Rental agreements signed online before the car goes out
Send the rental agreement from the order through SmartMy Sign. The customer signs on their phone with a code sent by email, or in person on your screen, then your side signs. With one setting on, no car on the order goes out until it is signed.
PLANSFrom Growth
The problem it solves
- The paper agreement is signed in a hurry at the counter, and page two is missing when there is a claim.
- Corporate customers want to sign before their driver arrives, not at the desk.
- A car goes out on a busy morning before anyone signed anything.
How it works
- Confirm the order and press Send Agreement. The ready-made Rental Agreement template is chosen, with the customer and your salesperson as signers.
- The customer gets a link, signs first with a code sent by email to check it is them, and then your company signs.
- At the counter, choose to sign in person: the signing page opens on your screen for the customer, with your staff as the witness.
- The Agreement button on the order shows where it stands: Waiting for Signatures, Signed or Declined. The signed PDF is kept on the order.
- With Agreement before going out switched on, pressing Out is refused until the agreement is signed. Online bookings send the agreement by themselves.
Everything it does
The agreement
- Rental Agreement printed from the order: customer, site, PO, from, until, depot, notice and lock-in. Also items with rate and rent, extras, total before tax and your Terms
- Ready-made template: customer then company, one after another, code by email
- Clauses kept in Sign > Configuration > Standard Clauses; country drafts for the UAE, UK, India and Australia come with Growth
Sending and signing
- Send Agreement shows once the order is confirmed and nothing is waiting or signed
- Online by a link, or in person on the staff screen
- Reminders every 3 days and expiry after 14 days, from the template
- Online bookings: the agreement is sent at booking and the booking page shows the link while it waits
Before going out
- Settings > Agreements > Agreement before going out: off to start with
- When on, Out is refused for any line of an order whose agreement is not signed
Who uses it
Rent UserSends the agreement, or opens it for the customer to sign at the counter.
SalespersonSigns for your company after the customer.
CustomerSigns online with a code, or in person.
Rent ManagerSets the agreement rule and the template and clauses.
Where you use it
- Web: Send Agreement and the Agreement button on each order; Sign > Configuration > Templates and Standard Clauses
- Customer: the signing page in any browser, from the link; the booking page for online bookings
- Not inside the SmartMy Rental app: the app's booking page opens the agreement in the browser
What you control
Settings
- Agreement before going out: off
- Rental Agreement template: customer then company, code by email, reminders every 3 days, expires after 14 days
Notifications
- Document to Sign and its reminder: to the signer whose turn it is, by the first channel that works in the order WhatsApp, email, SMS
- Signing Code: the code, by email for the ready-made template
- Document Signed by Everyone: to the signers with the signed PDF, by email or WhatsApp
- Signature Declined: to the sender, in the app and by email
- WhatsApp and SMS use your message credits
Works with
SmartMy SignThe signing itself, the template, clauses, codes and the signed PDF; part of SmartMy Rental from Growth.
Questions
Can a customer sign at the counter without email?
Yes. Sign in person opens the signing page on your screen for the customer, with your staff as the witness.Can we stop cars going out unsigned?
Yes. Switch on Agreement before going out. Out is then refused until the order's agreement is signed.Can we use our own wording?
Yes. Write your terms on the order's Terms tab or in the template's clauses. Country drafts are a start for your lawyer, not legal advice.What is kept after signing?
The signed PDF on the order, with who signed, when, and the record of each step.Related features
HIRE ORDERSHire orders from quote to returnEvery hire runs on one order. It starts as a quote and is confirmed with the cars reserved. It goes out through a handover check, comes back through a return check, and is closed once billed. Class bookings get a free car at confirmation, and clashes are refused with the booking named.COUNTRY PACKSAgreement clauses for the UAE, UK, India and AustraliaReady-made rental agreement clauses come with SmartMy Rental and SmartMy Sign. There are eight general ones and one or two for each of the UAE, the UK, India and Australia. They are drafts for your lawyer to check, and you add them to your agreement template as terms pages.ASSETSSmartMy Sign extras: AI reading, bulk send, digital seal and APIScale adds four SmartMy Sign extras to rental agreements signed online. Send one document to many people at once, and seal signed PDFs against change. Connect your own software through an API with webhooks, and have the AI read signed documents.CUSTOMERSOnline booking page and website widgetEach Entity gets its own booking page, which also sits inside your website as a widget. Customers find a free car or class, choose cover and extras, give their licence details, book and pay. A booking not paid in time is cancelled and the car freed.HIRE ORDERSLong hires with notice period, lock-in and customer sitesMonthly and open-ended hires carry a notice period and a lock-in date. When a customer calls off short or ends before the lock-in, the rent of the time short is worked out for you. It waits as an Early End charge for a manager to confirm. Each hire can be booked to the customer's own site with its PO.
See your fleet on it.
Tell us how many cars or machines you hire out, from how many depots, and how bookings reach you today. We will set up your fleet with you on SmartMy Rental.