Contracts

Contracts are individual agreements between you and your customers, such as a coworking membership, private office rental, or virtual office agreement. The Contracts module lets you send contracts for signature to customers from your own templates, and store and manage all customer agreements in Spacebring.

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Prerequisites

• Enable the Contracts switch on the Location settings > Billing > Contracts page.
• Create and upload your contract templates.
• Create the plans, resources, and one-off services the customer will receive, so you can add them to the contract’s Items section.

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Create a contract

1. Go to the Billing > Contracts page.
2. Press Create contract in the top-right corner.

3. Fill in the contract details:
   • Customer
   • Template
   • Expiration date — the signing deadline. If nobody signs by that date, the contract is declined automatically and shows as Expired.
   • Items — the recurring and one-off services the customer receives. Set each item’s quantity, adjust its unit price, or apply a coupon discount. You can apply coupon discounts to recurring items only.

4. If the contract has at least one recurring item, also fill in:
   • Start date — a past date creates a backdated contract.
   • End renewal — select On date to set an end date, or Never if the contract has none.
   • 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.
5. If the contract has one-off items only, also set Issue invoice from contract.
   • If enabled, the customer automatically receives an invoice with the selected items when the contract is fully signed.
   • If disabled, the administrator must manually issue the invoice to the customer.

6. Fill in the Signatories section.
   • Select the Party: Customer for the customer side or Location for your side.
   • Select the Signatory. For a company, the list shows its members with managers first; for an individual member, that member; for the location, its administrators. Their name, email, and phone number fill in from their profile.
   • To add someone not on the list, select Other and enter their name, email, and phone number (optional).
   • 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).

7. Press Create, then review the contract before you issue it.

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Issue a contract

Open the contract and choose how to collect the signatures:

• Press Issue for eSignature to email the contract to the signatories, who sign it online.
• Press Issue for external signature to collect the signatures yourself. Nothing is sent to the customer, so click (…) > Download unsigned PDF, share it, and record the signatures manually.

An issued contract gets its number and can no longer be edited.

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How contracts work

A contract has one of five statuses:

• Draft — created but not issued. Only drafts can be edited or deleted.
• Issued — sent for signature and not signed yet.
• Signed — every signatory has signed.
• Declined — a signatory declined it, or nobody signed before the expiration date. A contract nobody signed in time shows as Expired.
• Terminated — a signed contract that you ended before its end date.

When all signatories sign the contract:

• The status changes to Signed, and the signed document is stored on the contract.
• If Create subscription from contract is enabled, the subscription is created and activates on the start date.
• If Issue invoice from contract is enabled, the invoice with the contract items is issued.
• Administrators with contract notifications on are notified.

A month before a signed contract’s end date, administrators with contract notifications on are notified, and the customer’s signatory receives a reminder email with the end date. Contracts that end within a month of signing and terminated contracts don’t send this reminder. Customers view and download their contracts, including signed ones, on the Membership > Billing > Contracts page in the member app and web portal.

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Manage contracts

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Edit or delete a draft contract

You can edit or delete a contract only while it is in the Draft status. An issued contract can’t be edited or deleted, even if nobody signed it — decline it instead.

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.

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Decline an issued contract

You can’t delete an issued contract, so decline it when it needs to be corrected, was issued by mistake, 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.

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Terminate a signed contract

Terminate a signed contract to end the agreement before its end date.

1. Open the contract.
2. Click the (…) button in the top right corner.
3. Select Terminate and choose the reason.

The customer’s signatory receives a confirmation email with the termination reason.

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Track contracts

1. Go to the Billing > Contracts page to see all contracts with their statuses and dates.
2. Search by contract title, or filter by Status, Customer, or Create date period.
   • Filter by Status to hide declined or terminated contracts from the list. The Declined status also includes expired contracts.

The Contracts dashboard in Analytics shows how many contracts of each status you had over a selected period.

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Export a contracts report

On the Contracts page, apply the necessary filters, then click (…) in the top right corner > Export contracts > CSV or XLSX to download a report on the filtered contracts. The report includes each contract’s title and status, its start, end, and create dates, and the customer’s name, email, and company.