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Create and Manage Contracts in TimeSentry

Summary: Define the client relationship, billing rates, payment terms, and schedule used to value work and support invoicing.

Contracts hold the commercial terms for work performed between companies. They are especially important when team members bill at different rates or the engagement uses a defined payment schedule.

Before creating a contract

Confirm that the client or counterparty relationship exists under Org and that the relevant project has been created. Gather the agreed billing rates, payment terms, start and end dates, and billing schedule.

Create a contract

  1. Open Org > Contracts.
  2. Select the option to create a contract.
  3. Choose the counterparty or client.
  4. Enter the contract name and available notes or descriptive terms.
  5. Set the start and end dates when applicable.
  6. Enter the total value if the agreement has one.
  7. Choose payment terms and a schedule such as one-time, weekly, bi-weekly, monthly, or annual when those options apply.
  8. Add the relevant projects.
  9. Configure team billing rates.
  10. Save the contract.

Configure team rates

Contracts are the source of truth for per-timekeeper billing rates. Assign a rate to each team member covered by the engagement. If no contract-specific rate is available, company defaults may be used where supported.

When a rate changes, update the appropriate contract and effective working arrangement rather than editing historical time values indiscriminately.

Link projects

Associate the projects governed by the contract. A project can represent the provider's downstream view of a client's engagement, so verify the active company and project relationship before linking it.

Manage the contract lifecycle

Open a contract to update its projects, schedule, terms, dates, value, or rates. Before ending or archiving an agreement, confirm that outstanding time, invoices, accounts receivable, and integration syncs are complete.

Troubleshooting

  • A team member is unavailable: confirm the company relationship and project access.
  • A rate is missing from reports: verify the timekeeper's contract rate and the contract associated with the project.
  • The client or project is missing: switch to the intended company and repair the relationship or project link.
  • Invoice values are unexpected: review billable status, approved hours, contract rates, payment terms, and the invoice's selected detail level.

Related articles: Key concepts: projects, teams, contracts, and time entries and Understanding billable vs non-billable time.

Interactive walkthrough