Apex contracts

The contract is what you bill from. Keep it structured.

Billing errors usually start in a contract nobody turned into data. Apex holds every signed agreement as structured terms (lines, prices, phases, dates, commitments) and drafts that structure from the signed document, so finance confirms it instead of typing it.

Start with contract management

Contract intakeSupply agreement, signedDraft for review

Customer: Copperline Foodservice, Inc.
Term: Jan 1, 2027 to Dec 31, 2029
Billing: Monthly in arrears, net 30
Commitment: $420,000 a year, trued up quarterly
Price change: CPI-U, capped at 4%, each Jan 1

5 terms read · 2 linked to page 3 and page 6Review schedule

Intake

From a signed PDF to a schedule a person confirms.

Contracts signed in Apex are structured from the start. Contracts signed elsewhere arrive as a PDF or an email, and that is where the intake agent helps.

01
Receive
A signed PDF is uploaded or forwarded to a contracts mailbox, or the quote is signed through the embedded signing provider.
02
Read
The contract intake agent extracts parties, lines, prices, term, phases, commitments and renewal terms, and links each field to the page it came from.
03
Draft
It drafts the contract record and its billing schedule, and marks anything it could not read with confidence.
04
Confirm
A person reviews the draft against the document and confirms it. Only a confirmed contract bills.

What a contract holds

Terms you can bill, recognize and renew from.

Phases

A contract divided into periods with their own prices, such as a ramp or a pilot followed by a full term.

Lines

Each item, rate and quantity, tied to the price it was signed at, not today's list price.

Commitments

Minimum spend, prepaid credits and true-up terms, with the dates they are measured on.

Dates

Start, end, notice periods and renewal terms, which drive the renewal notices.

Documents

The signed PDF, MSA and SOW stored with the record, linked field by field.

History

Every amendment as a new version, with what changed and who confirmed it.

Amendments

Changes mid-term, without a spreadsheet.

Upsell: Added quantity from a date, prorated for the rest of the period and co-termed to the existing end date.
Upgrade or downgrade: A move to a different plan, with credit for the unused part of the old one.
Price change: A new rate from an agreed date, applied to the next billing period.
Cancellation: An end date brought forward, with any final true-up or termination fee the contract allows.

Agents propose, people approve

The agent drafts. A person decides.

The contract intake agent reads signed PDFs and emails and drafts the contract and its billing schedule, linking every field to its source page. A person confirms the draft; until then, it bills nothing.

Every agent stops at an approval gate until it has earned its way out of one. Nothing releases cash, commits spend or touches a customer without a person saying so.

Your dataModels that read your data run inside your environment, behind your firewall. No client data reaches a frontier lab.

Apex’s agents Why the approval gate

Start here, keep the foundation

Start with contract management. Add the rest without starting over.

Start by getting your contracts into structure. Customers and items come down from the ERP into your Ferrata foundation, and each contract is linked to them. When billing is switched on, it reads the confirmed contracts directly, and revenue schedules later read the same phases and lines.

FAQ

Questions, answered plainly.

What does contract management mean in Apex?

It means holding every signed customer agreement as structured data: the lines, prices, phases, commitments and dates that billing and revenue depend on, with the signed document attached. It is the commercial record finance bills from, not a document repository.

Can Apex read contracts we signed outside it?

Yes. A signed PDF or an emailed contract is read by the contract intake agent, which drafts the contract record and billing schedule and links each field to the page it came from. A person confirms the draft before anything bills.

Where does the intake agent run, and does it train on our contracts?

It runs on models inside your own environment. Your contracts are not sent to a frontier lab. Where a model is tuned for your documents, that tuning happens behind your firewall, for your workflows only, and the result is yours.

How are amendments handled?

Each amendment creates a new version of the contract: an upsell, an upgrade, a downgrade, a price change or a cancellation. Apex prorates and co-terms where the contract calls for it, and keeps the earlier versions with what changed and who confirmed it.

Can we import our existing contracts?

Yes. Existing contracts can be imported in bulk from a spreadsheet, or read from their PDFs by the intake agent. Either way, each one is reviewed before it starts to bill.

Does a contract become a sales order in the ERP?

When a quote is signed in Apex, a sales order is written to your ERP first and read back to confirm it. For contracts imported or read from a PDF, you choose whether Apex creates the sales order or one already exists.

Related in Apex

From Ferrata Labs

Start with contract management, or talk it through first.

Thirty minutes with Ferrata Labs on one workflow. You leave with a view of where Apex fits, and an honest answer if the sequencing is wrong and you should fix something else first.