Supplier Contracts

Supplier Contracts is your register of the agreements you have in place with suppliers — what you’ve committed to, how much it’s worth, when it runs, and when you need to act on renewal or notice. Contracts here are reference records. They don’t post anything to your accounts on their own; the accounting happens when the supplier’s invoices arrive and are recorded in Supplier Invoices.

The Supplier Contracts screen

Open Finance → Supplier Contracts to see all your contracts in a single table.

At the top of the page, a row of summary cards shows totals for the range you pick:

• Active Contract Value
• Active Contracts
• Expiring Contracts Value
• Expiring Contracts
• Pending Contracts Value

Use the date selector above the cards to pick what date drives the summary — Effective, Execution, Renewal, Expiration, Notice, Created, or Updated — and to change the range. The cards compare the current range to the previous one, so an up-arrow means you have more contracts (or more value) than the previous period.

Key fields on a contract

Tap any row to open it, or tap the + button to add a new contract. The contract drawer has:

• Contract Name — a label you’ll recognise, for example “Office Cleaning 2026”.
• Supplier — pick from your existing suppliers.
• Annualised Contract Value — the value of the contract over a year.
• Currency
• Billing Frequency — how often the supplier will invoice you (for example, monthly).
• Billing Amount — what you expect to pay per billing cycle.
• Effective Date — when the contract starts.
• Expiration Date — when the contract ends.
• Execution Date — when the contract was signed.
• Renewal Date — the date the contract rolls over, if it does.
• Notice Date — the date by which you need to give notice to cancel or renegotiate.
• Notice Period — a plain-text note about the required notice (for example, “30 days”).
• Summary — a short description of what the contract covers.
• Termination Terms — when and how the contract can be ended.
• Renewal Terms — when and how the contract renews.

If a document was uploaded with the contract, a button at the bottom of the drawer lets you open it.

Statuses

Each contract shows one of these statuses in the table and in the drawer:

• Draft — not yet active.
• Pending — signed, but the effective date is still in the future.
• Active — in force today.
• Expiring — past the renewal date but before the expiration date, so renewal or termination action is due.
• Expired — past the expiration date.

The status updates automatically from the effective, renewal, and expiration dates, so keeping those dates accurate keeps the list meaningful.

Adding a contract

1. Tap the + button at the top right.
2. Fill in the Contract Name and pick the Supplier.
3. Enter the Annualised Contract Value, Currency, and a Billing Frequency and Billing Amount if the supplier invoices on a cycle.
4. Set the Effective Date and Expiration Date. If the contract auto-renews, set the Renewal Date and Notice Date too.
5. Fill in Summary, Termination Terms, and Renewal Terms so anyone reading the record later has the full picture.
6. Tap Save.

Uploading a contract with AI

If you have the signed contract as a PDF, Word document, or image, you can let Acqui read it for you.

1. Tap the Upload with AI button (on phones, it shows as a camera icon).
2. Pick the file.
3. Acqui creates a new contract and fills in the supplier, dates, value, and terms it can detect.
4. Open the new record to check the fields and correct anything that needs attention.

Accepted file types are PDF, Word (.doc, .docx), image (.jpg, .jpeg, .png), plain text, and email (.eml).

Renewing a contract

When a contract reaches its renewal date, the status changes to Expiring and it counts toward the Expiring Contracts card at the top.

To renew:

1. Open the contract.
2. Update the Renewal Date and Expiration Date to the new period.
3. Adjust the Annualised Contract Value or Billing Amount if the price has changed.
4. Tap Save.

The status returns to Active once the new dates are in.

If you are replacing the contract with a new agreement, create a new contract record for the new term and leave the old one to roll to Expired.

Marking as expired

You don’t usually need to do this by hand — once the Expiration Date passes, the contract moves to Expired on its own.

Where contracts appear elsewhere

Supplier contracts also show up on the supplier record itself. When you open a supplier, you can see the contracts linked to them alongside their contacts and invoices, so you have the full picture of the relationship in one place.

Related pages

• For the invoices raised against these contracts, see Supplier Invoices.
• For the suppliers themselves, see the Supplier pages under CRM.
• For how supplier spend appears on your financial reports, see Accounts Payable.