A contract can only be edited when in Draft. If it's Pending e-signature/Pending approval or Approved, revert it back to draft using the Actions panel so you may edit the contract's name, bookings, extras, custom fees and/or notes. Read this FAQ to learn more about contract editing.

Otherwise, click here to learn how to create and approve a rental contract.

1. Which permissions do I need to edit contracts?

2. What is a contract version?

3. How do I edit a single occurrence in a contract booking?

4. What does it mean to edit all of the booking occurrences in a series?

5. Can I edit a contract after it's been sent to the client for their e-signature?

6. How do I approve a new contract version?

7. What happens in the client's billing after editing an approved contract?

8. What if I reverted a contract to draft but I don't need to make changes?

9. Are staff alerted when I edit a contract booking?

10. Can I edit the notes on an approved contract?

🔑 Admins have access to contracts based on their Facilities permissions:

👉 The 'Client billing' permission is required to see a client's billing page in the Clients tab.

When you first create a contract, it's labeled as v1 (version 1). If you were to approve the contract and then revert it back to Draft, it would be labeled as v2 (version 2).

Each time Create new draft in an approved contract, the version number increases by 1. You can View history in the Actions panel to see timestamped changes made to the contract.

There are 2 ways to edit a single occurrence (i.e., event):

​a) In the Facilities table, click on an occurrence to go to the calendar and then edit 'This event' to modify anything in the Schedule or Pricing tabs. It's important to know that if you later edit the schedule for 'All events' in the series, it overwrites any past changes you made to single events in the series.

b) To manually edit the price of an occurrence or to remove it altogether, make your changes directly in the Facilities table. It's important to know that should you jump to the calendar to modify an occurrence (i.e., event), it overwrites the manual changes you may have made in the table for that specific occurrence.

When a facility booking has more than one occurrence (i.e., event), we call it a series. If you book a facility every Monday for 3 weeks, you'd say there are 3 events in the series.

Yes. If the first version of the contract is sent to the client and you change it to draft before they have a chance to sign, it disappears from the client's history in the Documents tab.

Let's say the contract was approved but you create a new version to make changes. The contract still appears as approved in the client's history, but once the new version is sent for e-signature, the previous version's status reads 'Outdated' in the client's history.

If a contract was approved but then cancelled, the status in the client's history appears as cancelled.

You may choose to Send for e-signature to send the new version to the client's personal account for their e-signature so it can be approved, or you can immediately Approve & invoice the contract which immediately update the client's billing. Here's what to expect:
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📜 The contract and version number are updated.

📒 The original contract invoice is not modified in the client's billing. Rather, an additional invoice is created if billable items were added to the contract. If billable items were removed, a credit memo is issued for the amount to credit.

🏢 If a booking in Facilities is edited, it's updated in the facility calendar.

💾 Regardless of whether a contract is sent to the client for their e-signature or manually approved, a copy of the agreement is stored in the client's Documents tab as long as an e-signature template was used.

It's only when you approve the new contract version that a new invoice or credit memo is created in the client's billing (based on the changes that were made). The admin must manually reconcile the new transactions.

If billable items are added

A new invoice is issued for the additional amount. For example, Mika books a lounge for a birthday party for $500. The contract is approved but then Mika decides she wants to rent some music equipment for the evening. A new draft is created with an equipment rental costing $100. As soon as this new draft is approved, an invoice is created for the additional $100.

If billable items are removed
A credit memo is issued for the amount differential. For example, Mika decides she’ll bring her own portable music system and doesn’t need to rent it. A new draft is created and the equipment rental worth $100 is removed. As soon as this new draft is approved, a credit memo is created in Mika’s account for the $100.

Here's another example...

Below, an approved contract (v1) was reverted to draft. In the new version (v2), the admin removed 2 events (i.e., occurrences) from the contract (v1), which created a credit memo of $40. Next, the admin added a new billable item to the contract(v2) and approved it, which created an additional invoice of $60.

Click the 'Discard draft' button in the Control Panel to return to the previous version.

Staff can check their up-to-date schedule in the Amilia app. No notification is sent to assigned staff when changes are made to a contract booking (or any facility booking for that matter).

When you create a new draft, you can only edit the Notes section if you are adding or removing billable items from your contract. You can't modify an approved contract if you are simply looking to change the notes.

You can modify the Admin notes at any time. If the contract is approved, simply click inside the Admin Notes field and start typing. To save, click outside of the field.

* Last updated in June 2023

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