Contracts
Contracts take a deal to a signed agreement. Brain keeps client contracts and every other agreement you sign: with suppliers and partners, NDAs, financing and collaboration agreements. For each one it tracks dates, value, renewal and cancellation terms, what has been invoiced, and a withdrawal if there is one.
You find contracts under Brain > Contracts. All lists every contract; Clients, Suppliers, Partners, NDA, Financing and Collaborators show only the contracts of that category.
Contract statuses
| Status | Meaning |
|---|---|
| Pending | Waiting for signature. |
| Signed | Signed by every party. Signed contracts can't be edited or deleted. |
| Rejected | The counterparty declined. |
| Expired | Ended, including after a withdrawal. Expired contracts can't be edited or deleted. |
| Draft and Withdrawn | Shown on contracts that come with these states from other systems. You can't set them in Nucleo. |
Read and filter the contracts list
The list shows Contract, Number, Company, Type, Total, Status, Starts, Ends, Renewal and Owner. It opens on signed contracts.
Click Filters to narrow it:
| Filter | Options |
|---|---|
| Type | All types, Client, Supplier, Partner, Collaboration, Financing, Fleet, NDA or Other. It takes priority over the category of the sub-list you opened. |
| Owner | One team member. |
| Status | All statuses, Pending, Signed, Expiring (60 days), Rejected or Expired. |
The search box finds contracts by title, number or company name, in upper or lower case. Click a column header to sort. To update several contracts at once, select them and use Set status or Assign owner. Export downloads the rows on the current page as a CSV file.
Create a contract from a PDF with AI
Steps
- In Nucleo, go to Brain > Contracts, and then click New contract. From a deal page, use the Contracts card instead: the contract is linked to the deal.
- Under Create from PDF with AI, drop the contract PDF or click to choose it, up to 20 MB.
- Click Create with AI.
Brain creates a pending draft with the dates, value and terms extracted from the PDF, attaches the PDF, and opens it for you to review and confirm. The contract keeps the number printed in the PDF, yours or the supplier's; without one, it gets a new number.
Create a contract by hand
Steps
- In Nucleo, go to Brain > Contracts, and then click New contract.
- Enter the Title, and choose the Status and the Type: NDA, Client, Supplier, Partner, Collaboration, Financing, Fleet or Other.
- In Signing method, choose Offline for a contract signed on paper, or the online option for a signature through your electronic signature provider.
- Optional: link the Deal (optional), Company (optional) and Contact (optional), and choose the Owner.
- Optional: enter the Number. Leave it empty to use the number reserved for the deal, or the next one.
- Set the Start and End dates, and the Sign by date for a pending contract.
- Enter the Total (€) and the Currency, and choose Auto-renewal and the Notice (days).
- Optional: attach the Contract PDF (optional). It's used for the terms extraction.
- Optional: write the terms in Body (terms).
- Optional: check Replaces previous contracts if this contract supersedes the company's other contracts.
- Click Create contract.
Record the signature
While a contract is Pending, its page offers these buttons:
| Button | What it does |
|---|---|
| Mark signed | Records the contract as signed, with today's date. Use it for contracts signed on paper or outside Nucleo. |
| Reject | Records that the counterparty declined. The contract becomes Rejected. |
| Send by email | Sends the contract's contact the signing link of your electronic signature provider, when the contract has one. The Signing link button under the title opens the same link. |
When a contract becomes Signed:
- its deal moves to Won, and the deal's value follows the contract;
- its company becomes a Client, unless it's tagged as a supplier, partner, competitor or investor. See Client status and relationships;
- for a client contract that hasn't ended, Brain drafts the project plan from the contract. See Project setup;
- for a partner, Brain reads the contract to propose commission rules. See Partners and commissions.
Read the contract page
| Card | What it shows |
|---|---|
| Contract info | Number, category, total, start and end, signature deadline for a pending contract, signed date, owner, and the linked deal, company and contact, with the PDF to View or Download. |
| Terms | Auto-renewal, cancellation notice and terms, value breakdown and AI notes, extracted from the PDF, and any withdrawal. |
| Billing summary | Contract total (net), Invoiced (net), Left to invoice, Pro forma (net) and Left to pro forma. Shown only for contracts you invoice: not for supplier, collaboration, fleet, financing and NDA contracts. |
| Invoices & credit notes and Pro formas | The finance documents linked to the contract. See Finance documents. |
Extract the terms again
If the terms look wrong, or you attached a new PDF, open the contract and click Regenerate with AI in the Terms card. Brain reads the PDF again and refreshes auto-renewal, cancellation notice and terms, value breakdown and notes.
Withdraw a contract
Record the end of a signed agreement when you or the client withdraw from it.
Steps
- In Nucleo, go to Brain > Contracts, and then click the signed contract.
- Click Withdraw.
- In Withdrawal type, choose one of:
- By contract terms (runs to term): the contract runs until its effective end date.
- Early withdrawal (ends now, penalties may apply): the contract ends immediately. Optional: enter the Penalty (EUR, optional).
- Replaced by a new contract: select the New contract (required) that replaces it.
- Set Notified on and Effective end date.
- Attach the official withdrawal document, such as a certified email, an email or a signed PDF. It's required, except when the contract is replaced by a new one.
- Optional: add Notes (optional), and then click Withdraw.
Auto-renewal is switched off and the withdrawal appears in the Terms card. If nobody on your team replies to the client's notice within 3 days, the Home page suggests confirming the withdrawal to the client.
On the effective date, the contract becomes Expired. If the company has no other active contract, its projects are completed and locked, and the company is no longer a client.
Edit or delete a contract
Open the contract and click Edit to change it, or the trash icon to delete it and confirm with Delete contract. Both are available only while the contract isn't signed or expired.
The category can be corrected on any contract, signed ones included, for example a lease saved as a client contract:
- In Nucleo, go to Brain > Contracts, and then click the contract.
- In the Contract info card, click the pencil next to Category.
- Choose the new category. On a signed or expired contract, enter the Reason too.
- Click Save.
The change and its reason are noted on the company's timeline. The rest of a signed contract stays as it is.
Considerations for contracts
- Signed contracts ending within 60 days appear among the deadlines on the Home page.
- Contract figures, such as active contracts, expiring contracts and upcoming auto-renewals, are in Reports under Contracts.
- The Atomo button on the contract page opens Atomo on the contract, for example to prepare a renewal reminder.
- You can also ask Atomo to bring a contract from an email into its deal, for example
add to the deal the countersigned contract I sent to the client. Atomo finds the email, even a sent one, and adds the attachment to the deal's contracts, as signed when it's the countersigned copy.