Manually create, edit, and manage contracts

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If you're a Super Admin, you can opt your account into the Direct Create, Edit, and Renew HubSpot Contracts beta.

Contracts are the centralized source of truth for committed revenue in HubSpot. Learn how to manually create, import, and edit contracts. If you require buyers to also accept or e-sign quotes, learn more about creating and sending quotes and how contracts are created from accepted quotes.

By managing contracts in HubSpot, you can record and manage existing contract agreements, manually record payments or automatically bill buyers, make updates over the duration of a contract, and accurately report revenue. 

You may want to manually create or import contracts in HubSpot in the following scenarios:

• Importing existing contracts: if you have existing contracts and want to manage them in HubSpot, you can import them.
• When managing your CPQ in another system: if you use another system to manage CPQ, you can use contracts in HubSpot as the source of truth for reporting and automation.

Contract configurations

Contracts can be created manually or from accepted quotes. Use the table below to identify the contract configuration suited to your needs, and the requirements in HubSpot. 

Create contracts

Create contracts from the contract index page or from contact, company, deal, and ticket records. If you want to import existing contracts, learn more about using the import tool to import contracts.

Create contracts from the index page

1. In your HubSpot account, click More, then navigate to Revenue > Contracts. If More doesn't appear in your account, navigate to Revenue > Contracts directly.
2. In the upper right, click Add contracts, then select Create new.
3. Configure the contract.

Create contracts from other records

1. Navigate to your records:
   • In your HubSpot account, click More, then navigate to CRM > Contacts. If More doesn't appear in your account, navigate to CRM > Contacts directly.
   • In your HubSpot account, click More, then navigate to CRM > Companies. If More doesn't appear in your account, navigate to CRM > Companies directly.
   • In your HubSpot account, click More, then navigate to CRM > Deals. If More doesn't appear in your account, navigate to CRM > Deals directly.
   • In your HubSpot account, click More, then navigate to CRM > Tickets. If More doesn't appear in your account, navigate to CRM > Tickets directly.
2. Click the name of a record.
3. In the right sidebar, on the Contracts card, click Add, then select Create new contract. If you can't see the Contracts card, learn how to add it to the right sidebar.
   
   
4. Configure the contract.

Configure contracts

Configure the contract information using the contract editor. To preview the contract details and billing schedule, click Preview contract in the upper right. To save the contract as a draft, click Back in the top left. You can edit draft contracts later.

Edit the seller details of the contract

The parties section displays the seller's details of the contract.

• Seller details are based on the contract creator.
• Seller details, including phone number, are populated from the user profile of the user creating the contract. The seller's company is populated from the account's company information.
• You can update the seller's name, phone number, and company information. If you update the seller's details, only the contract and the invoices associated with the contract use the new details. The user profile and company information aren't updated.
• A contract must have a seller's email address and company name to be created.

To edit the seller details, in the Parties section of the contract:

1. To update the seller company details, hover over the company and click the edit edit icon.
2. Update the details in the right panel, then click Save. Changes made to the seller company details only apply to the contract and the invoices associated with the contract. Your account settings aren't updated.

Add a billing company and contact

The parties section also displays the billing company and contacts of the contract.

• A contract must have one billing contact. More billing contacts can be added.
• A contract can have a maximum of one buyer company, one billing contact, and one billing company associated with it.
• Billing contacts are sent invoices and billing details, such as receipts.

To add the billing company and contact:

1. To add a billing company, next to Billing company, click Add. In the right panel, search for and select the company, then click Save. Click the Create new tab in the right panel to create a new company record. 
2. To edit the billing company details, hover over the company and click the edit edit icon. Edits will also update the company CRM record.
3. To replace the billing company, hover over the company and click the replace replace icon.
4. To delete the billing company, hover over the company and click the delete delete icon.
5. To use the same billing address as the company record, under Billing address, select the Same as billing company checkbox.
6. To use a different billing address, click + Add billing address.
7. In the right panel, enter the billing address and click Save. The billing address is updated on the contract and used on associated invoices. The company record is not updated.

Please note: if automated sales tax is turned on, the billing address is used to determine if tax should be added to the contract.

6. Click to expand the Tax IDs section to view any Tax IDs added to the billing company. Edit existing tax IDs by clicking the edit edit icon next to the billing company name, then, in the right panel, click the Tax IDs tab. Add seller tax IDs through the invoices tool.
7. To add a billing contact, next to Billing contact, click Add. In the right panel, search for and select a contact, then click Save. Click the Create new tab in the right panel to create a new contact record.
8. To edit the billing contact details, hover over the contact and click the edit edit icon. Edits will also update the contact CRM record.
9. To replace the billing contact, hover over the contact and click the replace replace icon.
10. To delete the billing contact, hover over the contact and click the delete delete icon.
11. To add additional billing contacts, click + Add additional contacts. Search for contacts and select the checkboxes next to the contacts, then click Save.

Configure contract details

Set up the contract's effective date, owner, payment terms, and PO number. You can also add custom properties and associate the contract with an existing deal.

1. To set the date the contract goes into effect, click the Contract effective date date picker and select a date.
2. To set the contract owner, click the Contract owner dropdown menu and select an owner.
3. Click the Payment terms dropdown menu and select a payment term. Learn more about payment terms.
4. To associate a PO number with the contract, in the PO number field, enter the PO number.
5. To add a custom property, click + Add custom property. Select existing custom contract properties from the list, search for the custom property you'd like to use, or click Create new contract property to set up a new custom contract property.
6. To remove a custom property, click the delete delete icon next to it.
7. To associate the contract with a deal, click the Associate with a deal dropdown menu and select a deal, or click Create a new deal to create a new deal.

Add line items

Add line items to the contract from your product library or add custom line items. 

Please note: when using Stripe as a payment processing option, the total amount due must be more than $0.50, or the equivalent minimum of the settlement currency. Learn more about Stripe's minimum charge amounts.

To add line items:

1. In the upper right, of the line items section click Add line item, then select an option:
   • Select from product library: add a line item based on a product in your product library, including line items created using the HubSpot-Shopify integration.
     • Search by product name, product description, or SKU, or click Advanced filters to refine your search.
     • Select the checkboxes in the right panel next to the products you want to base your line item on. If selecting tiered pricing line items, click View tiers to view the different tiers for the product, before adding the line item.
       
       
   • Create custom line item: create a custom line item that's unique to the contract. After selecting this option, use the right panel to enter your line item details. Select the Save line item to the product library checkbox to save the line item to your product library. Click Save or Save and add another.
2. Click Preview contract to preview the contract details and billing schedule.
3. Taxes can be added to individual line items, or you can use automated sales tax when using online payments. To add taxes to individual line items, click the Tax Rate dropdown menu and set tax rates on line items. The Tax amount column updates automatically.
4. If you're using automated sales tax, toggle the Automated sales tax switch on. Automated sales tax will be calculated when the contract is created.
   
   • In the Tax category column, click the dropdown menu and select the tax category for each line item. You can choose different tax categories for different line items. Each line item must have a unique name.
   • If you're shipping an item as part of the contract, you must add a line item for shipping for automated tax to calculate correctly. If you haven't added shipping to your product library, add a custom line item with a Tax category of Shipping.
5. You can edit the columns displayed in the line item table. If you're a Super Admin, you can set which columns to display to all users by default. Learn how to edit columns.
6. Edit the line items in the editor by adjusting the values of each column. 
   
   
7. When editing tiered pricing line items, the price updates based on the tier as you adjust the quantity. Click View tiers to edit the quantities alongside the tier table to understand which pricing tier applies.
   
   
8. By default, billing for one-time and recurring line items is set to today's date. To charge your buyer for a line item later, click the Billing start date dropdown menu, then select Custom Date. In the right panel, click the date picker and select a start date, then click Save.

9. To add a discount to a line item, in the Unit Discount column, click the dropdown menu and select percentage or currency. Enter the discount amount. Discounts can be set on individual line items, not on the entire contract.
10. To edit the line item's details, or to clone or delete a line item, hover over the line item, click Actions, then select an option:
    • Edit: edit the line item for the contract. The product library won't be affected. 
    • Delete: delete the line item.

9. To reorder the line items, click and drag a line item using the dragHandle drag handle.

10. The Summary section shows how your buyer will be charged:

    • The Subtotal will show only the items due at checkout. Any items that'll be charged at a later date will appear in the Future payments total.
    • All items, regardless of payment due date, will be totaled next to Total.
    • Toggle the Automated sales tax switch off to turn automated sales tax off.

Configure billing and payments

Set up how to bill and collect payments from buyers. Online payments are only available when billing is turned on. 

To set up billing, under Billing and payments:

1. Toggle the Billing switch on to automatically create invoices and bill buyers for recurring line items. Learn more about billing settings.
2. To set how to collect payments, under Collection process:
   • Select Automatic payments to automatically charge invoices on each billing date. Click the Charge method dropdown menu and select an option: 
     • Collect payment method on the first paid invoice: charge each invoice using the payment method entered to pay for the first invoice.
     • Use a stored payment method: charge an existing stored payment method.
   • Select Manual payments if you want the buyer to manually pay the invoice on each billing date. The buyer will be sent the invoice on each billing date to arrange payment.
3. Toggle the Billing switch off if you want to bill and collect payments through an alternative method.

To set up online payments, under Accept online payments:

1. If Automatic payments is selected in the Billing section, online payments will be on by default. If Manual payments is selected, toggle the Accept online payments switch on to allow buyers to pay for invoices online.
   • The pre-filled choices on this screen reflect what's set up in payment settings. Select or clear the Accepted forms of payment checkboxes to choose the payment types to accept.
   • If you have set up fees, under Fees applied at checkout, select the checkboxes next to the fees you want to apply to the contract payment.
   • Select the Collecting billing address for credit card purchases checkbox to collect the billing address of your buyers.
   • Select the Collect shipping address checkbox to collect the shipping address of your buyers.
2. To accept payments through an alternative method, toggle the Accept online payments switch off.

Set the contract language and locale

1. Click Settings in the upper right of the contract editor.
2. Click the Language dropdown menu and select a language.
3. Click the Locale dropdown menu and select a locale. Locale will change the date and address display format for your contract. Changing the contract's locale settings won't update the currency.

Finalize the contract

1. To finalize the contract and send the first invoice, click Finalize in the top right.
2. If prompted, click Finalize in the dialog box to confirm.

Invoice delivery and payment

How you configured line items and billing and payments determines what happens next.  Review the table below to understand the process based on your contract settings.

Edit draft contracts

Edit draft contracts to update seller and buyer information, the collection process, the payment method being charged, the line items of the contract, and checkout settings. To edit a draft contract:

1. In your HubSpot account, click More, then navigate to Revenue > Contracts. If More doesn't appear in your account, navigate to Revenue > Contracts directly.
2. Click the name of a contract.
3. In the upper left, click Actions, then select Edit contract.
4. Update the contract.
5. To save the contract as a draft, click Back in the top left.
6. To finalize the contract, click Finalize in the top right.

Edit finalized contracts

Edit finalized contracts to update seller and buyer information, the collection process, the payment method being charged, the line items of the contract, and checkout settings. If you want to send change quotes for acceptance, learn more about creating change quotes.

1. In your HubSpot account, click More, then navigate to Revenue > Contracts. If More doesn't appear in your account, navigate to Revenue > Contracts directly.
2. Click the name of a contract.
3. In the upper left, click Actions, then select Edit contract.
4. In the dialog box, click Edit contract directly.

Edit the contract buyer and seller details

Edit the contract buyer and seller details in the Parties section.

1. To update the seller company details, under Seller:
   • Hover over the seller and click the edit edit icon.
   • Update the details in the right panel, then click Save.
   • Changes made to the seller company details only apply to the contract and the invoices associated with the contract. Your account settings aren't updated.
2. To edit the billing company details, hover over the company and click the edit edit icon. Edits will also update the company CRM record.
3. To replace the billing company, hover over the company and click the replace replace icon.
4. To delete the billing company, hover over the company and click the delete delete icon.
5. To use the same billing address as the company record, under Billing address, select the Same as billing company checkbox.
6. To use a different billing address, click + Add billing address. In the right panel:
   • Enter the billing address and click Save.
   • Changes made to the billing address details only update the contract and is used on invoices associated with the contract. The company record is not updated.
7. To add a billing contact, next to Billing contact, click Add. In the right panel:
   1. Search for and select a contact, then click Save.
   2. Click the Create new tab in the right panel to create a new contact record.
8. To edit the billing contact details, hover over the contact and click the edit edit icon. Edits will also update the contact CRM record.
9. To replace the billing contact, hover over the contact and click the replace replace icon.
10. To delete the billing contact, hover over the contact and click the delete delete icon.
11. To add additional billing contacts, click + Add additional contacts. Search for contacts and select the checkboxes next to the contacts, then click Save.

Edit contract details

Edit contract details in the Contract setup section.

1. To change the contract owner, click the Contract owner dropdown menu and select an owner.
2. To change the payment terms, click the Payment terms dropdown menu and select a payment term. Learn more about payment terms.
3. To change the PO number of the contract, in the PO number field, enter the PO number.
4. To add a custom property, click + Add custom property. Select existing custom contract properties from the list, search for the custom property you'd like to use, or click Create new contract property to set up a new custom contract property.
5. Click the delete delete icon next to a custom property to delete it from the contract.
6. To associate the contract with a deal, click the Associate with a deal dropdown menu and select a deal, or click Create a new deal to create a new deal.

Edit line items

Edit the line items of the contract in the Line items section. 

1. Click Change effective date and select the date the change will take effect.
2. If the Allow users to override the default proration setting is turned on, clear the Prorate charges and credits for the remaining billing period to not prorate charges. If the checkbox is selected, charges will be prorated.
3. To remove a line item, hover over the line item, click Actions, then select Cancel line item. The line item will be labeled as Canceled.
4. To update a line item, update the properties of the line item in the line item columns (e.g., Unit price, Quantity, Unit discount). Click Edit columns in the upper right to edit which columns are displayed. The line item will be labeled as Changed.
5. To undo changes, hover over the line item name, click Actions, then select Undo changes.
   
   
6. To add a line item, in the upper right, click Add line item, then select an option:
   • Select from product library: add a line item based on a product in your product library, including line items created using the HubSpot-Shopify integration.
     • After selecting this option, search by product name, product description, or SKU, or click Advanced filters to refine your search. Select the checkboxes in the right panel next to the products you want to base your line item on.
     • If selecting tiered pricing line items, click View tiers to view the different tiers for the product before adding the line item.
   • Create custom line item: if you have Create custom line items permissions, a new custom line item will be created that's unique to the individual quote. After selecting this option, enter your line item details in the right panel, and choose whether to save the custom line item to your product library. Click Save or Save and add another.
7. If automated sales tax is turned on, select tax categories for any added line items. 
8. The line item will be labeled as Added.
9. Review updates in the Changes panel on the right.
   
   
10. If the Prorate charges and credits for the remaining billing period option was selected, the Prorated adjustment is displayed in the Summary.
    
    
11. To turn off automated sales tax, toggle the Automated sales tax switch off.

Edit billing and payments

When editing billing and payments for finalized contracts:

• If billing was turned on when the contract was created, it can't be turned off when editing.

• If billing was turned off when the contract was created, it can't be turned on when editing.

Edit billing and payment option in the Billing and payments section:

1. To update the collection process, click Automatic payments or Manual payments. If you select Automatic payments, online payments will be on by default.
2. If Automatic payments is selected, to change the payment method used for charging, click the Charge method dropdown menu and select a charge method. Select Collect payment method on the next paid invoice to collect a new payment method from the buyer when they pay the next invoice.
3. Under Online payments, toggle the Accept online payments switch on to allow buyers to pay for invoices online.
   • The pre-filled choices on this screen reflect what's set up in payment settings. Select or clear the Accepted forms of payment checkboxes to choose the payment types to accept.
   • If you have set up fees, under Fees applied at checkout, select the checkboxes next to the fees you want to apply to the contract payment.
   • Select the Collecting billing address for credit card purchases checkbox to collect the billing address of your buyers.
   • Select the Collect shipping address checkbox to collect the shipping address of your buyers.
4. To accept payments through an alternative method, toggle the Accept online payments switch off. If you selected Automatic payments, online payments will be on by default.

Save edits

1. To save contract edits, click Save changes in the top right.
2. Click Save changes in the dialog box to confirm the changes.