Contracts & cancellation radar

The digital contract file keeps all IT contracts with terms, deadlines, costs and documents in one place — and the cancellation radar makes sure no contract renews unnoticed ever again.

Contract assistant (prefill from PDF)

When creating or editing a contract, the card "Prefill contract from PDF" appears above the form: select the contract PDF and click Analyze. Contrixt reads the file server-side and automatically fills recognized values into the form:

• Contract number
• Contract start and contract end
• Notice period (days)
• Amount and billing period (monthly, quarterly, yearly)

Only empty or still unchanged fields are filled in this way — values you have already entered or that differ remain untouched. After the analysis, the card shows which fields were filled in.

Scanned PDFs

If the file contains no text layer (e.g. a scanned document), the assistant reports this accordingly — the fields then need to be filled in by hand as usual.

Recording a contract

A contract includes among others:

• Contract name and vendor / partner (required) — selected from suppliers or entered as free text; optionally a contract number
• Cost center and category (for the contractual budget binding)
• Contract start and contract end (empty = open-ended), notice period in days, auto-renewal and renewal duration in months
• Amount, billing period (monthly, quarterly, yearly, one-time) and optionally the price increase p.a. (%)
• optionally the assigned application and an owner as the responsible person

Foreign currencies

Contracts can also be recorded in a foreign currency — such as USD, GBP or CHF. In the contract form, select the desired currency next to the amount field; the original amount is preserved and additionally converted to your account currency daily at the ECB reference rate. Budget matrix, forecast and recharging always use the converted value, while the list and contract file additionally show the original amount in parentheses when the currency differs.

The cancellation radar

From term end, notice period and auto-renewal Contrixt calculates the last possible cancellation date — and escalates in stages:

1. Indicator in list and dashboard (green → yellow → red)
2. Notification to approvers and contract owners when the deadline enters the critical zone (in-app + email)
3. “Deadline missed” marker once the date has passed — the contract renews for the agreed term

Calendar feed (iCal)

Under Contracts → Deadlines as iCal you export all cancellation dates as a calendar feed — subscribable in Outlook or any other calendar. Deadlines appear there automatically.

Documenting renewal decisions

When a deadline approaches, record the decision directly on the contract: Renew, Renegotiate or Cancel — each with an optional reason. The decision is documented with date and user, and Cancel sets the contract to cancelled — the contract file stays complete.

Documents

Clicking a contract name in the list opens the contract file. There you upload documents for each contract (PDF, PNG or JPEG, max. 10 MB) — contracts, quotes, cancellation confirmations. The files are stored encrypted — with your tenant's key (see Encryption).

Cost impact

• The contract amount flows (normalized to a monthly basis) into budget matrix and forecast as contract-bound spend.
• If the contract is assigned to an application, it appears in its cost structure.
• Licenses can be mapped to their contract — documenting the contractual basis of every license.

Automatic booking

No need to record recurring contract costs by hand: enable Book automatically on the contract and choose the key date of the first booking. Contrixt then books the amount per billing period (monthly, quarterly, yearly — exactly once for one-time) automatically as an actual booking against the contract's cost center and category. The bookings appear under Bookings with the source Contract and the contract name.

Flexible key date

If the key date falls on a day a month does not have (e.g. the 31st), Contrixt books on the last day of that month — and returns to the chosen key date afterwards. Missed dates are caught up automatically on the next run.