Send the rental contract
What this is
Section titled “What this is”This is how you get the rental agreement in front of the customer to sign. FleetLoop fills in a contract from the rental’s details — the renter, the vehicle, the dates, and your shop’s information — and creates a link the customer can open to sign it. See Get the signature for the three ways to put that link in front of them. If you’d rather sign on paper, you can print the contract instead.
Before you start
Section titled “Before you start”- The rental needs enough information filled in to build the contract — the renter’s name, address, and driver’s license; the vehicle’s year, make, model, and VIN; the pickup and return dates; and your shop’s name and address. FleetLoop tells you exactly what’s missing if anything is.
- Know whether you’re sending this by text, by email, or handing a device to the customer in person.
- Open the rental, click Actions, then click Send contract for signature.
📸 Screenshot: The rental detail page, Actions menu open, showing Send contract for signature.
- If any required contract details are missing, FleetLoop lists them here instead — for example “Renter address” or “Vehicle VIN” — each with a Fix in customer / Fix in vehicle / Fix in rental link that takes you straight to where you enter it. Fill those in, then come back and try again.
📸 Screenshot: The Send contract dialog, showing the missing-fields checklist.
- Choose Send via SMS and/or Send via email — each is only available if the customer has that contact on file. Leave both off if you just want to copy the link yourself.
- Click Send. FleetLoop shows the signing link here so you can copy it.
📸 Screenshot: The Send contract dialog, showing the SMS/email toggles and the new link.
- If you’d rather sign on paper instead, close this dialog, go to the rental’s Contract tab, and click Print contract. Have the customer sign the printed copy, then click Upload signed paper contract and choose a photo or scan of the signed page.
📸 Screenshot: The rental’s Contract tab, showing Print contract and Upload signed paper contract.
How to know it worked
Section titled “How to know it worked”If you texted or emailed the link, FleetLoop shows a message like “Signature request texted + emailed.” If you uploaded a paper scan, FleetLoop shows “Signed paper contract is now on file.” Either way, the rental’s Contract tab now shows “Signed” (or “Signed (paper)”) with the date, and you can download the signed contract from there.
If something goes wrong
Section titled “If something goes wrong”You can only send once a minute. Sending a contract link is limited to once per minute (and five times per hour) per rental — wait a moment and try again.
A pop-up blocker stops the printed contract from opening. Allow pop-ups for FleetLoop in your browser, then click Print contract again.
The customer has no phone or email on file. The SMS and email toggles stay off and disabled in that case — add a phone number or email to their customer record, or just copy the link and hand a device to them in person instead.