✍️ 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 handling customer checkouts, manual orders, or automatic reservations, eSign makes the process seamless with features like custom placeholders, listing-specific templates, and manual contract sending. 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.

Note: Fleetwire’s frontend requires JavaScript to work properly. Ensure JavaScript is enabled in your browser for the best experience, especially when managing templates or checking out.

🛠 How to Set Up and Use Fleetwire eSign

Fleetwire eSign lets you create templates, apply them automatically or manually, 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.

In your Fleetwire dashboard, go to Documents.
Click Templates in the left sidebar.
Select Add New Template and give it a name (e.g., Standard Rental Agreement).
Upload your rental agreement document (e.g., a PDF or Word file).
Use the drag-and-drop editor to add fields to your document:
- Pre-Set Fields: Choose from options like:
- Vehicle: Year, Make, Model, VIN
- Customer: Full Name, Email, Phone, Date of Birth
- Booking: Start/End Date & Time, Pricing, Mile Allowance, Overage Fees
- Drivers: Include Primary Driver and Secondary Driver details if enabled (see Managing Secondary Drivers at Checkout).
- Custom Fields: Add your own, like How did you hear about us? (optional) or What is your insurance policy number? (required), and set them as Text Box Placeholders for customers to fill at checkout.
- Other Placeholders: Add a Document Uploader for customers to upload files (e.g., insurance proof) or a Signature Placeholder for signing.
Mark fields as Required or Optional as needed.
Resize fields for visual appeal (note: data extending past the field width will still appear in the final signed document).
Assign the template to your Company Branch (ensure it matches the branch your listings are under, e.g., Main Branch).
Click Save to store your template.

Here’s an example of dragging and dropping variable placeholders onto the document template.



Pro Tip: Include a custom field like How did you hear about us? to gather marketing insights while keeping the signing process smooth.

Step 2: Enable Automatic eSign for Listings

Set your template to auto-send when a reservation is created for a specific listing.

Go to Listings and select a vehicle.
Click the Settings tab for that listing.
In the eSign Settings section, choose your template (e.g., Standard Rental Agreement).
Toggle Automatic eSign to Enabled.
Click Save to apply the setting.

Below, I’m turning this document template on for a listing.



Quick Tip: When this vehicle is booked (manually or via your shop), the template will auto-send, pre-filled with data. Custom placeholders (e.g., How did you hear about us?) can be filled by the renter during signing.

Step 3: Apply the Template at Checkout

Use your eSign template during the rental process, either automatically or manually.

For Customer Checkout (Automatic)

When a customer checks out via your shop ( yourcompany.fleetwire.io), Fleetwire automatically selects the eSign template assigned to your company branch or listing.
The template auto-populates with the order’s vehicle, customer, and booking details (e.g., Full Name: Tim Apple for a renter named Tim Apple).
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.
The agreement is sent to the customer for e-signing via email, or they can sign it directly in the shop.

For Manual Orders (Select Template)

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



Here’s an example of automatic eSign in action. The top image is the template editor—notice the Full Name placeholder fills in "Tim Apple" for a reservation with a renter named "Tim Apple". The bottom image shows the renter signing.

Step 4: Manually Send an eSign Document

Send a new contract for an existing booking, such as for extensions or vehicle swaps.

Go to Orders and open a booking.
In the top right, click NEW CONTRACT.
In the popup, choose your document template (e.g., Standard Rental Agreement).
Select how to Notify the renter (SMS and/or email).
Click CREATE to send the agreement.

Here’s an example of manually sending an eSign document for a booking.

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Pro Tip: Use manual sending for situations like rental extensions, updating a signed document, or swapping vehicles mid-rental.

Step 5: Manage Signed Agreements

Keep track of signed agreements for easy reference.

Go to Orders and open an order.
In the Agreement section, view the signed document under Signed Envelopes.
Download or resend the agreement to the customer if needed.
When all recipients have signed, all parties will receive an email with the finished document.

Warning: Ensure all required fields (e.g., driver’s license info, insurance policy number) are filled before sending for e-signing. Missing data can delay the rental process or cause legal issues.

🌟 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:

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: Explore eSign options in e-Sign Fields.
Need Help? Contact us at hi@fleetwire.io or via the in-app chat.

Happy signing! 🌟

Updated on: 14/05/2025