Contracts
Send a contract for signature
Request a customer signature on a facility contract or agreement.
What you will accomplish
You will create a contract from a template, send it to one customer, and track whether they opened and signed it. When they finish, the signed PDF stays on their customer record for your team to download.
When to use this guide
Use this guide for one customer at a time, such as:
- A new storage customer needs to sign an agreement today.
- An existing customer adds a new vehicle and needs a new agreement.
- A customer needs a service authorization or waiver.
- You need to resend a signing link because the customer did not receive email.
Before you start
- The customer exists in Contacts.
- The customer's email on their record is correct (signing links go to this address).
- You created the contract template in Settings > Contracts & Documents.
- The related car is on the customer record if the agreement uses vehicle fields.
- The agreement text is final and approved for sending.
Step 1: Open the customer record
- Open Contacts
In the sidebar, click Contacts, or go to Contacts.
- Find the customer
Search by name, email, phone, or company. Open the correct customer record.
- Confirm the vehicle (if needed)
If the agreement is for a specific car, check that the right vehicle appears on the record before you continue.
Expected result: You are viewing the customer who should sign—not a different person with a similar name.
Step 2: Open Documents & Contracts
On the customer record, scroll until you see the Documents & Contracts card. This area holds uploads and contracts together.
If the list is long, use the search box that says Search documents and contracts... to find an existing agreement before creating a new one.
Step 3: Start a new contract
- Click New Document
Click New Document in the Documents & Contracts section (top-right of that card, or in the empty state).
- Choose Contract
In the Add New Document window, click the Contract option—the one that says customers sign electronically from a template.
Expected result: The contract creation flow opens.
Step 4: Pick the contract template
- Choose the agreement
In the Select Contract Template window, click the template that matches this customer. Example: Car Storage Agreement.
Expected result: The window title changes to Contract Details.
Step 5: Fill in contract details
On Contract Details, complete the fields your facility needs before the customer can sign.
- Choose the vehicle (if shown)
If you see Associated Vehicle or Associated Vehicles, pick the car this agreement is for.
- One car: click the row for that vehicle, or use the dropdown if only one choice appears.
- Several cars on one agreement: see Send multiple contracts in one signing link.
Why this matters: Vehicle details on the PDF come from the car you select here.
- Add a clear title
Use a title your team will recognize later. Example: Storage Agreement — 2017 Lamborghini Huracan.
The app may pre-fill the title from the template name—you can edit it.
- Fill template fields (if shown)
Some templates ask your team to type fees, dates, or notes before sending. Complete any field marked with a red asterisk (*).
- Set an expiration date (optional)
Add an expiration date if old signing links should stop working after a certain day. Many facilities leave this blank.
- Click Continue
Click Continue at the bottom of the window.
Expected result: You move to Team Signature (if your template requires it) or Confirm & Send.
Step 6: Complete team signature (if required)
Some templates ask a facility team member to sign before the customer receives the email. This is common when your agreement has a provider signature line at the bottom.
- Sign when prompted
On Team Signature, draw your signature in the box (mouse or finger on a tablet). Use Save Signature when finished.
Initials may be optional—follow what your template requires.
- Click Continue
Click Continue to reach the final review screen.
Expected result: You see Confirm & Send with a summary of the template, title, and send options.
Step 7: Confirm and send (or save as draft)
- Review the summary
On Confirm & Send, check the template name, title, and vehicle.
Expected result: Everything matches what the customer should sign.
- Choose whether to email now
Look for Send to customer immediately.
- Leave it on to email the signing link as soon as you finish.
- Turn it off to save a Draft on the customer record so a manager can review before sending.
Why this matters: Drafts let your team double-check vehicle and pricing before the customer sees the agreement.
- Click Create & Send or Create
Click Create & Send when you are ready to email the customer, or Create when you saved a draft.
Expected result: A new contract card appears in Documents & Contracts with status Sent or Draft.
Expected result: The customer receives an email when you chose to send immediately, or your team can send later from the contract card.
Step 8: Send or resend the signing email
- Send from the creation flow
If you just finished creating the contract, follow the last steps on screen (including Team Signature if your template requires it) and choose Send when prompted.
Expected result: The contract card shows Sent.
- Send later from the customer record
If the contract is still Draft, click the contract card to open the preview window, then click Email.
If the app asks Send contract in a confirmation window, review the message and click Send email.
Expected result: Status changes to Sent.
- Tell the customer what to expect
The customer receives an email from your facility with a link to review and sign in the browser—no app install required.
Ask them to check spam or junk if nothing arrives within a few minutes.
Expected result: They can open the link on a phone or computer and reach the signing page (see Step 7).
- Resend if needed
Click the contract card again and choose Email in the preview window, or use the resend action on the card row.
Expected result: They receive another message with the same signing link (until the contract is Completed or Cancelled).
Step 9: What the customer sees
The customer opens the link in a web browser. They may need to:
- Allow location access if the template requires it.
- Review each page of the agreement.
- Fill any required fields.
- Draw a signature and initials where asked.
- Click Sign Contract when the button becomes active.
Expected result: After signing, the contract status on the customer record updates to Signed or Completed.
Step 10: Confirm on the customer record
Return to Documents & Contracts on the customer record. Click the contract card to open the preview window if you want to double-check status, download a PDF, or resend email.
Common statuses:
Draft — created but not sent.
Sent — signing email was sent.
Viewed — customer opened the contract.
Signed / Completed — customer finished signing.
Cancelled — signing stopped before completion.
Voided — signed agreement kept for history but no longer valid (see the review guide).
Future auto-signing (when it applies)
If a customer previously allowed future auto-signing for the same template, the app may create a new contract without another email. This only works when:
- The same template is used.
- The customer opted in when they signed before.
- No new signer information is required.
- The earlier authorization was not voided.
Cancel a contract before it is signed
Use Cancel when the customer should no longer sign that request—for example wrong template, wrong car, or wrong email.
Cancelled contracts stay visible for history, but the customer cannot sign them.
What success looks like
- The contract appears in Documents & Contracts.
- The customer can open the signing link from email.
- Status moves from Sent to Viewed to Completed as the customer progresses.
- Your team can download the signed PDF after completion.
Troubleshooting
What to do next
After the customer signs, use Review signed contracts and document history to download the PDF and confirm uploads.