Contracts

Contracts define the terms of your engagement with a customer. Colo allows you to draft contracts, send them for electronic signing, and track their status.

1. Viewing the Contract List

1. Click Contracts in the left sidebar.
2. The list shows contract number, subject, customer, project, amount, start date, due date, status, and assigned staff.
3. Filter by Status using the dropdown (Signed, Not Sign, Testing, Not Started, In Progress, Awaiting Feedback, Complete).
4. Use the Contract Amount and Contract Duration charts at the top for a visual summary.

2. Creating a New Contract

1. Click + Add Contract.
2. Fill in the header:
   • Contract Subject (required)
   • Customer (required)
   • Project — optionally link to a project
   • Start Date and End Date
   • Status — e.g. Not Started
3. Add line items (services covered by the contract):
   • Click + Add Item.
   • Enter Description, Quantity, Unit Price, and Tax (optional).
4. Add contract body text in the Contract Details rich-text editor.
5. Add Terms & Conditions if needed.
6. Click Save.

3. Using a Contract Template

1. When creating a contract, click Load Template.
2. Select a saved template.
3. Edit as needed and save.

Saving a contract as a template:

1. After completing a contract, click Save as Template.
2. Name the template.
3. Click Save.

4. Sending a Contract for Signing

1. Open the contract.
2. Click Send Email.
3. Review the email body (it includes a link for the client to view and sign online).
4. Click Send.
5. Update the status to Not Sign to track that it is awaiting the client's signature.

5. Signing a Contract (Admin side)

1. Open the contract.
2. Scroll to the Signature section.
3. Upload a signature image.
4. Click Save Signature.
5. The contract records the signature with a timestamp.

6. Downloading a Contract as PDF

1. Open the contract.
2. Click Download PDF or Print.
3. The formatted contract is downloaded or opened in the print dialog.

7. Renewing a Contract

When a contract is near expiry:

1. Open the contract.
2. Click Renew.
3. The system creates a copy of the contract with a new start date.
4. Update the end date and any revised terms.
5. Save and send to the client.

8. Adding Comments / Attachments

• Comments: Open the contract → Comments section → type and click Add.
• Attachments: Open the contract → Attachments → Upload File.

9. Editing a Contract

1. Open the contract and click Edit.
2. Update the fields.
3. Click Save.

Editing a contract that has been sent to the client will not automatically notify them. Re-send if needed.

10. Deleting a Contract

• Trash icon on the list row → confirm.
• Bulk delete: check items → Delete Selected → confirm.

Contract Statuses

Tips

• Always attach the contract PDF to the email so the client has a local copy.
• Use Renew rather than creating a new contract to maintain a history trail for long-term clients.
• Link contracts to projects so project managers can see what has been agreed upon.