If your Fleetwire eSign rental agreement isn’t sending automatically, don’t worry — this is usually caused by a simple configuration issue. In most cases, the agreement template just isn’t attached to the correct listing or branch, or the booking didn’t trigger the notification.

This guide will help you quickly identify and fix the most common causes so your agreements send automatically again.

🔍 How Fleetwire Sends eSign Agreements

Fleetwire automatically sends rental agreements when a reservation is created and an eSign template is attached to either:

• A vehicle listing
• A branch

When a booking is confirmed, Fleetwire:

1. Selects the configured eSign template
2. Auto-fills vehicle, customer, and booking details
3. Sends the agreement to the renter via email and/or SMS

If any of those pieces are missing, the agreement may not send.

🛠 Troubleshooting: Why the Agreement Didn’t Send

Follow these checks to quickly find the issue.

🔒 Plan Availability

Fleetwire eSign rental agreements are available on the Standard and Premium plans.

If you are using the Basic plan, the eSign feature will not be available and rental agreements will not send automatically.

To use automated eSign agreements, your account must be upgraded to either:

• Standard
• Premium

If you’re unsure which plan your account is on, you can check in your Billing Settings or contact support.

1️⃣ Check if an eSign Template Is Assigned to the Listing

If the agreement is configured at the listing level, verify the template is selected.

1. Go to Listings → Select your vehicle.
2. Click the Settings tab.
3. Locate Document eSign.
4. Make sure a rental agreement template is selected.

If nothing is selected, choose your template and Save.

Then try creating a test booking to confirm the agreement sends.

2️⃣ Check if the Agreement Is Configured at the Branch Level

Many companies configure agreements at the branch level instead of per listing.

To check:

1. Go to Settings → Branches
2. Select your branch
3. Click the Rental Agreement edit
4. Confirm a rental agreement template is assigned

⚠️ If using a branch-level template, make sure the vehicle listing belongs to that same branch.

If the listing is assigned to a different branch, the agreement will not send.

3️⃣ Confirm the Booking Was Created in Fleetwire

Agreements only send when a booking is successfully created.

Check the following:

• The reservation appears in Orders
• The booking status is Confirmed
• The order contains a renter profile

If the booking was not created correctly, the agreement trigger will not run.

4️⃣ Check the Renter Contact Information

Fleetwire sends eSign invitations via email and/or SMS, so the renter must have valid contact information.

Verify the renter has:

• A valid email address
• A valid mobile phone number

Missing contact details can prevent the agreement notification from being delivered.

5️⃣ Test by Creating a New Booking

Once you've confirmed the settings above:

1. Create a new test booking
2. Confirm the renter has an email or phone number
3. Complete the booking

If configured correctly, the agreement should send automatically.

📩 Manually Send an Agreement (If Needed)

If a booking already exists and the agreement did not send, you can send one manually.

1. Go to Orders
2. Open the booking
3. Click NEW CONTRACT
4. Select your agreement template
5. Choose how to notify the renter (Email and/or SMS)
6. Click CREATE

Fleetwire will send the document immediately.

⚠️ Most Common Cause

The most common reason agreements do not send is when:

The rental agreement is attached to a branch, but the vehicle listing is assigned to a different branch.

Always confirm the listing and agreement belong to the same branch.

🌟 Quick Checklist

Before contacting support, verify:

✔ A rental agreement template exists

✔ The template is assigned to the listing or branch

✔ The listing belongs to the correct branch

✔ The booking status is Confirmed

✔ The renter has a valid email or phone number

If all of these are correct, the agreement should send automatically.

🚀 Need Help?

If the agreement still isn’t sending, please contact support with:

• The booking ID
• The rental agreement name
• Whether it is configured on the listing or branch
• A screenshot of Listing → Settings → Document eSign

You can reach us via in-app chat or email hi@fleetwire.io.

We’re happy to help get your agreements sending smoothly again! ✍️

Updated on: 10/03/2026