BetaView and manage contracts

Use the contracts object in HubSpot as a centralized source of truth for committed revenue. After creating contracts, view and manage them on the contracts index page. 

Review contract details, associated revenue, activities, and history. You can also make mid-contract changes using change or renewal quotes, terminate contracts, or export contracts. Learn more about how contracts are used.

Before you get started

• If you're a Super Admin, you can opt your account into the HubSpot Contracts with Commerce Hub beta.
• It isn't possible to enroll in the beta if you're using HubSpot payments or Stripe as a payment processing option.

View contract records

View contracts on the index page

Use the contract index page to view all contracts and to create and use saved views to filter contracts by specific criteria. To view all contracts:

1. In your HubSpot account, navigate to Commerce > Contracts.
2. To edit the columns that appear in the table, click Edit columns in the upper right of the table.
3. Contracts can have the following statuses:
   • Scheduled: when a contract is created with a future effective date, the status is set to Scheduled. On the effective date, the status is set to Active.
   • Active: a contract that's active.
   • Completed: a contract that's no longer active, due to it ending.
   • Terminated: a contract that has been terminated.
   • Draft: a contract that isn't finalized.
4. To filter the index page, click the filter dropdown menus (e.g., Status) and set your filter criteria.
5. To set custom filters, click Advanced filters at the top of the table.
6. To save a view for future use, click the Save icon at the upper right of the table.
7. To preview the contract details, hover over the contract and click Preview. View the details in the right panel.
8. To view the contract record, click the contract name. 

Learn more about the contract layout.

View contracts on associated CRM records

To view a contract from one of its associated records (for example, a contact, company, or invoice):

1. Navigate to your records. For example:
   • In your HubSpot account, navigate to Commerce > Contracts.
   • In your HubSpot account, navigate to CRM > Companies.
   • In your HubSpot account, navigate to Commerce > Quotes.
   • In your HubSpot account, navigate to Commerce > Invoices.
2. Open the right sidebar by clicking the name of the associated record, or clicking Preview. The behavior depends on the object you're viewing.
3. In the right sidebar, navigate to the Contracts card to view the contract status. If the Contracts card isn't appearing on your record by default, you can manually add the card to it.
4. For more information, hover over the contract and click the Preview icon.
   
   
   
5. Review the contract details in the right panel.

Contract layout

Contracts include details of the contract, billing information, associated records, activities, and history. 

About the contract

The left sidebar displays the contract name, status, contract value, contract start date, contract end date, recurring revenue information, and billing information. You can also customize the sidebar to add other properties.

Contract overview, activities, and history

The middle column has three tabs: Overview, Activities, and History.

• Overview: the overview provides a snapshot of the contract performance, line items, billing schedule, and renewal information.

• • The Contract performance card displays the contract value, recurring revenue information, the contract end date, and the amount billed.
    
    
    
  • The Current and upcoming line items card lists each line item of the contract and their properties (e.g., price, quantity, billing schedule, term, pricing model).
    
    
    
  • The Renewal information card displays the renewal status, based on any renewal quotes created for the contract.
    
    
    
• Activities: the activities tab displays a timeline of communications (e.g., emails and calls), team activity (meetings, notes, tasks), and updates to the contract, and associated invoices, deals, and tickets.
  
  
  
• History: the history tab displays details of contract changes and renewals, including changes in recurring revenue and line item additions or removals.
  
  
  

Associated records

The right sidebar displays all associations to the contract. You can associate other records. Learn more about working with records in HubSpot.

Manage contracts

Contracts can be managed from the contract index page. Create change and renewal quotes, update payment methods, terminate contracts, and associate other invoices with contracts.

Create a change quote on a contract

Create a change quote to modify an active contract agreement. Using a change quote ensures an exact reflection of the current state of revenue and services, allowing for accurate reporting. The change quote captures the net difference between the original contract and the new agreement. For example, you may want to create a change quote for the following scenarios:

• Expansions and upsells: add more units to an existing contract (e.g., if a customer has 10 licenses and needs to add 5 more), or upsell new features or services.
• Downgrades and cancellations: remove or reduce the volume of certain features or services.
• Price adjustments: adjust pricing mid-contract.
• Term adjustments: extend or reduce the current contract term.

Change quotes must be associated with a deal (e.g., expansion or upsell deals). Deals can be created as part of the change quote process, or can be created separately and manually associated. When change quotes are accepted, the contract is updated with the changes outlined in the quote. Consider setting up different pipelines for change quotes' associated deals (e.g., expansion, upsell). The contract's History tab is updated whenever changes are made, either directly or via change quotes.

When using a change quote, you can change or cancel recurring line items, not one-time line items. To create a change quote:

1. In your HubSpot account, navigate to Commerce > Contracts.
2. Click the name of the contract.
3. In the upper right of the left sidebar, click Actions, then select Create change quote.
4. In the right panel:
   • If the Automatically create new deals for change quotes setting is turned on:
     • Click the Deal pipeline dropdown menu and select a pipeline.
     • Click the Deal stage dropdown menu and select a deal stage.
     • Click the Select a quote template dropdown menu and select a quote template. Learn more about setting up quote templates.
     • In the Change effective date field, click the date picker and select the date the change will take effect.
     • 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 you leave the checkbox selected, charges will be prorated.
     • Click Create quote.
   • If the Automatically create new deals for change quotes setting is turned off:
     • Click the Associate with a deal dropdown menu and select a deal, or click Create a new deal to create a new deal. It’s recommended to create a new deal for the change quote (e.g., a Change deal or Expansion deal). This way, you can report on new business revenue vs other revenue (e.g., expansion or upsell revenue).
     • Click the Select a quote template dropdown menu and select a quote template. Learn more about setting up quote templates.
     • Click Change effective date and select the date the change will take effect.
     • 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 you leave the checkbox selected, charges will be prorated.
     • Click Create quote.
5. The details of the seller and buyer will automatically be added to the quote from the contract information.
6. In the Change line items section, click Change line items.
7. To change a line item:
   • Hover over the line item, click Actions, then select Change.
   • In the right panel, click to expand the Line item details and More options sections and edit the line item information. Click Save.
   • The line item will be labeled as Changed.
   • To undo changes, hover over the line item name, click Actions, then select Undo changes.
8. To cancel a line item, hover over the line item, click Actions, then select Cancel line item. The line item will be labeled as Canceled. To undo cancellation, hover over the line item and click Undo cancel.
9. 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 this individual quote. After selecting this option, use the right panel to enter your line item details, and choose whether to save the custom line item to your product library. Click Save or Save and add another.
10. The line item will be labeled as Added. You can also review updates in the Changes panel on the right.
    
    
    
11. If the Prorate charges and credits for the remaining billing period option was selected when creating the change quote, the Prorated adjustment is displayed in the Summary.
    
    
    
12. When you have finished updating the line items, click Save in the bottom left.
13. The changes will be reflected in the quote editor.
    
    
    
14. To edit the summary, including the Change effective date, click the Summary section in the quote editor. In the left panel:
    • Under Change effective date:
      • In the Change effective date field, click the date picker and select the date the change will take effect.
      • 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 you leave the checkbox selected, charges will be prorated.
      • In the Label field, edit the label displayed above the effective date.
    • Under Remaining term length:
      • In the Label field, edit the label displayed above the term length.
      • Toggle the Remaining term length switch off to hide it.

• • Under Total discount:
    • Click the Format dropdown menu and select an option:
      • Show as amount: show the discount amount in the quote currency.
      • Show as percentage: show the discount as a percentage.
      • Show as percentage and amount: show the discount as a percentage and as an amount in the quote currency.
      • In the Label field, edit the label displayed above the total discount.
      • Toggle the Total discount switch off to hide it.
  • Under Total change:
    • In the Label field, edit the label displayed above the total change.
    • Toggle the Total change switch off to hide the change in total contract value.

15. Continue building the quote.
16. To share the change quote, click Share in the upper right.
17. When the customer accepts the change quote, to view the updated contract:
    • In your HubSpot account, navigate to Commerce > Contracts.
    • Click the name of the contract.
    • The adjusted amounts appear in the Overview tab under Contract performance. Contract changes are also shown on the Activities and History tabs.

Create a renewal quote on a contract

A renewal quote is intended to be sent as a customer nears the end of their current contract. Configure renewal management in the contract settings. When a renewal quote is accepted, a new contract is created and automatically associated with the previous contract, creating a link between the contracts of the customer. 

Renewal quotes must be associated with a deal. Deals can be created as part of the renewal quote process or can be created separately and manually associated. Consider setting up a renewal pipeline for deals associated with renewal quotes.

If a change quote has been applied to the contract, the renewal contract will reflect those changes in the renewal quote. For example, if the customer started their previous contract with 10 licenses, and a change quote was accepted during the contract term to add an additional 10 licenses, 20 licenses will be automatically added to the renewal quote.

To create a renewal quote:

1. In your HubSpot account, navigate to Commerce > Contracts.
2. Click the name of the contract.
3. In the upper right of the left sidebar, click Actions, then select Create renewal quote.
4. In the right panel:
   • If the Automatically create new deals for renewal quotes setting is turned on:
     
     • Click the Deal pipeline dropdown menu and select a pipeline.
     • Click the Deal stage dropdown menu and select a deal stage.
     • Click the Select a quote template dropdown menu and select a quote template. Learn more about setting up quote templates.
     • In the Change effective date field, click the date picker and select the date the change will take effect.
     • 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 you leave the checkbox selected, charges will be prorated.
     • Click Create quote.
   • If the Automatically create new deals for renewal quotes setting is turned off:
     • Click the Associate with a deal dropdown menu and select a deal, or click Create a new deal to create a new deal. It’s recommended to create a new deal for the renewal quote. This way, you can report on new business revenue vs renewal revenue.
     • Click the Select a quote template dropdown menu and select a quote template. Learn more about setting up quote templates.
     • Click Create quote.
5. You’ll be directed to the quote editor. The details of the seller and buyer will automatically be added from the contract information.
6. Build the quote.
7. To edit the summary, including the Change effective date, click the Summary section in the quote editor. In the left panel:

• • Under Change Effective date:
    • Click the Effective dropdown menu and select an option:
      • On agreement: the default setting. This is the date the quote moves to Accepted, either through e-signature, click-to-accept agreement, or by a HubSpot user marking the quote as signed.
      • Custom Date: a custom date. You can set a quote’s Effective date to a past date. When using a past date, the Expiration date will be treated as the buyer’s sign-by deadline. This means the buyer can still sign any time up to the expiration date, even if the Effective date is in the past. After selecting this option, click the date picker and select the date renewal will take effect.
      • Delayed start (days): delay the billing start date by a number of days after checkout. After selecting this option, enter a number into the field.
      • Delayed start (months): delay the billing start date by a number of months after checkout. After selecting this option, enter a number into the field.

• • • In the Label field, edit the label displayed above the effective date.
  • Under Term length:
    • In the Label field, edit the label displayed above the term length.
    • Toggle the Term length switch off to hide it.

• • Under Total discount:
    • Click the Format dropdown menu and select an option:
      • Show as amount: show the discount amount in the quote currency.
      • Show as percentage: show the discount as a percentage.
      • Show as percentage and amount: show the discount as a percentage and as an amount in the quote currency.
      • In the Label field, edit the label displayed above the total discount.
      • Toggle the Total discount switch off to hide it.
  • Under Total contract value:
    • In the Label field, edit the label displayed above the total contract value.
    • Toggle the Total contract value switch off to hide it. Total contract value won’t be displayed if any of the line items have an indefinite billing term. Adjust the billing term of the line item to display the total contract value.

8. To share the renewal quote, click Share in the upper right.
9. Once the customer has accepted the renewal quote, a new renewal contract will be created and will be associated with the existing quote. To view the renewal contract:
   • In your HubSpot account, navigate to Commerce > Contracts.
   • Locate and click the name of the renewal contract. Or, click the name of the existing contract. Then, in the right sidebar, navigate to the Contracts card to view the renewal contract. The renewal contract will also be displayed on the Activities and History tabs.

Create a renewal quote using a workflow

You can create a renewal quote using a workflow action in a deal-based workflow. To create a renewal quote using a deal workflow:

1. In your HubSpot account, navigate to Automation > Workflows.
2. Create a workflow, or click on an existing workflow to edit it.
3. Set your enrollment triggers.
4. Click + below your trigger.
5. In the left panel:
   • Click to expand the CRM section.
   • Select Create renewal quote from contract.
   • Click the Contract dropdown menu and select a recommended option or Contracts: all associated.
   • Click the Template dropdown menu and select a quote template.
   • Click the Deal selection method dropdown menu and choose an option:
     • New deal using default pipeline/stage: creates a new deal in the default stage of the selected pipeline.
     • Existing deal: to select a different deal, after selecting this option, click the Deal dropdown menu and select a deal.
   • In the upper right, click Save.
6. Click Review and turn on in the top right to turn on the workflow.

Terminate a contract

Contracts can be terminated immediately or on a scheduled date. To terminate a contract:

1. In your HubSpot account, navigate to Commerce > Contracts.
2. Click the name of the contract.
3. In the upper right of the left sidebar, click Actions, then select Terminate.
   
   
   
4. In the dialog box, click the date picker and select a termination date. Select today’s date to terminate immediately, or a future date to schedule a termination.
5. Click Terminate contract if terminating immediately, or Schedule termination if you’ve selected a future date.
6. The contract record will be updated with the termination information.
   
   
   

Change or cancel the termination of a contract

If you have scheduled a termination of a contract, you can change or cancel the termination.

1. In your HubSpot account, navigate to Commerce > Contracts.
2. Hover over a contract and click Preview.
3. In the upper right of the left sidebar, click Actions and select an option:
• Change termination date: change the contract termination date. In the dialog box, click the date picker and select a new termination date. Click Update date.
• Cancel termination: cancel the contract termination. In the dialog box, click Cancel termination to confirm.

Associate other records with contracts

Add associations to contracts from the contract index page. You can associate contracts with contacts, companies, deals, tickets, quotes, invoices, and other contracts.

1. In your HubSpot account, navigate to Commerce > Contracts.
2. Hover over a contract and click Preview.
3. In the right sidebar, click + Add on an association card (e.g., Contacts).
4. In the right panel, search for and select the checkboxes next to the records you want to associate. Click Save to associate them to the contract. Or, click the Create new tab to create a new record to associate to the contract. Enter the details of the new record and click Create to associate it to the contract, or Create and add another to create another record.

Export contracts

1. In your HubSpot account, navigate to Commerce > Contracts.
2. Click Export in the top right of the table.
3. In the dialog box:
   • Under Properties included in export select an option for which properties to include in the export.
   • Under Associations included in export, select the Include associated record name checkbox to include associated record names (e.g., the invoice name).
   • Under Associations included in export, select whether to include up to 1,000 associated records, or all associated records.
   • Enter an export name in the Export name text box.
   • Click the File format dropdown menu, and select a format.
   • Click the Language of column headers dropdown menu and select a language.
   • Click Customize to customize the export further:
   • Click Export. Learn more about exporting records.