Contracts

A contract is a document recording an agreement with the other party on the supply of goods or a service, often with regular payments.

Purchase orders play a similar role. Unlike them, a contract records the contracting parties and the period of validity, and its amounts often repeat - for example, rent of 300 EUR every month for an indefinite period.

For a contract you mainly enter:

• “Contract number” - ReFIS uses it to match payments (see below)
• “Start of validity” and “End of validity”, or “for an indefinite period”
• “Contract description”, “Responsible person” and “Framework contract number”, if the contract falls under a framework contract
• “Signatures and contracting parties” - who is a contracting party, who signed the contract and when. ReFIS adds your own company itself.

The amounts of a contract are agreed amounts and belong to an amount folder of the type agreed. For each of them you enter whether it is income or expenditure and when it is to be paid. You set up a recurring payment with a single row:

• “Repetition” - a one-time amount, monthly or yearly; for both also “Repeat interval” (for example every third month or every second year) and for monthly also “Repeat by” (day of the month or day of the week)
• “Repeat from” and “Repeat to”, or “Repeat indefinitely”

The recurring amounts of a contract are also visible to the budget. For example, when you draw up the budget for 2027, the budget calendar offers you, at the label the contract is tagged with (for example Cleaning), the contract for office cleaning concluded for an indefinite period at 300 EUR a month. Clicking the plus sign opens the “New amounts in the amount folder based on the document” window, where you choose the period in the “Date from” and “Date to” fields and use the “Insert” function to insert all twelve monthly payments into the budget.

When you change the end of validity, ReFIS checks whether any amounts repeat beyond the new end and proposes adjusting them, which you confirm. If the contract was created from a template, you adjust the amounts through the contract template.

ReFIS notifies you by e-mail of contracts whose validity is coming to an end, if you set it up. In the menu Other → User → Notifications, in the section Other e-mail notifications for documents, tick “Receive notifications about contracts expiring in the following number of months” and enter the number of months.

The e-mail arrives on the 1st day of the month (on Monday if that falls on a weekend) and lists all contracts whose validity ends in the month the entered number of months later - for example, with three months, at the beginning of March you receive a list of the contracts that end in June. A link in the e-mail opens their list in ReFIS.

Each user sets up the notification for themselves, and it is offered only to those who are allowed to view contracts. The responsible person of a contract does not receive the e-mail automatically - if they are to receive it, they set it up too.

• You prepare issued invoices based on contracts in the What to invoice report, which shows what needs to be invoiced so that it is paid on time.
• When importing a bank statement, the rule “match with the oldest unpaid amounts of that contract” can assign a payment to a contract if the payment reference or - in Slovakia and the Czech Republic - one of the payment symbols matches the contract number. The payment is matched to the oldest unpaid amount of the contract. The rule only takes contracts with a number filled in that are neither cancelled nor marked as closed.
• If the company turns on the “After saving a document, match unmatched payments using the rules for import of payments” option in the Document settings, ReFIS also matches the payments that arrived before the contract once the contract is saved.

You generate the text of the contract from a document template, which fills in the details of the contracting parties. A contract can go through the document flow - both approval and signing - like any other document.

• Orders
• Amounts
• What to invoice
• Document flow