Contract Management
Professional

Contracts are a must for companies. They serve as written commitment that outline all of the agreed upon terms and conditions. Contacts and pre-negotiated agreements mitigate the risk of getting sued or encountering any misunderstandings. The fine details of contracts are critical, which is why every company has at least one attorney trained to read all the fine details. This template helps organize all the different contracts the company has ranging from insurance to licensing deals. Keep all your contracts in one place, easily referencing each contract, the parties involved, the team members that put the contract together, and the point of contacts used for the fulfillment of the contract.

Reaching the point where two parties are signing a contract is quite the journey. It involves quite a bit of negotiation to ensure both parties are receiving the best deal possible. There is often consistent communication back and forth between attorneys, making sure all terms are as clear as possible. Contracts serve as a collaboration tool, identifying the ways two parties are going to work together to achieve their own goals. Ideally these agreements also bring in plenty of cash, generating revenue. In order to make these contracts come to fruition, many employees work together to build the best possible contract, engaging with the party’s point of contact until both are happy with the contract and it is time to sign.

Considering that work goes into just drawing up and signing a contract, it’s crucial that a company stay organized and maintain all contracts in a place where they can easily be referenced. This template does just that. It contains all contracts with all important details about the contracts, reducing the amount of time spent searching for a contract while also increasing the efficiency of the operation.

Dig through some of the template’s features, by table:

Contracts

Contracts are something you do NOT want to mess with. They are legally binding, and all the fine print really matters. This table can serve as your repository for all contracts regardless of whether they’re sales, insurance, or a new hire letter.

Fields

  • Contract ID. The unique contract ID associated with the contract.
  • Category. The category the contract falls under, whether it’s insurance, business, sales, or HR.
  • Contract. A copy of the contract itself.
  • Type. This field links to the Contract types table, displaying the type of contract. This could be a NDA, employment agreement, bill of sale, etc. The options are endless.
  • Parties involved. This field links to the Parties table, displaying the parties involved with the contract itself, regardless of where the party is an individual or it is a larger company.
  • Description. This lookup field grabs the description of the contract type so that you can view more information about the contract from this table.
  • Status. The status of the contract. Has it been accepted, rejected, or is it still in development?
  • Signing date. The date in year/month/day format for when the contract was signed by both parties.
  • Effective date. The date in year/month/day format for when the contract is effective.
  • Expiration date. The date in year/month/day format for when the contract expires.
  • Employees involved. This field links to the Employees table, displaying which employees were involved with this contract.
  • Notes. Additional notes about the contract itself.

Views

  • All contracts. Displays all contracts sorted by earliest signing date first.
  • Business. Displays business contracts sorted by earliest signing date first.
  • Employment. Displays employment contracts sorted by earliest effective date first.
  • Insurance. Displays insurance contracts sorted by earliest effective date first.
  • Sales. Displays sales contracts sorted by earliest effective date first. In this view, there is no expiration date because sales don’t expire.
  • In development. Displays contracts that are still in development and have not yet been finalized.
  • Finalized. Displays contracts that have been finalized sorted by most recent effective date.

Parties

All of the people involved in the content of the contract should be included here. Whether they’re a 5 person company, a single individual or a large corporation, they can be found here. This table can also server to identify all the parties you have contracts with.

Fields

  • Name. The name of the individual or company that is involved in a contract.
  • Type. The type of party it is. Is it an individual or a larger company?
  • Contracts. This field links to the Contracts table, displaying the different contracts each party is associated with.
  • Primary phone. The company or individual phone number.
  • Email. The email of the party.
  • Primary contact(s). This field links to the Contacts table, displaying the representative that the company has been working with for the contract. Individuals may not have a representative outside of themselves.
  • Notes. Additional notes about the party if necessary.

Views

  • All parties. All parties sorted in alphabetical order.
  • Companies. Parties that consist of a company sorted in alphabetical order.
  • Individuals. Parties made up of individuals not associated with a company sorted in alphabetical order.

Employees

The team makes the dream work. Isn’t that how the phrase goes? When it comes to contract writing, you have attorneys, managers, team members, etc involved. Several employees typically work together to generate the perfect contract required. This table identifies each of those employees, their roles, and their experience. Use the information to determine which employee you want working on your next contract!

Fields

  • Name. The name of the employee.
  • Role. The title the employee holds.
  • Email. The primary email the employee uses.
  • Phone number. The phone number of the employee.
  • Address. The mailing address of the employee.
  • Contracts worked on. This field counts the number of contracts the employee has worked on to determine their experience. This can be helpful when deciding which employees are best suited for which contract type.
  • Contracts. This field links to the Contracts table, displaying the different contracts the employee has worked on.

Views

  • All employees. Displays all employees sorted in alphabetical order.
  • Higher-ups. Displays upper level management that works on contracts sorted in alphabetical order.
  • Team members. Displays team members that don’t have a specialty and can be added on for additional support sorted in alphabetical order.
  • Experienced. Displays employees that have worked on more than 4 contracts sorted by highest number of contracts worked on to lowest.

Contacts

Each party may have a point of contact or a representative. Typically this applies to companies, but individuals may also have their lawyers representing them. Although the parties are on the contract themselves, the contacts help facilitate the negotiation, reviewing, and signing process. This table contains all the info for each of your points of contact.

Fields

  • Name. The contact’s name.
  • Role. The title they hold in their current company.
  • Representing. This field links to the Parties table, displaying which company this contact is a representative for.
  • Email. The email the contact uses.
  • Phone number. The phone number the contact can be reached at.
  • Notes. Additional notes. Great place to include times where the contacts are most responsive.

Views

  • All contacts. Displays all contacts sorted in alphabetical order.
  • Attorneys. Displays contacts with the position title of attorney, sorted in alphabetical order.
  • Partners. Displays contacts with the position title of partner, sorted in alphabetical order. Make sure to give these partners top priority if they call the shots!
  • Managers. Displays contacts with the position title of manager, sorted in alphabetical order.

Contract types

There are several types of contracts, all which have vastly different purposes. This table includes all the different types that have been used for the company and their frequency.

Fields

  • Type. The type of contract.
  • Description. A brief description of what that type of contract entails.
  • Count. The number of contracts the company has handed of the specific type.
  • Contracts. This field links to the Contracts table, displaying the individual contracts of that type which were handled.

Views

  • All contract types. Displays all contract types sorted by the highest frequency to the lowest frequency.
  • Frequently used. Displays contract types used more than once sorted by the highest frequency to the lowest frequency.