Price agreements

A price agreement is a document — a contract with one client, with its own number, term and signature — that a rental, labour, sale or service rate can point to. While it is signed and inside its term, the rates under it price the client's work; the moment it is not, pricing falls straight back to the price book and the item card, as if the agreement were never there.

Where: capsule → Finance → Price agreements (/finance/agreements). If the entry is missing, your group has not been granted the finance section — see Roles & access. Every rate table in Catalogues in Settings shows an Agreement column, and a client's card carries a Price agreements button that opens this list filtered to them.

Who can do what

At a glance

The list shows every agreement: Number (PA-0001), Client, Title, Term (valid from / valid to, or open-ended), Status (Draft, Sent, Signed), and the count of rate lines it carries across the four price books. Open a row for the card: the term and status at the top, the rate lines underneath grouped by book, and the signature block once one is recorded.

Read the card

The top of the card carries the number, the status, the term and the client. Under it, a banner says whether the rates price anything today: Draft — rates not in effect, Sent — rates take effect once signed, or, on a signed agreement outside its term, Expired or Not started yet. Then come the four price books with this agreement's lines, the Signing link block (whether the link is live, when it expires, how often the client opened it), the Signature block once someone has signed, and the agreement's files.

Print the agreement

Print in the card's toolbar opens the agreement as a PDF in a new tab: the same document the client receives attached to the Send email and downloads from the signing link. Use it to check what the client will see before you send, or to print a copy for the file. Anyone who can open the Finance section can print; sending and editing stay with managers.

Key concepts

Statuses

When rates apply

A rate row that carries an agreement prices a client's work only when all of this is true, checked on the date of the document being priced (ilham, 2026-09-25):

1. the agreement is Signed — a draft or a sent-but-unsigned agreement never prices anything;
2. the document's date falls inside the agreement's term, valid from through valid to inclusive — an open-ended agreement (no valid to) covers every date from valid from onward;
3. this holds for all four price books alike — rental, labour, sale and service rates are covered the same way;
4. outside those two conditions the row is skipped entirely, as if it did not exist, and pricing falls to the next rung of the ladder — a rate with no client, then the item's own list price. See Price books resolve from the specific to the general and Where the price comes from.

In practice: write next year's numbers into next year's agreement and sign it whenever you like — nothing prices off it until its term starts, and nothing prices off it once its term (or the client's business with you) ends.

Priority over a rate without an agreement

While a signed agreement is in its term, its rate line beats a rate line at the same level (same client, same item or category, same unit) that carries no agreement at all — even when that plain rate has a later From date. Once the document's date moves past the agreement's term, the plain rate applies again exactly as if the agreement had never been signed. The rate lists (Settings → rental, labour, sale and service rates) and the item's Finance card mark a rate line this way overrides today: the plain line shows a small "Overridden by" note linking to the agreement, and the item card lists the overridden rate under the price book entry that wins. For a rental booking whose period crosses the agreement's end date, the whole period is priced at the rate in force on the period's start date — the price does not change partway through a booking that was already running.

One rate line, one paper

A rate line that belongs to an agreement can only be added, edited or removed while that agreement is a Draft. The moment it is sent, its lines are frozen — correcting a number means Revise back to Draft first. A signed agreement's lines cannot be touched at all; a new price is a new agreement, never an edit to one already in the client's hands.

Two signed agreements never overlap

A client cannot have two Signed agreements whose terms overlap. Signing an agreement whose term crosses a signed one already on file is refused, naming the agreement in the way — shorten that one's valid to first (see Shorten the term). Draft and sent agreements do not count: you can prepare next year's paper, and even send it, while this year's is still signed and in force.

How to

Create an agreement

Who: Manager and above.

1. Click New agreement.
2. Client — who the agreement is with.
3. Title — a short name for your own reference; it does not have to repeat the client's name.
4. Valid from — when its rates start applying. Valid to — when they stop; leave it empty for an open-ended agreement.
5. Click Create.

Result: a new Draft agreement with the next number, PA-0001 upward, ready for rate lines.

If it fails: there is no New agreement button — you are not a Manager, or your group has no finance grant.

Add rates

Who: Manager and above.

1. Open the draft agreement's card and add a line to any of the four books — rental, labour, sale or service — the same way you would in Catalogues in Settings. Rates are added only from the draft agreement's own card — a price book row has no field pointing back to an agreement.
2. The line's Client is fixed to the agreement's client and cannot be changed on the line itself.
3. Effective from must fall inside the agreement's term; leave it empty and it defaults to the agreement's Valid from.
4. Save the line.

Result: the line appears on the agreement's card and in its book, tagged with this agreement's number.

If it fails: Agreement is sent — revise it to change rates. — the lines of a sent agreement are frozen; Revise it back to Draft first; Agreement is signed — agree new terms in a new agreement. — a signed agreement's lines never change; write a new agreement; The rate must start within the agreement term (…). — pick a date between Valid from and Valid to; A rate in an agreement belongs to the agreement's client. — the line's client cannot differ from the agreement's. The same rules apply when a deleted line is restored from the Trash: it comes back only to a Draft agreement, with the same client and a date still inside the term.

Send for signature

Who: Manager and above.

1. On a draft with at least one rate line, click Send.
2. Send to — leave it empty to use the client's contact with the Invoices role (failing that, the first contact with an email — see Contacts and their roles), or type an address to override it for this send.
3. Click Send.

Result: the agreement turns Sent, its rate lines freeze, and a signing link is created, live for 30 days. The client's email carries the rate PDF and the agreement's own files as attachments, as long as they total 10 MB or less; past that, the email links to the signing page instead, where everything is available for download. See Client signing.

If it fails: there is no Send button — you are not a Manager, the agreement is already Signed, or it has no rate lines yet; No email address for this client — enter one to send the agreement. — type an address in Send to, or add a contact with an email on the client card; Add at least one rate before sending the agreement. — the draft has no rate lines.

Record a signature

Who: Manager and above.

A signature recorded here is the office's own record of a paper the client signed by hand — the alternative to the client signing through their own link (see Client signing). It works from a Draft or a Sent agreement alike.

1. Upload the signed scan as a file on the agreement first (see Attach files for the general pattern).
2. Click Record signature.
3. Signer name — who signed. Title (their position) and Signed on are optional; Signed on defaults to today.
4. Pick the uploaded scan.
5. Click Record signature.

Result: the agreement turns Signed, credited to you as the one who recorded it; its rates start applying from this moment, for any document dated inside its term. A Price agreement signed row lands in the feed. The scan you picked is now part of the signed agreement: it stays in the agreement's files with no Remove in its menu, for anyone.

If it fails: there is no Record signature button — you are not a Manager, the agreement is already Signed, or it has no rate lines yet; Add at least one rate before signing the agreement. — the agreement has no rate lines; Upload the signed scan to this agreement first. — step 1 was skipped; Agreement PA-0007 is already signed. — nothing to record, a signature already stands; A signature cannot be dated in the future. or A signature cannot be dated before the agreement was created. — fix Signed on; Overlaps signed agreement PA-0003 — move its valid_to first. — see Two signed agreements never overlap and shorten that one's term first.

Shorten the term

Who: Manager and above.

A Signed agreement's term can only be cut short, never extended and never turned open-ended — a longer term is a new agreement, not an edit to this one.

1. On a signed agreement, click Shorten term.
2. New valid to — a date no earlier than Valid from and no later than the current Valid to.
3. Confirm.

Result: the agreement's Valid to updates; rate lines dated after the new end no longer price anything (see When rates apply), even though the lines themselves stay on the agreement untouched.

If it fails: A signed agreement can only end earlier — new terms go in a new agreement. — the date typed is later than the current Valid to, or left empty; The end date cannot be before the start date. — the date typed is before Valid from.

Revise a sent agreement

Who: Manager and above.

A Sent agreement is frozen: the client has it and may be reading it. To change a rate or the term, return it to Draft first.

1. On a sent agreement, click Revise and confirm.

Result: the agreement is a Draft again, its rate lines and header can be edited, and the link the client received stops working. Send again when the changes are ready.

If it fails: there is no Revise button — the agreement is a Draft already, or it is Signed: A signed agreement cannot be revised — agree new terms in a new agreement. Shorten the old one's term first if the two would overlap.

Edit the header

Who: Manager and above, Draft only.

1. Click Edit on a draft agreement.
2. Change Title, Valid from, Valid to or Notes, then Save.

If it fails: there is no Edit button — the agreement is Sent or Signed: its whole header, title and notes included, is on the paper the client has (Only a draft agreement can change this — revise it first.); Revise a sent one, or use Shorten term on a signed one; Some rates of this agreement start outside the new term (…). — a draft's term cannot be narrowed past the dates of the lines it carries, counting lines in the Trash; move those lines, or remove them for good from the Trash, first; The end date cannot be before the start date. — fix Valid to.

Delete an agreement

Who: Manager and above.

Only a Draft with no rate lines can be deleted — lines waiting in the Trash count too, because they can still be restored to it. Remove its lines first, then remove them for good from the Trash (or wait for the Trash to clear them); a sent agreement must be revised back to Draft, and a signed one is never deleted — shorten its term instead.

1. Click Delete on the draft and confirm.

Result: the agreement goes to the Trash.

If it fails: there is no Delete button — the agreement is not a Draft, or it still carries rate lines, live or in the Trash.

Client signing

The client's own path to signing mirrors an invoice's client link: the link in the Send email opens a page outside the app, with no account needed, where the client reads the rates, downloads the PDF and the agreement's files, and signs — their name, position and, if their device supports it, a drawn signature. The link stays live for 30 days; opening it and answering are both recorded, the same as on an invoice's link.

Once the client signs, the agreement turns Signed immediately — there is nothing left for the office to record. The office-recorded path in Record a signature is only for a paper copy signed by hand and returned some other way; an agreement is signed once, by whichever path gets there first.

If it fails: the client says the link has expired — links live 30 days; Send again to issue a fresh one; the client says the link was withdrawn — Revise returns a sent agreement to Draft and withdraws its link along with it; send again once it is ready.

Fields

New agreement

Send

Record signature

Shorten term

What the system tells you

Codes for both rows — price_agreement_sent and price_agreement_signed in the finance section — see Notification codes.

Related

• Catalogues in Settings — where a rate row without an agreement is priced from, and the Agreement column on the rental and labour rate tables.
• Invoices — where the price on an invoice line comes from, agreement rates included.
• Clients & companies — the agreements block on a client's own card.
• Statuses and badges · Notification codes — the badge and feed dictionaries.