A register of every contract
Leases, service, maintenance, cleaning, insurance, management and sale contracts, each with its own type, numbering and rules.
Contract management
Contract management, tied to the assets it covers
Leases, service agreements, maintenance and insurance contracts in one register, linked to the assets they cover. Approvals, renewals, invoices, payments and statements follow the contract, and alerts warn you before anything lapses.
Capabilities
From signature to settlement, in one record
Contracts are usually kept in folders, with the money in a separate system and the assets in a third. Here the contract, its assets, its approvals and its finance are one record.
Linked to your assets
A contract covers no asset, one or many, and an asset can have many contracts. Each asset shows its contracts, and conflicts are flagged.
Approvals by stage
Approval workflows with stages and deciders, with rejection and return rules and a time limit, so nothing waits unseen.
Renewals and amendments
Automatic renewal, new periods, and amendments that are approved before the values change. Previous values stay on record.
Invoices, payments and deposits
Payment schedules, invoices from the dues, payments allocated in order, and deposits and guarantees with expiry alerts.
Alerts before it is too late
Expiry, notice deadlines, dues, missing documents, ending coverage and expiring guarantees reach the right person on time.
See it live
One lease, from draft to a settled statement
Follow a contract through its life. Click a step, or let it play.
Step 1 of 5
A contract of the right type
A lease is created from the lease type, with its required parties, documents and the assets it covers.
- Type
- Lease
- Direction
- Revenue
- Assets
- Floors 4-6, Tower B
Set by the type
- Numbering
- Required documents
- Approval workflow
Step 2 of 5
Approved stage by stage
The contract goes to its first stage, then to the next, each decided by the people assigned to it.
- Stages
- 2
- Decided by
- Permission holders, then a named user
- Time to decide
- 48 hours
On record
- Every decision
- Who and when
- Return for changes
Step 3 of 5
In force, and watched
The contract becomes active. Notice and expiry dates are tracked, and alerts are ready.
- Status
- Active
- Renewal
- Automatic
- Notice
- 30 days
Alerts
- Expiring soon
- Notice deadline
- Missing documents
Step 4 of 5
Dues, invoices and payments
Three monthly dues are invoiced together. A payment settles the oldest dues first.
- Schedule
- Monthly
- Invoice
- Numbered automatically
- Payment
- Allocated in order
Kept apart
- Scheduled
- Invoiced
- Collected
- Outstanding
Step 5 of 5
A statement anyone can read
The statement of account shows every charge and payment with a running balance, ready to print.
- Basis
- The payment schedule
- Balance
- Running
- Contract or party
Also
- Full statement
- Party statement
- Deposits released
Illustrative example on sample data.
How it works
How a contract moves through Mintema
- 01
Choose the type
Each type carries its numbering, parties, documents, assets and approval workflow.
- 02
Get it approved
Approval stages decide the contract. Without a workflow it is approved when submitted.
- 03
Run it
Renew, amend, suspend or terminate with a reason, and keep every previous value.
- 04
Bill and settle
Invoice the dues, record payments and print the statement of account.
Deep dive
The details that make contracts safe to run
Rules
The type decides the rules, the server enforces them
Required parties, documents and assets are checked before a contract is submitted or activated. Dates must make sense, and an empty contract cannot go live.
- Required documents before submit or activation
- Conflict check for the same asset and dates
- A reason for every cancellation or rejection
Checks before activation
PartiesLessor and lessee presentDone
DocumentsSigned lease attachedDone
AssetsOverlaps another leaseWarning
Finance
Revenue and expense are never mixed
Contract value, scheduled dues, invoiced, collected and outstanding are shown apart. Totals are per direction and currency, so a lease you receive is never added to a service you pay.
- Totals per direction and currency
- Payments allocated to dues in order
- Cancel or reverse, never delete
Alerts
Nobody finds out a contract lapsed
Alerts ride on the communication engine: expiry, notice deadlines, dues soon and overdue, missing documents, ending coverage and guarantees about to expire.
- Sent to the responsible person
- Switch on only the ones you need
- Every alert on record
Ready alerts
ExpiringNotice deadlineWaiting for approvalDues soonDues overdueMissing documentsCoverage endingGuarantee expiring
Control
Each organisation sees only its own contracts
Every contract has an owner organisation. Registers, reports, pickers, prints and approvals show only what the user is allowed to see, and every change is recorded.
- Scoped by organisation
- Full history and approvals
- Print-ready contracts and invoices
Who sees a contract
OwnerFacilitiesScopeOwn organisationsActionRecordedPrintWith approvals
Business value
What control of contracts is worth
The cost of contracts is rarely in the signing. It is in the notice period nobody saw, the invoice sent late and the guarantee that expired.
No missed deadlines
Notice and expiry alerts reach the responsible person before the date, not after.
Faster, cleaner billing
Invoices come straight from the schedule, and every payment lands on the right due.
Decisions on record
Approvals, amendments and terminations keep their reasons and their history.
Contracts and assets together
See every contract that covers an asset, and every asset a contract covers.
How it usually works
With Mintema
01Contracts
Folders and spreadsheets.
One register linked to the assets.
02Deadlines
Found when a date is missed.
Alerts before they arrive.
03Billing
Invoices built by hand.
Invoices from the schedule.
04Approvals
Emails and signatures chased.
Stages with deciders and a history.
FAQ
Contract management, answered
Have a question that is specific to your organisation? A solution engineer will answer it against your own assets, processes and data.
Yes. A contract covers no asset, one asset or many, and an asset can have many contracts. Each asset has a Contracts tab, and a conflict warning appears when contracts of the same type overlap on one asset.
Leases, service, maintenance, cleaning, insurance, management and sale contracts come ready, and you can add your own types with their own fields, documents and approval workflow.
Each type points at an approval workflow with stages. Every stage has deciders, a time limit and rules for approval, rejection and return. A type without a workflow is approved on submission.
Yes. Plan a payment schedule, issue numbered invoices from the dues, record payments that settle dues in order, hold deposits and guarantees, and print a statement of account. It does not post accounting entries.
Yes. Every contract has an owner organisation, and users see only the contracts of the organisations in their scope.
BRING A CONTRACT
One of your contracts,
One of your contracts,
configured live.
Bring a lease or a service agreement. We will set up its type, approval stages and payment schedule during the call.