Trelica by 1Password: Contract Management
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Trelica’s Contract Management feature is a clear way of understanding your renewals and linking your licences to application utilization.
🛑 Before you begin:
- Complete the Application Discovery & Inventory Getting Started Guide
- Choose Your Currency: Navigate to Settings > Spend and select your default reporting currency. This ensures spend is calculated and displayed consistently across all dashboards and reports. Trelica supports multiple currencies.
- Set Up Your Renewal Timelines: By default, Trelica assumes a 30-day notice period for all renewals. To align this with your business, go to Settings > Contracts > Renewal Settings and select your preferred timeline. This is the default across the platform, but can be overwritten on a contract-by-contract basis
- Set Up Your Renewal Views: By default, Trelica will show you the renewal date based on the notice deadline/ There is the ability to change this to the end date of the contract. To align this with your business, go to Settings > Contracts > Renewal Settings and select your preferred view.
- Set Your Contract Type(s): By default, Trelica will expect that all contracts are SaaS, if you would like to add non-software-related contracts, go to Settings > Contracts > Categories. For more information, see this help doc.
Add Your Contract Data
There are three ways to bring your contracts into Trelica.
OPTION A: MANUALLY UPLOAD CONTRACTS
You can add individual contracts to Trelica manually from either the Contracts list or the Contracts tab on an app profile.
If you upload a contract document, Trelica will extract the details automatically using AI. You can then make changes as required. Alternatively, you can enter the contract details manually, including the term, pricing model, cost and renewal information.
Step 1: Head to Contracts > New
Step 2: Choose your preferred method of inputting information
The details of going through the contract fields and review process are in the next section Review Contract Details.
OPTION B: CONNECT A CONTRACTS FINANCE SYSTEM
Before connecting a finance system, decide the level of detail you would like to retrieve from the integration. Trelica has three options, which can be found in Settings > Contracts > AI processing.
- App only
- Overview fields (current default)
- Detailed extraction (this will re-process all the contracts coming into Trelica with our AI processor). This setting only affects new contracts coming into Trelica.
Then, continue to Integrations and search for your contracts or finance platform.
Supported integrations include:
You can access a full list of supported platforms here
When connecting multiple sources, be aware of potential duplicate transactions. You can manage these in the review process.
OPTION C: IMPORT FROM CSV
Alternatively, Use the CSV import tool to upload data directly. It's important to be aware that manual imports, by default, provide a snapshot in time of financial data and must be maintained. We often recommend setting up a recurring monthly task to ensure the data stays as updated as possible.
Download this templated document with suggested fields; all are optional
Review Contract Details
Once the contract data is uploaded to the platform, it will need to be verified (especially if the AI upload method is used).
We recommend periodically reviewing contracts to ensure the details have been extracted correctly and to add any missing information that you want to be able to report on from Trelica. This includes:
- Adding items to fixed-term contracts and associating these with the correct app.
- Entering the notice period and whether or not renewals are automatic.
- Identifying any related contracts.
The first step is understanding the category; this is based on step 5 of the checklist before you begin.
Then, the contract type, which determines how pricing information is recorded. Selecting the right contract type allows you to report on contract costs more accurately.
- Fixed-term: Select this option when paying up front for a number of users or units. You can enter the total value of the contract and/or break down the cost by adding separate items to the Items tab. If the total cost exceeds the itemized cost, the difference is shown as a "Not itemized" cost and is associated with the main application for the contract.
- Subscription: Select this option for pay-as-you-go contracts. You can specify the total cost or the cost per user or unit.
- MSA: You can use this option to record details of a master services agreement for a particular application or vendor (no financial significance).
The rest of this section is about the overall contract’s details. If multiple applications are under one contract, then the main application can be any of the applications listed. If there are multiple line items, make sure the start and end dates cover all the line item timeframes.
Line items are a breakdown of the different licenses or time periods you may have for an application.
Each line item has its own area for details such as application, start date, end date, cost (with time period, user/unit basis) and the ability to calculate based on the number of users/units.
If the line item is based on a user license, remember to link the license to associate utilization rates
Next, the details highlighting any superfluous information you may want to include:
- Notice Period (only fill this in if it is different from the default setting)
- Automatic renewal - yes/no
- Payment handling - expensed/invoiced
- Agreement date - the date the contract was signed, not the start date
- Any Notes you may have
- Any custom fields that are created will appear here.
- Related contracts (ones before or after this contract for the same application)
Custom Fields
You can define custom contract fields in order to store additional details about each contract. This includes contracts that are imported via an integration and contracts that you add manually. You can then use these fields to filter the Contracts list and include them in custom reports.
To define a custom contract field, open Admin > Settings > Contracts, select Contract fields and create new fields as required.
License Linking
Every line item will have the field 'linked license' that allows that line item to be linked to the application’s utilization. This allows Trelica to track the number of licenses purchased for the application, and further allows for tracking of usage:
An example with the application Box below:
Image 1: The line item with the linked license to the ‘business’ license. This shows there are 1000 licenses available under the ‘business’ license
Image 2: Back in the Application view, Box has been updated to show that 805 of 1000 purchased licenses have been used (this information is only visible if the ‘License’ column in Users is populated.
Image 3: To further edit or understand the linking, there is an edit button next to the license, allowing for a full breakdown of users, linked contract items and further entitlement
Renewals
The main use case for the contracts feature is to track your contact renewal dates. Trelica has made a calendar or list view to show all applications in one place. Based on the renewal information in Trelica Settings, you can change this view to see notice deadline or end date of the application(s) and filter as needed.
Renewal Notifications
This information will trigger notifications set based on your preferences Settings > Notifications > Renewals. They can be sent via email, Slack message, or Teams message to one or multiple individuals.
While these notifications are triggering, Trelica will update to show the time left on the notice deadline and allow for updates in your renewal decision for the specified contract. There are three options:
- Renew
- Terminate
- Undecided
Once the decision is made, save the update with ‘saved as open’ unless the contract has actively been renewed or terminated accordingly.
This is based on the decision for the renewal and does not have any input into the actual renewal process.
You can also add more columns (by going to the ellipses in the top right of the page) to help with filtering.
At the end of this process, the contracts list could look like this:
Digging deeper?
Reporting
- Licenses reporting to understand the utilization of each license
The Trelica workflows feature includes a trigger Contract Meets Criteria with three different trigger options
- Renewal Approaching - Good for multiple reminders, especially to different individuals with other actions or task creations
- Contract Discovered - mainly for if there is an integration or if another team is setting up the contracts
- Periodically - checks contracts based on certain filters and repeats in timed increments. Good for optimization reminders and data synchronization
With linked licenses, the scope of application cost can be highlighted on a Person’s profile. Similarly, the cost of teams can be noted.
Wrap-Up
Once you've completed the above steps, you’ll be able to:
- Upload/Import Contract data
- Prepare confidently for renewals
- Link contract licenses to applications
- Make data-driven decisions around consolidation and savings

Still have questions? Reach out to your Implementation Project Manager for a tailored walkthrough.

FAQ:
What is the difference between Subscription and Fixed-Term contracts?
- Fixed-term: Select this option when paying up front for a number of users or units.
- Subscription: Select this option for pay-as-you-go contracts. You can specify the total cost or the cost per user or unit.
Can I add contracts not related to Software/SaaS?
By default, Trelica will expect that all contracts are SaaS, if you would like to add non-software-related contracts, go to Settings > Contracts > Categories and add an additional category, available for selection when reviewing contracts.
Can I add a custom field for contracts?
To define a custom contract field, open Admin > Settings > Contracts, select Contract fields and create new fields as required.
You can define custom contract fields in order to store additional details about each contract. This includes contracts that are imported via an integration and contracts that you add manually. You can then use these fields to filter the Contracts list and include them in custom reports.
How can I override the notice period for this one contract?
The third tab in a contract, Details, has a Notice Period box, which overrides the default settings in your Trelica account
How do I change the default notice period?
By default, Trelica assumes a 30-day notice period for all renewals. To align this with your business, go to Settings > Contracts > Renewal Settings and select your preferred timeline. This is the default across the platform, but can be overwritten on a contract-by-contract basis
Who gets the notifications?
By default, this will be the app owner and contract owner. The recipients can be altered in Settings > Notifications > Renewals
How do I add another seat mid-way through the contract term?
Add a line item under the same contract for the prorated date and pricing
I only have the PO/Invoice. Can I upload this?
Yes, this is possible, but be aware that the AI processing may not be able to process this data correctly. You'll likely need to manually update the details.
Can I import contracts from a spreadsheet?
Yes, there is an import feature: see Option C in importing information
Download the templated document with all the fields; all are optional
I made a mistake and want to re-process my contract with AI. How do I do this?
Go to the attachment, and in the ellipses, there will be an option to Process with AI. This is set up to process one contract at a time.
