Contracts

Your contract with Mirox is concluded entirely on the platform. A contract administrator of your organization enters the company data, downloads and reviews the documents, and signs the framework agreement with a code sent by e-mail. The contract is effective the moment the signature completes — there is no paper, no countersignature and no waiting for a manual release. Project companies that operate individual plants join the agreement afterwards through an accession, signed the same way.

The Path at a Glance

1. An organization Admin designates one or more members as contract administrator (Team tab).
2. The contract administrator opens the Contract tab of the organization and completes the company data.
3. They review and download the documents — the framework agreement, its annexes and the generated party page.
4. They sign with a 6-digit code sent to their e-mail address. The contract is effective immediately and the confirmation arrives by e-mail.
5. Optionally they set up SEPA direct debit for the main company.
6. They add project companies and declare each one's accession together with its SEPA direct-debit mandate.

Contract Administrator

Only a contract administrator can sign or change anything on the Contract tab. The designation is a label on an existing membership, not a separate role:

• An organization Admin sets it in the Team tab: open the member's actions menu, select Edit Role and switch on Contract administrator. Admins can designate themselves.
• Any member who has joined can be designated, whatever their organization role — except External members.
• Designated members show a Contract admin badge in the team list. The label ends when the membership ends; an Admin can remove it at any time.
• Mirox does not take part in the designation — whom your organization authorizes is your decision.

See Managing Member Permissions for the Edit Role dialog.

The Contract Tab

Open your organization and select the Contract tab. It shows the status of your framework agreement and everything needed to sign it, in the order you work through it.

Company

The company is your organization's own legal entity — the party that appears in the contract. You enter:

• Company name and legal form (for example GmbH, GmbH & Co. KG, AG)
• Address — street and house number, postcode, city, country
• Commercial register — the register court (for example "Amtsgericht Hamburg") and the register number (for example "HRB 123456")
• Authorized representatives — the person or persons who legally represent the company, exactly as they should appear in the contract
• E-mail (invoices) — the company's e-mail address; invoices and the signed documents go there
• VAT ID

The VAT ID is checked against the EU VAT Information Exchange System (VIES):

• Companies in Germany: the VAT ID is optional. If you enter one, it is checked; an invalid result shows a warning but does not stop you.
• Companies outside Germany: the VAT ID is required and must be confirmed as valid by VIES before you can sign, because tax-free invoicing depends on it.

The tab lists which fields are still missing. Signing becomes available once the list is empty.

Documents

The Documents section lists the complete contract set:

• the Mirox framework agreement (Rahmenvertrag)
• Annexes 1–7: service description, price list, service level agreement (SLA), requirements, data processing agreement, change process, and data & AI rights
• the party page, generated from your company data, with both parties and the signature blocks

Every document can be downloaded before you sign, so you can review it and store it permanently. Each one carries a document ID and a checksum (a fingerprint of the file's exact content). The party page lists the IDs and checksums of all documents in the set, so it is always clear which version you signed.

If you change company data before signing, the party page is generated again with the new data. You always sign exactly the documents that are shown.

Signing the Framework Agreement

When the company data is complete, the contract administrator selects Sign contract:

1. Confirm the declaration: you are authorized to bind the company, and you have read the documents.
2. A 6-digit code is sent to the e-mail address of your Mirox account. The code is valid for 10 minutes and allows 5 attempts; you can have a new code sent at any time.
3. Enter the code. The signature completes.

The framework agreement is effective immediately. There is no countersignature step — Mirox's acceptance is part of the generated documents. You then receive by e-mail:

• the contract confirmation, which records the time of signing, the signing account, its e-mail address, the IP address and the checksum of the signed documents
• the signed party page

Both are also available for download on the Contract tab at any time.

Payment for the Main Company

Setting up payment for the main company is optional. You choose between:

• SEPA bank transfer — you receive an invoice and pay it from your bank.
• SEPA direct debit — Mirox collects the amount automatically.

A direct-debit mandate is signed with the same e-mail-code procedure as the contract: you enter the IBAN and account holder, confirm, and enter the code. The bank and BIC are determined from the IBAN automatically. The signed mandate can be downloaded as a PDF at any time.

The payment card is always shown on the Contract tab. A mandate can be set up or changed only while a framework agreement is signed — including one that starts in the future — or while a terminated one is still within its notice period. You can also enter the SEPA details in the company dialog on the way to signing.

Project Companies and Accessions

Many plants are owned by separate project companies (Projektgesellschaften). Once the framework agreement is signed, the contract administrator can add them so that each one joins the agreement through its own accession agreement (Beitrittsvertrag).

To add a project company:

1. Add a new project company and enter its company data — the same fields as for your main company, plus the invoice e-mail address to which its invoices are sent.
2. Enter its SEPA direct-debit details: IBAN and account holder. Project companies always pay by direct debit.
3. Review the summary: company, invoice e-mail, masked IBAN and creditor details. The accession agreement, the framework agreement and the annexes are available for download before you sign.
4. Sign with the e-mail code. The accession and the direct-debit mandate are declared in one signature.

The accession is effective immediately. The accession confirmation (Beitrittsbestätigung) and the documents are stored on the Contract tab and sent to you by e-mail.

Good to know:

• Each project company can have one active accession at a time.
• Your organization — the original customer — remains the operational platform administrator for the project company.
• If you close the dialog before signing, the project company stays in the list as a draft; you can continue or discard it later.
• Open a project company in the list to see its documents, the signing record and its mandate.

Termination

Contract administrators can terminate:

• The framework agreement — with three months' notice to the end of a month. Terminating the framework agreement ends every accession with it.
• A single accession — with three months' notice to the end of a month. The project company's direct-debit mandate is revoked.

A termination takes effect at the end of the last day of the third month after the month in which you give notice — for example, notice given in March ends the agreement on 30 June. This last day is shown before you confirm and afterwards in the history. Terminated contracts and accessions remain in the history with all their documents and confirmations.

A new framework agreement can be signed already during the notice period. It starts on the day after the old one ends; until then it is shown with Starts on and its start date.

What Changes After Signing

The company data printed in the contract is locked while a signed contract or accession refers to it: company name, legal form, address, register court and number, authorized representatives and VAT ID can no longer be edited. The invoice e-mail remains editable.

Once the contract is terminated — already during the notice period — the data becomes editable again for the next contract. The signed documents keep the data exactly as it was at signing.

Your Records

For every signature — framework agreement, accession or mandate — the platform keeps a permanent record:

• the exact documents and their checksums
• the time of signing
• the signing account and its e-mail address
• the IP address from which the signature was made

This is what makes the signature an advanced electronic signature: anyone can later verify who signed which version of which documents, and when.

What Is Not Part of the Contract Tab

The Contract tab concludes the contract. Day-to-day billing stays on the Subscription page:

• invoicing details, subscriptions and invoices
• assigning plants to a company

See Accounting & Billing.

Related Features

• Accounting & Billing — subscriptions, payment methods and invoices
• Managing Member Permissions — the Edit Role dialog where contract administrators are designated
• Permission System — organization roles and what each may do
• Onboarding — where signing the contract fits in getting started