Creating Trade Contracts
A trade contract formalises your partnership agreement, setting out the terms, rates, and responsibilities for both parties. This protects your business and ensures everyone understands the arrangement.
Why use trade contracts?
Trade contracts help you:
Document agreed terms — rates, commissions, and conditions in writing
Set expectations — both parties know what's expected
Protect your business — legal clarity if disputes arise
Track validity — know when agreements expire and need renewal
Maintain professionalism — shows you're a serious business partner
How to create a trade contract
Go to Trade from the main menu
Select Contracts from the hub menu
Click Create Contract
Complete the contract details (see below)
Click Save as Draft or Send for Signing
Contract information
Partner details
Partner — select from your Trade Partners
Contract Name — descriptive name (e.g., "ABC Travel 2025/2026 Agreement")
Contract Reference — your internal reference number
Validity period
Start Date — when the agreement begins
End Date — when the agreement expires
Auto-Renewal — optionally renew automatically
Products and rates
Products Included — which products are covered
Rate Sheet — link to the applicable rate sheet
Commission Rate — agreed commission percentage
Net Rates — specific net prices (if applicable)
Terms and conditions
Include important terms:
Booking Procedures — how bookings should be made
Payment Terms — when and how payment is due
Cancellation Policy — what happens if bookings cancel
Amendments — how changes are handled
Confidentiality — keeping rates private
Termination — how either party can end the agreement
Additional clauses
Add specific provisions:
Marketing requirements
Branding guidelines
Minimum booking volumes
Exclusivity arrangements (if any)
Insurance requirements
Using contract templates
Save time with templates:
Go to Trade Settings
Select Contract Templates
Create or edit a template
Use the template when creating new contracts
Default template sections
Introduction and parties
Definitions
Products and pricing
Booking and payment
Responsibilities
Term and termination
General provisions
Signatures
Sending for signature
Electronic signing
Open your draft contract
Click Send for Signing
Enter signer details:
- Partner's signatory name - Email address
Add your signatory details
Click Send
The partner receives an email with a link to review and sign.
Manual signing
Click Download PDF
Print the contract
Both parties sign physically
Upload the signed copy
Mark as Signed
Tracking contract status
View all contracts:
Status | Meaning |
Draft | Contract being prepared |
Sent | Awaiting partner signature |
Signed | Both parties have signed |
Active | Contract is current and valid |
Expiring Soon | Renewal needed within 30 days |
Expired | Contract has ended |
Contract renewals
When contracts approach expiry:
You receive a notification 30 days before
Open the contract
Click Renew Contract
Update any terms or rates
Send for signing
Tips for effective contracts
Be specific — avoid vague language
Include all products — don't leave gaps
Set realistic terms — both parties should benefit
Review annually — update rates and terms
Keep records — store all signed contracts securely
A well-drafted contract is the foundation of a successful trade partnership.