Contracts and assets
Terms, assets, and expenses in order.
Patrícia Viana, an AI agent, tracks terms and renewals, maintains asset depreciation, and checks expense reports. Renewing, terminating, and approving a reimbursement are decisions for the person responsible for the area.
Patrícia · preparesManager · decidesPatrícia Viana
Contracts · Terms, assets, and expenses
AI agent
The module’s agent
You decide renewals and reimbursements. Patrícia prepares each case.
Patrícia Viana tracks the term of each contract and gives notice before it ends, with the billing history and the planned price adjustment. She keeps the asset register with the depreciation schedule and checks expense reports against the receipts and the advance. Each case arrives ready for the person responsible for the area to decide.
Patrícia, which contracts end before the end of the year?
Three contracts end by 31/12. Service contract 0087, with Transportes Ipê, ends on 30/11 and has an automatic renewal clause for another 12 months. Under the contract’s index, the monthly fee goes from R$ 4.850,00 to R$ 5.071,16. The headquarters printer lease and the purchase contract with Metalúrgica Serra Azul end in December. I prepared all three cases with the billing history. Applying the adjustment, renewing, or terminating is up to you.
Gives advance notice of each contract’s end of term and renewal
Prepares each period’s billing according to the contract’s billing frequency
Maintains assets with cost center, useful life, and depreciation schedule
Checks expense reports against receipts, the advance, and the cost center
Setup and approval
The contract comes in with its lines, term, and billing frequency. It stays awaiting approval until the person responsible for the area approves it.
Manager · approvesRecurring billing
Each period, whether monthly, quarterly, or annual, Patrícia prepares the billing from the contract lines. The invoice goes into accounts receivable for finance to review.
Patrícia · preparesTerm notice
Before the term ends, Patrícia notifies the person responsible for the contract, with the billing history and the planned price adjustment.
Patrícia · notifiesRenew or terminate
Renewing, adjusting, suspending, or terminating is a person’s decision, and the system records who decided and when.
Manager · decidesFixed assets
Each asset with its own depreciation schedule.
Fixed assets are registered with category, cost center, acquisition value, residual value, and useful life. The depreciation schedule shows each period’s amount under the chosen method. Method, useful life, and residual value are defined with your accountant.
Straight-line, declining balance, sum-of-the-years’-digits, and units-of-production methods
Cost center for each asset, so depreciation lands in the right area
Acquisition value, residual value, and useful life on each asset
Assets for each company and branch in the same account
Expense reports
Advances, receipts, and reimbursement approved by a person.
Each expense report has its own lines, the advance received, what is reimbursable, and the project or cost center for each expense. Receipts, in PDF or photo, are read by Elisa, who fills in each expense as a draft until a person confirms it. Patrícia checks the lines against the receipts and the company policy and flags what doesn’t match. Approval is up to the person responsible for the area.
Lines by expense type, reimbursable or not
Advance deducted from the total, with the balance to return or reimburse
Project or cost center on each report
Employees, job titles, and departments registered in the same system
Mileage expense
Expense in another currency, with the receipt
Renew, adjust, or terminate
Changing a contract’s status is a decision for the person responsible for it. Suspending or terminating requires a note with the reason, and the system records who decided and when.
Approve contracts and billing
A new contract stays awaiting approval until a person approves it. The billing Patrícia prepares is only issued after finance reviews it.
Approve the reimbursement
Approving an expense report is an action only people take. Patrícia flags the missing receipt; the person responsible for the area approves.
Define depreciation
Each asset’s method, useful life, and residual value are defined by your team with your accountant. Patrícia maintains the schedule and does not change the criteria.
See contracts and assets at work, from term to reimbursement.
In the demo, with sample data, you see a contract close to renewal, a month’s billing, an asset’s depreciation schedule, and an expense report with an advance awaiting approval.
Join the waitlist