The "wet" paperwork: automate your rental contracts and terms and conditions
There you are, standing on the dock. The wind is blowing hard, a few drops of rain are falling, and you're desperately trying to keep a rental agreement dry on a clipboard. The client is eager to leave, but the pen refuses to move on the damp paper. "Just sign the terms and conditions here, and the deductible here..."
It's a scene that no landlord enjoys. Nobody wants to have to wade through lengthy legal documents at the water's edge or a busy reception desk. It slows down the day and starts the experience on an administrative bummer.
Still, that signature is essential. You're renting out valuable equipment, and you need to cover your liabilities. But who says you have to wait until the client is already standing right in front of you to sign?
With i-Reserve , you move the paperwork from the wet dock to the customer's dry living room. By intelligently linking your reservation system to digital signing tools, the contract is already signed before the engine starts.
Drawing from the comfort of your chair
Why wait? The customer has booked and paid online. This is the perfect time to finalize the legal matters.
By integrating with SignRequest (for example, via Zapier), you can fully automate this process. It works like a relay baton that the system automatically passes:
- The Trigger: The customer makes a booking. i-Reserve assigns the reservation status, for example, "Waiting for signature."
- The Action: The system automatically sends the correct rental agreement to the customer by email via the link.
- The Signing: The customer opens the email at home on their phone or laptop, reads the terms and conditions carefully and signs digitally.
No more rushed processing at the time of issue. The customer knows exactly what they're signing for, and you have a much stronger legal case than with a hastily scribbled note on a rain-soaked form.
The Green Check: Control at a Glance
As a landlord, you don't want to have to manually check whether Jantje and Pietje have already answered their emails. You want to see immediately in your dashboard who's "ready." The beauty of this automation is the feedback. As soon as the customer clicks "Sign" in SignRequest, i-Reserve receives a notification. The system automatically changes the reservation status. For example, from "Draft" to "Final" or "Signed.".
Are you handing out the boats in the morning? Then you check your tablet. Do you see a green check mark or the correct status? Then you know: contract is in, deposit is paid. Here's the key, enjoy!
Everything in one digital file
And where does that signed contract go? It used to disappear into a large binder (or worse: a shoebox) under the counter. If you ever needed it for an insurance matter, it was like looking for a needle in a haystack.
In the automated workflow, the signed PDF document is sent directly back to i-Reserve. It is saved as an attachment to the specific reservation.
Do you have a dispute about damages a year later? Simply open the booking from the archive, click on the "Documents" tab, and you'll find the signed agreement. Secure, clear, and always at your fingertips.
Alternative: just a neat PDF
Don't need heavy-duty legal software for digital signatures, but still want to avoid printing? Then you can also use the built-in PDF templates within i-Reserve .
You can set up a PDF to be automatically generated with the confirmation email, containing the rental terms and conditions and booking details. This might not be a "digital signature" in the strictest sense of the word, but it does provide written confirmation that the terms and conditions have been sent and accepted upon booking. For many smaller landlords, this is a significant improvement over the paperwork.
You take care of the experience, we take care of the administration
Renting is about trust, but also about security. You want to protect your belongings without having to wave forms around like a police officer.
By digitizing the contract process:
- Save your time: Issuance is twice as fast.
- Increase your service: The customer does not have to wait.
- Reduce your risks: Files are always complete and legible.
This way, even the most boring part of your job – the fine print – becomes a smooth part of the customer journey.
Done with those wet forms?
Curious how to set up such a digital workflow for your rental company? Or would you like to see how to prepare contracts as PDF templates first? Try i-Reserve free for 30 days now . Discover for yourself how much peace of mind it is to have your records in order before the customer arrives.