receives an email and can sign digitally. Issue contracts for eSignature
  2. Without eSignature, share the contract with the customer externally for signature. In this case, it is not sent automatically.
Customers can always view their contract on the Membership > Billing > Contracts page.

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Manage contracts

To view all contracts or find a specific customer contract, administrators:
  1. Go to Billing > Contracts page.
  2. Use filters to find a specific contract by Status, Customer, or Create date period.
    • Filter by Status to hide declined or terminated contracts from the list.

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Edit or delete a draft contract

You can modify or delete a contract while it is in Draft status.
  1. Open the contract.
  2. Click the (…) button in the top right corner.
  3. Select Edit to adjust details or Delete to remove the draft.
Deleting the contract is irreversible and cannot be undone.

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Decline an issued contract

If the contract has already been issued but needs to be corrected or should no longer be signed:
  1. Open the contract.
  2. Find the Signatories section in the right-hand panel.
  3. Click (…) > Mark as declined next to your space’s signatory name, or next to the customer’s name if only the customer was expected to sign.
  4. Issue a new contract, if needed.
Billing Contracts Decline An Issued Contract
Marking any party as declined doesn’t send a notification to the customer.

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Terminate a signed contract

You can also terminate already signed contracts:
  1. Open the contract.
  2. Click the (…) button in the top right corner.
  3. Select Terminate and choose the reason.
Upon termination, a confirmation email with the reason will be sent to the customer. To track contract analytics, go to Analytics > Contracts page.