Managing Contracts

Managing contracts in Pasco Cloud means creating structured records of your agreements, linking them to projects, tracking key dates and values, and keeping a discussion thread for contract-related communication. This page covers the practical side of working with contracts day to day.

Creating a Contract

To create a new contract:

1. Navigate to Contracts in the sidebar.
2. Click Create Contract to open the creation modal.
3. Fill in the required fields:
   • Contract reference — your internal reference number or code (up to 100 characters). For example, "HC-2026-001" or "SC-ELEC-003".
   • Title — a descriptive name for the contract (up to 300 characters). For example, "Head Contract — Riverside Commercial Development".
   • Type — select from suggested types or enter a custom type.
   • Counterparty name — the other party to the agreement.
4. Optionally fill in:
   • Description — additional context or notes (up to 5,000 characters).
   • Organisation — the organisation managing this contract.
   • Counterparty organisation — link to a Pasco Cloud organisation if the counterparty is registered.
   • Execution date — when the contract was or will be signed.
   • Commencement date — when work under the contract begins.
   • Completion date — the planned completion date.
   • Contract value — the total contract value.
   • Currency — defaults to AUD.
5. Configure sharing — choose which groups or users can see this contract.
6. Click Create.

The new contract is created with Draft status. You can change the status at any time.

Contract Detail Page

Click any contract in the list to open its detail page. The detail page is organised into sections:

• Overview — contract reference, title, type, status badge with colour coding, and description.
• Counterparty — the other party's name, and linked organisation if applicable.
• Key Dates — execution date, commencement date, planned completion, and actual completion.
• Value — contract value and currency.
• Linked Projects — projects associated with this contract, with relationship types.
• Attachments — contract documents and supporting files.
• Comments — discussion thread for contract-related communication.
• Sharing — groups and users who have access.

Linking Projects

One of the most useful features of contract management is linking contracts to projects. This creates a cross-reference between your contracts and your project data.

Adding a Project Link

1. Open the contract detail page.
2. In the Linked Projects section, click Link Project.
3. Select the project from the dropdown.
4. Choose a relationship type — Parent Project, Delivery Project, Related, or enter a custom description.
5. Save the link.

The project now appears in the contract's linked projects section, and the contract can be referenced from the project context.

Multiple Project Links

A single contract can be linked to multiple projects. This is common for:

• Consultancy agreements that cover a consultant's engagement across several projects.
• Supply agreements where a supplier delivers materials to multiple sites.
• Framework agreements that govern work across a portfolio.

Each link has its own relationship type, so you can describe how the contract relates to each project differently.

💡 Tip

Link contracts to projects for easy reference. When team members are working on a project, they can see which contracts are relevant. When reviewing a contract, you can see which projects it affects. This cross-reference saves time and reduces the risk of missing important contract conditions.

Status Management

To change a contract's status, use the status selector on the detail page. Contracts support any-to-any transitions, so you can move between statuses freely as the situation evolves:

• Draft → Active — contract has been executed (signed).
• Active → On Hold — work suspended (dispute, force majeure, etc.).
• On Hold → Active — work resumes.
• Active → Complete — all work and obligations are finished.
• Active → Terminated — contract ended early.
• Terminated → Active — contract reactivated (rare but possible).

Each status change is recorded in the contract's history.

Comments

Contracts have a comment thread for tracking discussion and correspondence:

• Record decisions made in contract meetings.
• Note key correspondence with the counterparty.
• Attach relevant documents to comments (variation notices, progress claim responses, etc.).
• Keep a running record of contract administration activity.

Comments work the same way as issue comments — type your text, optionally attach files, and post. Each comment shows the author and timestamp.

Attachments

Attach contract documents and supporting files directly to the contract record:

• The executed contract document (PDF).
• Schedules and appendices.
• Variations and amendments.
• Correspondence related to the contract.

Files are uploaded securely using presigned S3 URLs. Each attachment shows the filename, file size, upload date, and who uploaded it.

Document Numbering

Contracts receive automatic sequential document numbers, following the same document numbering system used for reports. The numbering scope is configured at the organisation or project level.

Filtering and Searching

The contracts list page provides filtering to help you find specific contracts:

• Status — filter by contract status (draft, active, on-hold, complete, terminated).
• Organisation — filter by the managing organisation.
• Search — free-text search across contract titles and references.

What's Next?

• First time? Follow the Tutorial: Linking Contracts to Projects for a hands-on walkthrough.
• Looking for issue tracking? See the Issues Overview.
• Need task management? See the Tasks Overview.
• Want to understand sharing? Read Sharing & Visibility.