What is Automatic E-sign?

✍️ Streamline Your Rentals with Fleetwire eSign!

Say goodbye to paperwork hassles! Fleetwire eSign automates your rental agreements, saving time and ensuring accuracy by auto-filling key details like vehicle info, customer data, and booking terms. Whether you're managing customer checkouts or manual orders, eSign makes the process seamless. Let's set up and use eSign to simplify your rental workflow!

🎯 Why Use Fleetwire eSign?

Fleetwire eSign transforms how you handle rental agreements:

• Save Time: Auto-fill agreements with vehicle, customer, and booking details—no manual entry needed.
• Reduce Errors: Pre-set fields ensure accurate data, like VINs or pricing, every time.
• Go Paperless: Send agreements digitally for e-signatures, keeping everything organized.
• Delight Customers: Offer a modern signing experience in your Fleetwire-hosted shop.

🛠 How to Set Up and Use Fleetwire eSign

Fleetwire eSign lets you create templates in the Documents section, apply them during checkout, and manage signed agreements. Here's how to get started.

Step 1: Create an eSign Template

Set up a template with fields to auto-fill your rental agreements.

1. In your Fleetwire dashboard, go to Documents.
2. Click Templates in the left sidebar.
3. Select Add New Template and give it a name (e.g., Standard Rental Agreement).
4. Upload your rental agreement as a PDF. (Have it in Word? Save it as a PDF first.)
5. Add fields from the Fields panel on the left (see below): click a field, move to where it belongs on the page, and click again to drop it. Drag any field to adjust it.
6. Resize fields for visual appeal if needed (note: data extending past the field width will still appear in the final signed document).
7. Assign the template to your Company Branch (ensure it matches the branch your listings are under, e.g., Main Branch).
8. Click Save to store your template.

Adding fields

• Adding fields for: pick Primary or Secondary before you add fields. Each field belongs to that driver, and its icon and box take on that driver's color.
• Search fields: type part of a name (like license or vin) to find a field in any group, your custom fields included.
• Signing: the fields every agreement needs sit at the top: Sign, Initials, Date Signed, and Attach (for a photo of a license or insurance card).
• Company: your own signature line: Company signature, Company signer name, Company signer title and Company date signed. They show in slate gray because the renter never fills them. Your adopted company signature and the date are added when the renter finishes signing. See Sign Rental Agreements as Your Company.
• Pre-set fields, grouped by what they fill in:
• • Vehicle: Year, Make, Model, VIN
  • Customer: Full Name, Date of Birth, Driver's License Info
  • Booking: Start/End Date & Time, Pricing, Mile Allowance, Overage Fees
• Other: a free Text box and a Checkbox for anything else.
• Custom Fields: add your own, like How did you hear about us?, for customers to fill at checkout. No custom fields yet? Click Create a custom field at the bottom of the list.

A number next to a field shows how many of it are already on the document, so you can spot a missing signature at a glance. Click a group's name to fold it away; Fleetwire remembers which groups you closed.

Initials

Add an Initials field wherever renters should initial a page or a clause, like a damage or fuel policy. Renters adopt their initials together with their signature, so they only do it once:

• If they type their signature, their initials fill in from their name in the same style. They can edit them.
• If they draw their signature, they type their initials once.

Each Initials box then fills with one tap.

Field settings

Click any field on the document to open its settings on the right.

• Required: the renter must complete the field before they can finish signing.
• Read only (Text and custom fields): the renter sees what you entered but cannot change it.
• Tooltip: the hint renters see when they hover over the field.
• Formatting: font size and alignment for text fields. Signatures and initials are placed as images, so they have no formatting.
• Position: fine-tune where the field sits by entering its X and Y.
• Delete field: removes it from the document.

Step 2: Apply the Template at Checkout

Use your eSign template to auto-fill agreements during the rental process.

For Customer Checkout (Automatic)

1. When a customer checks out via your shop ( yourcompany.fleetwire.io), Fleetwire automatically selects the eSign template assigned to your company branch.
2. The template auto-populates with the order's vehicle, customer, and booking details.
3. If there are custom fields (e.g., How did you hear about us?), the customer will fill them in via a text box during checkout.
4. The agreement is sent to the customer for e-signing via email, or they can sign it directly in the shop. You can also require the renter to sign before they pay. See What is Automatic E-sign?

For Manual Orders (Select Template)

1. In your dashboard, create a manual order in Orders.
2. In the Agreement section, choose your eSign template (e.g., Standard Rental Agreement).
3. The template auto-populates with the order's details.
4. For custom fields, manually enter the data or leave them for the customer to fill during signing.
5. Send the agreement to the customer for e-signing via email, or display it for signing.

Step 3: Manage Signed Agreements

Keep track of signed agreements for easy reference.

1. Go to Orders and open an order.
2. In the Agreement section, view the signed document under Signed Envelopes.
3. Download or resend the agreement to the customer if needed.

🌟 Effortless Agreements with eSign!

You're now a pro at using Fleetwire eSign! Your rental agreements are automated, accurate, and tailored to your needs. Check your Orders dashboard to see signed agreements in action, or test the signing process in your shop ( yourcompany.fleetwire.io)!

🚀 Next Steps

Keep your rental process seamless with these tips:

• No PDF yet? Design one in Fleetwire with Build Your Rental Agreement in Fleetwire.
• Sign as your company: have Fleetwire add your company's signature when the renter finishes. See Sign Rental Agreements as Your Company.
• Add Secondary Drivers: Include secondary driver details in agreements with Managing Secondary Drivers at Checkout.
• Set Availability: Block off dates for vehicles in Setting Up Your Calendar.
• Learn More: Dive deeper into eSign with What is Automatic E-sign?.
• Need Help? Contact us at hi@fleetwire.io or via the in-app chat.

Happy signing! 🌟

Updated on: 24/10/2026