Communication entries: contracts, acknowledgments, and correspondence
How to record contracts, acknowledgments, letters, and other documents without an amount in ReChive.
Communication entries are ReChive entries for documents that have no amount of their own: contracts, acknowledgments, and correspondence. ReChive does not ask for an amount, currency, or breakdown for these entries. They are used to keep a complete record of what you have agreed on, confirmed, or written, and to follow up on it with due dates, reminders, and updates.
A communication entry can still be about money. A contract, for example, can describe monthly payments. The payments themselves are recorded as separate transaction entries such as invoices or receipts, while the contract entry keeps the agreement and its renewal dates.
Contract
Use the "Contract" type for agreements you have signed with another party, such as a rental agreement, a service contract, an insurance policy, or an employment contract.
- Use the due date for the date the contract ends or has to be renewed or cancelled. ReChive shows the entry as due on that date and sends an email to the members who receive workspace notifications.
- Add reminders for earlier dates, such as the last day you can cancel the contract before it renews automatically.
- Attach amendments, renewals, and termination letters to the same entry as updates, so the whole history of the contract stays together.
Acknowledgment
Use the "Acknowledgment" type for confirmations that something has been received or done, such as the confirmation you receive after submitting an application, filing a tax return, or registering a company. Acknowledgments have no amount. If you made a payment as part of the process, record the payment as a receipt instead.
Acknowledgments are often the only proof that you have done something on time, so it is a good idea to save them as "Done" with the date of issue set to the date on the confirmation.
Correspondence
Use the "Correspondence" type for letters, reminders, notifications, certificates, and any other form of communication that does not fit the other types. Examples are a letter from a government office, a payment reminder from a supplier, a certificate, or an offer you have sent to a client.
If a letter needs an answer, save it as "Pending" with a due date. Once you have answered, attach your reply as an update and mark the entry as completed. You don't need a separate entry for each letter in the same exchange.
Reference number or name
For all three types, the reference field is called "Reference number / Name". If the document has a reference number, it is usually at the top of the document, in the header, in the title, or in the subject line of an email. Enter that number. If the document has no number, enter a short, unique name of your choice, for example "Office lease 2026".
The reference is checked for duplicates. Sent entries need a reference that is unique within the workspace, and received entries need a reference that is unique for their sender. See ReChive entries for details.
Choosing between the types
- If the document records an agreement with obligations for both sides, use "Contract".
- If the document confirms that something was received or done and has no amount, use "Acknowledgment".
- If the document confirms a payment, use "Receipt".
- If the document asks for a payment, use "Invoice".
- For everything else, use "Correspondence".
The type cannot be changed after the entry is saved. If you chose the wrong type, delete the entry and create a new one, or duplicate it and choose the correct type in the new entry.
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