Imagine hiring a third-party agency to do software development work for your company. You have a vague idea of how big the project can be and what resources you need.
However, if needed, your contract must be flexible enough to adjust additional work and hours with clear payment guidelines. In such a scenario, you need to know which type of contract to draw.
Should it be a firm-fixed-price or cost-plus contract? Which terms and conditions can be included?
To answer all these questions, you should fully understand which type of contract to apply in which deal, how it will take effect, and the legal benefits of having one.
Let’s get into it.
Types of Contracts and How to Manage Them Efficiently for Your Business
Summarize this article for me pleaseTypes of Contracts
Business contracts are agreements to perform specific duties and receive certain benefits in return. There are different types of business contracts, each with its own benefits and application scenarios.
Before choosing the contract type suitable for your business, you should understand the different contract types in law and their associated functionalities.
Fixed price contract
Fixed-price contracts, or “lump-sum” deals, are perfect for situations where the job has a well-defined scope. These contracts are simple to set up, which means less time spent on paperwork and more time getting things done. They’re also a popular choice for hiring contractors, buying supplies, or even bringing on a new employee – as long as everyone’s on the same page about the work beforehand.
The key takeaway? Fixed-price contracts are your best friend for clear-cut projects with a set scope. They’re a win-win for both sides—you get what you need at a pre-agreed price, and the contractor knows exactly what they’re getting into.
Advantages
- Provides budget predictability for the buyer
- Reduces the risk of cost overruns and uncertainties
- Helps contractors determine the scope of work in advance
- Enables better resource management due to a predetermined workload
- Promotes a disciplined approach toward a project
- Focuses on getting the desired outcome within a timeframe
Cost-plus-incentive-fee contract
A cost-plus-incentive-fee contract is a type of cost-reimbursement procurement contract where you can adjust the contractor’s fee based on the relationship between the contract cost, total target costs, and total allowable costs. It specifies a target fee, minimum and maximum fees, target cost, and a fee adjustment formula.
This type of contract is all about flexibility and teamwork. The project requirements can change along the way, and you (the buyer) and the contractor are invested in achieving the best results. It’s like saying, “Let’s work together, and if we crush these goals, there’s a bonus for everyone!
An example of a cost-plus-incentive-fee contract is when you promise a 10% incentive fee on a sales contractor’s salary if they achieve their targets in a month.
Advantages
- Allows sharing of costs between buyer and seller based on a pre-negotiated formula
- Encourages the contractor to improve efficiency for better rewards
- Offers flexibility and transparency in the cost structure
- Puts focus on quality
Time and materials contract
A time-and-materials contract is a type of contract for construction companies that regularly need to acquire labor and materials. Here, the buyer agrees to pay a certain sum for the estimated cost of materials and each hour of labor. You agree on a rate for the labor and the cost of materials needed to get the job done.
If the job is more straightforward than expected and takes less time, that’s great news for your wallet! However, if they uncover unexpected problems or need more supplies, the cost will reflect that extra work instead of the originally stated contract price.
This type of contract is great for flexible projects with changing scope. It’s all about trusting the contractor to do a good job and keep you informed if things go off script. The downside? The final cost could be higher than originally estimated.
Advantages
- Offers a degree of flexibility in time and materials involved
- Suits perfectly for projects with evolving requirements
- Aligns costs with the effort invested in the project
- Fosters collaboration between the buyer and contractor
- Provides stability and commitment to dynamic projects
Indefinite delivery contracts
An indefinite delivery contract allows the contractor to deliver an indefinite quantity of goods or services during a specific period. The delivery amount is uncertain in this contract type, but the time period is fixed.
This type of contract is perfect for situations where you need a steady flow of something, but the exact amount can be a guessing game. Think of government agencies ordering supplies for emergencies or a company setting up a phone service–they need reliable deliveries over time, but the exact numbers might fluctuate.
The key is that you (the buyer) and the supplier (the contractor) are flexible. You get what you need when you need it, and they’re ready to deliver when you call.
Advantages
- Offers flexibility in delivery quantities and scheduling
- Protects both parties by enforcing minimum and maximum delivery quantity
- Removes the need to make multiple contracts with increasing demand
- Saves money and streamlines the delivery process
Unilateral contract
Unilateral contracts have only one party making promises (like a company offering a bonus). The other party (the employee) isn’t obligated to do anything. But if they do take action (find the bug!), then the company has to follow through on their promise (pay the bonus).
An example is a company promising to pay a $100 bonus to any employee identifying a critical security flaw in their system. When the specified action is performed, the obligated party will fulfill the commitment mentioned in the contract.
Advantages
- Promotes simple and efficient execution
- Helps to manage risks
- Provides the offeree a chance to decline responsibility
- Leaves no space for uncertainty and negotiations
Bilateral contract
Both parties have a “job” to do in a bilateral or incentive contract. One person offers something of value (the incentive) to convince the other person to complete a specific task (the consideration). Everyone has to hold up their end of the bargain for the contract to work.
Think of everyday examples like sales contracts (you pay for a product, and the seller gives it to you), warranties (the company promises to fix your product if it breaks; you bought the product from them), or even leases (you pay rent to live in an apartment, the landlord provides the apartment).
Advantages
- Offers confidentiality and focus on the process
- Promotes mutual promises
- Fastens negotiations
- Provides transparency of terms to both parties
Implied contract
These contracts are all about common sense and what’s expected. They work because everyone involved understands the basic rules.
For example, if you come to a restaurant and order food, it is understood that the establishment is obligated to provide you with food. You will pay money in return for their services.
This is done without a written and signed agreement, but denying it would lead to unjust enrichment.
Advantages
- Operates with flexible terms and conditions
- Offers flexibility in fulfillment
Express contract
Express contracts are like written promises that keep everyone on the same page. They’re perfect for complex projects where clear communication is key.
Both parties have the same intent and are set to receive a benefit in return. Any party can choose to implement the contract based on their needs.
Suppose a software development company contracts with a client to develop a custom health management system. The terms of the agreement are explicitly outlined in a written contract, which specifies the scope of the project, the deliverables, the timeline, the total cost of the project, and the payment schedule. Both parties sign the contract, thereby formally agreeing to the terms stated.
Advantages
- Ensures transparent communication of all contract terms
- Provides mutual benefit
- Fosters transparency and removes ambiguity
- Benefits both parties
Adhesion contract
In this type of contract, the negotiation is carried out between parties with unequal bargaining strength. The contract is drafted by the party who sets the terms and conditions. The other party can then decide if the terms are acceptable enough to agree.
Examples of adhesion contracts are insurance agreements, apartment leases, subscription service contracts, etc.
Advantages
- Can be enforced easily
- Provides consistency in pricing and benefits
- Can be executed without negotiation
- Promotes economic efficiency
Unconscionable contract
In a fair contract, both sides get something out of the deal. However, in an unconscionable contract, one party gets stuck doing all the work while the other gets all the benefits.
These contracts are often a sign of sneaky tactics, like pressuring someone to sign something they don’t understand. The good news is that courts can throw out unconscionable contracts if they’re unfair. It’s all about making sure everyone has a fair shot at an agreement.
Contract management software to the rescue!
Robust mechanisms for drafting and reviewing agreements are essential to ensuring ethical and legal compliance. One effective way to avoid unconscionable contracts is to use reliable contract management software like ClickUp. This software offers features that support thorough reviews and revisions, promoting compliance with legal standards.
Moreover, adapt contract management with custom statuses, fields, and views to specific project needs. ClickUp makes managing related tasks within contracts easy and simple—with nested subtasks and comprehensive project tracking.
Pro tip: Use ClickUp’s Business Contract Sample Template to get a structured approach to contract creation. It assists businesses of any size in drafting, organizing, and managing contracts efficiently. With this template, you can facilitate the initial drafting of contracts, ensuring all essential legal provisions are included. Moreover, you can maintain all contracts in a single, organized location for easy access and management. Monitor and track every stage of the contract lifecycle, from drafting to signing, with this customizable template.
Summarize this article for me pleaseThe Role of Contracts in Business
Contracts are crucial to maintaining business relationships and building trust between the parties. Companies can use contracts to prevent disputes, settle terms for projects, manage budgets, boost operational efficiency, and comply with associated laws.
Here are some areas where businesses can leverage contracts:
Purchasing and procurement
A procurement contract is a legally binding agreement between buyers and sellers to determine terms for purchasing goods and services. It is a common business contract type that provides a structured framework for the procurement process to protect both parties during their working relationship.
For instance, you enter into a contract with a supplier for office accessories for two years.
Mergers and acquisitions
Mergers and acquisitions involve several contracts, including:
- Compliance: For relevant laws and regulations
- Due diligence: To identify risks and liabilities
- Valuation: To identify a company’s tax liabilities, value, and partner ownership
- Merger agreement: To outline terms to close the merger deal
- Purchase agreement: To outline terms agreed between the buyer and seller
- Asset agreement: To determine transfer terms, permits, and associated asset contracts
Managing these numerous and varied contracts can be a significant challenge. However, using a specialized tool can be incredibly beneficial in streamlining this process and ensuring efficient contract management throughout the merger lifecycle.
For instance, ClickUp’s Contract Management Template offers a powerful solution that centralizes all your contracts in one accessible location. It helps organize stakeholders and manage deadlines and simplifies contract renewals.
Here’s how this ClickUp template enhances merger and acquisition contract management:
- Reduce time and effort in creating and maintaining contracts
- Ensure your contracts are updated with the latest legal and compliance requirements
- Gain greater visibility into the status and renewal of contracts
- Track costs and other liabilities associated with the contract
Project management
The start of any project is accompanied by legally binding obligations between the involved parties. Project contracts outline the required volume and scope of work, payment structure, penalties, and associated terms.
This sets the tone for how the project will be undertaken and when. It also helps you determine actual costs, organize the workload, set deadlines, and follow a specific structure during the project.
Pro Tip: Use project management software like ClickUp, an all-in-one solution, to streamline the contract processes. Employ customizable templates to ensure every contract aligns with your project objectives.
Franchising
When a business expands into franchises, it needs contracts in which the franchisor grants the franchisee the right to operate the business and sell products or services associated with its trademark.
These agreements help navigate the tricky legalities of owning and operating a franchise while ensuring both parties grow and profit from the partnership.
Business development and management
A business development agreement (BDA) is a contract between parties outlining future transaction terms.
It is enforced between a business owner and parties responsible for managing the company’s development operations. The contract outlines each party’s roles and responsibilities and the rewards and compensation offered.
Summarize this article for me pleaseHow to Manage Contracts
To manage a business contract efficiently, you must plan its entire life cycle and identify its key components.
Invitation to tender, bidding, and quotation
The first step in starting a project involves an invitation to tender. You draw a formal document inviting suppliers to bid for a project or service. Once a few suppliers bid for the project, you can compare quotations, assess them against your budget and requirements, and choose a vendor that suits your needs.
Drafting and negotiating
The next step is to negotiate the terms and pricing of the contract before finalizing it. Here, you can try to get the best deal for your business. Then, you draft a contract to get it approved by the contractor. Use business agreement templates to make sure your contracts are fair and ethical.
Ensuring compliance
Since the contract is a legally binding, you must ensure compliance with legal regulations. This helps organizations escape penalties, legal disputes, and controversies affecting their reputation.
Adhering to legal aspects of a contract
A contract must possess certain legal aspects to be valid. These include:
- Offer: The specific terms and instructions and a willingness to follow them
- Consideration: The process that makes a contract legally binding
- Acceptance: The acceptance of the offer in writing or verbally, with mutual consent
- Intention: The intention of both the parties to agree willingly
- Consent: The assurance that both parties have given their consent freely and without undue pressure or coercion
- Capacity: Parties must have the legal capacity to enter into a contract, which generally means they are of sound mind, of legal age, and not under undue influence or restraint
In addition to these foundational elements, it’s also crucial to have provisions for handling potential issues:
- Breach of contract occurs when one party fails to fulfill their part of the agreement. Contracts should include terms that define what constitutes a breach and the remedies or penalties for such a breach
- Dispute resolution: Effective contracts often include a clause that outlines the method for resolving disputes, whether through arbitration, mediation, or court action. This helps manage and resolve conflicts without extensive litigation, saving both time and resources
Performing regular audits
Regular auditing and monitoring ensure that potential risks and non-compliance are identified before they become major issues. This helps protect your business’s reputation and implement risk mitigation methods, such as strengthening internal controls, enhancing compliance training, updating policies regularly, and implementing robust security measures.
Choosing a contract management software
Contract management software can help you maintain and track contracts centrally. Ensure you use software documents and templates to store your contracts and provide access to all required stakeholders.
From quote management to drafting retainer agreements, contract management software can provide automated solutions for all your contractual needs. It also has reporting capabilities to keep you informed about progress and metrics.
Summarize this article for me pleaseHow ClickUp Helps You Excel in Contract Management
ClickUp is efficient contract management software that helps organizations streamline and manage all your contracts throughout their life cycle, from proposal to creation, approval, and submission.
Along with the various predefined and fully customizable contract management templates mentioned earlier, ClickUp has document management features, storage options, and dashboards to help users track contracts easily.
Let’s take a closer look at how ClickUp helps you manage your contracts efficiently:
1. Document management
ClickUp Docs simplifies document management by providing a comprehensive tool for creating, accessing, and organizing contracts. The feature helps you create, access, and organize all your company’s contracts under one roof. You can:
- Create smart contracts with nested pages and styling options
- Use bookmarks and tables for easy navigation and organization
- Connect docs to workflows for seamless integration
- Track progress and update contracts in real-time
- Assign tasks and access preconfigured templates
2. AI and automations
ClickUp’s Automations significantly enhances contract management by streamlining routine tasks and ensuring that no details are overlooked. With over 100 prebuilt automation templates, you can:
- Automate tasks such as assigning contract-related work to specific team members
- Update contract statuses and send automated email reminders for contract renewals
- Assign dynamic assignees to manage contracts efficiently
- Track all contract-related activities with audit logs and integrate with other apps to consolidate workflows
- Maintain compliance, reduce manual errors, and focus on strategic tasks
With advanced AI capabilities, ClickUp Brain helps you create legally binding contracts and automate related tasks. Here’s what you can do with it:
- Generate project updates and summaries with AI
- Automate status updates and action items
- Create templates for contracts and documents
Other ClickUp features for contract management
Apart from document management, AI, and automations, several other features help you maintain organization and efficiency throughout the contract lifecycle. These features include:
- Create and manage tasks with custom statuses through ClickUp Tasks to track each contract’s progress
- Visualize and track the status of all your contracts using ClickUp Dashboards. You can customize your dashboard to monitor contract deadlines, manage tasks, and get real-time updates, ensuring you stay on top of all contract-related activities
- Tailor your contract management process by adding ClickUp Custom Fields to capture important details like contract value, renewal dates, and key contacts
Summarize this article for me pleaseCreating and Managing Business Contracts Efficiently With ClickUp
A business contract is the legal cornerstone of your organization. You need a legal contract for each undertaking, whether big or small. For a business to run successfully and without running into legal trouble, your business contracts must be valid, appropriate, fair, and compliant.
Every country has its own regulations when it comes to drawing professional agreements. Once you settle on the type of contract that fits your business and specific requirements, you can proceed to manage the contract and its legalities through an efficient tool.
ClickUp can help you streamline contract management tasks through its customizable contract templates, project management features, automation, and customizable views. You can leave the regular tracking, reporting, and repetitive tasks to a trusted tool while focusing on the more critical business aspects.
Try ClickUp’s all-in-one management solution to revolutionize how you create and manage multiple contracts under one roof. Sign up for a free ClickUp account now!
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