How do I adjust contract prices for existing customers in bulk?
Prepare all contracts together and then change them in one of three ways: with the bulk edit in weclapp, individually with wals.pro AI 4 weclapp via preview and approval, or by hand. wals.pro AI helps before and after the change: reading and evaluating contracts, calculating a proposal at your rate, drafting the notice as text and checking the result. We did not find automatic indexation in the weclapp documentation (checked on 11.10.2026).
This is a subpage of ERP and helpdesk for IT system houses.
Is there an automatic price adjustment for contracts in weclapp?
We found no rule that weclapp itself applies to contracts by index, neither in the documentation nor on the product page. According to the product page, the contract module offers templates, renewal and reminders. In addition, the documentation describes a bulk edit in the overview of contract items.
Many IT system houses raise prices by hand today (our observation, not a survey). You determine the rate, cutoff date and selection of contracts yourself after the clause review.
There are many triggers: your own costs, tools, wages and price changes by a manufacturer like Microsoft 365. How you manage licenses as a contract item and pass on manufacturer prices is covered in the article Passing on Microsoft 365 licenses and hardware.
Three ways side by side
- Bulk edit in weclapp. According to the weclapp documentation, contract items can be changed in the overview via bulk edit. Which fields, you check in your tenant. If it covers the price field, you need no other way for the change itself.
- Individually with wals.pro AI. You have the contracts read and evaluated and change each contract with preview and approval. The AI works with the permissions of the API key user you connected.
- By hand. Open the contract, change the item, save.
We do not offer automatic indexation with wals.pro AI.
The process in six steps
| Step | Tool | Approval needed |
|---|---|---|
| 1. Have the clause reviewed, then set cutoff date and adjustment rate | You, management, legal counsel | no (your decision) |
| 2. Read and evaluate contract items | wals.pro AI (items and contract data) or Excel export from the contract items overview (you check the columns in your tenant) | no (read only) |
| 3. Calculate proposal | wals.pro AI calculates at your rate, you spot-check samples and rounding | no (nothing is written) |
| 4. Draft the notice to customers | wals.pro AI delivers the text, you send it yourself | no (text in chat) |
| 5. Change contracts | Bulk edit in weclapp, wals.pro AI with preview or by hand | with wals.pro AI: yes, per contract |
| 6. Check the first billing | weclapp billing, check with wals.pro AI | no (read only) |
The legal review comes first because it determines cutoff date and rate. Step 5 only comes once steps 1 to 4 are in place.
Example: 60 contracts as of 01.01.
A fictional IT system house has 60 maintenance and license contracts. The cutoff date is 01.01., the assumed adjustment is 4 percent (example value, not a recommendation). The cutoff date is the date from which the new price applies, not the day you give approval. Choose it at the start of a billing period so that no period is split.
The evaluation in step 2 returns one row per contract item, as far as the fields are maintained: customer, item, price, term, renewal, notice period and the next termination date that weclapp calculates. Three rows from the example (all values fictional, unrelated to examples in other articles):
| Customer (fictional) | Item | Price today | Term / notice period | Proposal +4% |
|---|---|---|---|---|
| Customer A | Workstation flat rate, 20 × €25.00 | €500.00 | until 31.12., 3 months | €520.00 |
| Customer B | Server maintenance | €180.00 | fixed term until 30.06. | clarify first |
| Customer C | License item, 48 units | 48 × €15.00 | open-ended, 1 month | 48 × €15.60 |
The list yields two groups: contracts that you propose for adjustment at the cutoff date, and contracts that you clarify beforehand with your legal counsel, for example because of a fixed term or a long notice period. Whether an adjustment is permissible is decided by your clause, not by the term alone. In the example it's 53 and 7.
What "individually with preview and approval" means
For each contract, wals.pro AI first generates a preview: you see which item gets which new price. Only after your approval does the AI write to weclapp. The approval applies only to exactly this change and only once. Every action is logged. The short formula: the AI never writes without asking: preview, approval, log. More on the technology: wals.pro AI 4 weclapp.
With 60 contracts, that's at least 60 approvals. If several item lists or the contract header also change for one contract, there are several previews. In return, no contract changes that you haven't approved.
Period instead of overwriting
As we understand the documentation, a new price in the existing item applies to every document that weclapp creates after the change, even for a period before the cutoff date. When a document is created depends on billing type and billing day: an invoice "after the period" carries the date of the last day of the period, an invoice "before the period" can already be created in the previous month. Therefore read the "Nächstes Abrechnungsdatum" (next billing date) per contract and make changes before that date.
Way 2, individual change with wals.pro AI: Our recommendation: end the old item on 31.12. ("gültig bis", valid until) and create the new one from 01.01. ("gültig von", valid from). As far as we know, both can be approved in a shared preview (not yet confirmed in testing). This is a recommendation, not a requirement from weclapp; try it on a test contract.
Way 1 and 3, bulk edit or by hand: If you only change the price of the existing item, watch the timing: make the change only after the last document with the old price has been created, and before the run that is meant to carry the new price. You can show the "Vorherige" (previous) and "Nächste Abrechnungsdatum" (next billing date) in the Positionen (items) tab. Alternatively, you create a new item with "gültig von" there too.
Check before the first run, not after
If the desired invoice status in the billing settings is set to "Buchhaltung gebucht" (booked in accounting), the invoice is already posted after the run; a wrong price then needs a cancellation or credit note document. For the first run after the increase, set the status to "Neu" (new) (applies with billing type "Rechnung erzeugen", create invoice) and read the documents before further processing. Set the status the same for all contracts of a customer: collective billing only combines contracts if, among other things, the desired status matches. The status change affects the contract header; with wals.pro AI it is a separate preview with its own approval.
Don't approve changes during the nightly run from 3 a.m.: weclapp advises making no billing-relevant changes to contracts during this time. Tell your colleagues that nobody presses "Alle Verträge abrechnen" (bill all contracts) until your approvals are finished.
After the first run, compare item and price of the documents with the list from step 3. The rule on article prices from the help on recurring invoices applies there, not automatically to contracts; therefore change the price in the contract item. Basics of the billing run are in the article Billing maintenance contracts recurringly.
This does not replace tax advice.
Legally: does your clause support the increase?
Whether your price adjustment clause supports the increase, which notice period applies and whether the customer can object or terminate, you check with your legal counsel before you set cutoff date and rate. Whether and how you may adjust the price depends on clause and contract; you clarify that in advance with your legal counsel.
This does not replace legal advice.
When this doesn't fit
- You're looking for a rule that executes itself. We found no automatic indexation via setting in weclapp.
- You have a very large number of contracts. For each contract you read a preview, approve it and check the result. With 60 contracts (example) that's a block of work, not a click. Check beforehand whether the bulk edit in the weclapp overview is enough for your case.
- Your contract data isn't maintained. If term or notice period are missing, the list must be cleaned up first.
- You expect the notices to go out automatically. wals.pro AI drafts the text in the chat. You handle sending and filing.
- You want to terminate and conclude anew. Termination as a separate function is not documented.
- You don't manage your maintenance as contracts in weclapp. Then there is nothing to adjust; the basics are in the article on maintenance contracts.
FAQ
Is there indexation for contracts in weclapp? We found no automatic indexation that weclapp itself applies in the documentation and product page (checked on 11.10.2026). The documentation does describe a bulk edit for contract items, though. Which fields it changes, you check in your tenant, ideally first on a test contract.
Does wals.pro AI change many contracts in one step? No. Contracts can be read, evaluated and adjusted individually via preview and approval. For changing many items at once there is the bulk edit in weclapp. With wals.pro AI, every change comes with its own approval and log, so with 60 contracts at least 60.
How do I calculate the proposal for the new price? First wals.pro AI reads out the contracts: customer, item, price, term, notice period. Then it calculates the new prices per item at your rate and your rounding rule, for example 4 percent as an example value, rounded to whole cents per unit price. You spot-check the list and mark exceptions. Writing only happens after approval per contract.
Does the rule for recurring invoices also apply to contracts? The weclapp help says this for recurring invoices: a change to the article price doesn't affect already created documents there, and weclapp offers the action "Verkaufspreise aktualisieren" (update sales prices) in the recurring invoice. For contracts we found no statement of its own. We therefore change the price in the contract item and check the next billing.
Do I have to inform customers before the price adjustment? That depends on your clause and your contract, not on weclapp. Check form, deadline and content of the notice with your legal counsel before you change contracts. wals.pro AI can draft the text; you adapt it to your template and send it yourself. This does not replace legal advice.
Figures checked on 11.10.2026
All example values (60 contracts, 4 percent, 53 and 7 contracts, the rows of the table) are fictional. The search for an indexation function in weclapp ran on 11.10.2026 through the documentation and the product page.
Sources and review date
- weclapp contract management, product page (https://www.weclapp.com/en/contract-management-software/): templates, automatic renewal, reminders; no indexation found. Review date 11.10.2026.
- weclapp documentation 1.2 Verträge abrechnen (billing contracts) (https://doc.weclapp.com/documentation/vertraege/1-vertraege/1-2-vertraege-abrechnen/): nightly run from 3 a.m., invoice status up to "Buchhaltung gebucht", no billing-relevant changes during the run, items with "gültig von/bis", invoice date for "after the period" = last day of the period.
- weclapp help billing settings for contracts (https://doc.weclapp.com/knowledgebase/abrechnungseinstellungen-bei-vertraegen): billing type, billing day, desired status.
- weclapp documentation 1.5 Sammelabrechnung (collective billing) (https://doc.weclapp.com/documentation/vertraege/1-vertraege/1-5-sammelabrechnung-funktioniert-nicht/): a customer's contracts are only combined if, among other things, the desired status matches.
- weclapp documentation 1.6 Vertragspositionen (contract items) (https://doc.weclapp.com/documentation/vertraege/1-vertraege/1-6-vertragspositionen/): overview of all items, Excel export, bulk edit; which fields it changes, the page doesn't describe.
- weclapp documentation 6.1 Wiederkehrende Rechnungen anlegen (creating recurring invoices) (https://doc.weclapp.com/documentation/verkauf/6-rechnungen-gutschriften/6-1-wiederkehrende-rechnungen-anlegen/): article prices don't affect existing recurring invoices, action "Verkaufspreise aktualisieren"; applies to recurring invoices, not to contracts.
- wals.pro AI 4 weclapp, feature documentation (not public, checked on 11.10.2026): reading and evaluating contracts, changing them individually via preview and approval; approval applies only to the one change, log; work with the permissions of the API key user; several changes to the items of a contract appear in a shared preview (not yet confirmed in testing).
Next step
Want to try it on one contract before you touch 60? Register and have your contracts listed with customer, item, price, term and notice period.
Getting started is free permanently, without credits. Until 31.12.2026 all features are free, after that there are paid tiers by scope.
You'll find more about the product on the page for wals.pro AI 4 weclapp.