Generate and sign booking documents

An active template defines the layout. A generated document belongs to one booking and holds its completed handover information and signature history.

Generate a contract

1. Open the booking and find Documents.
2. Click Generate contract and choose the template you need.
3. Review the booking, customer, vehicle and pricing details in the preview. Complete the fields your template asks for.
4. Finish the form to generate the document, then open View on its document card to check it.

Assign a specific vehicle first if the booking only holds a class. If no template is offered, check that an active template applies to that vehicle’s class, or upload your contract.

Complete pickup and return details

Templates that use handover fields have pickup and return stages. The Check Out and Check In flow opens the matching form. You can also use Update pickup data or Update return data on a document whose stage is still pending.

Fill the requested fields, provide or explicitly skip the requested signatures, and click Save. Mileage and fuel come from the booking’s recorded handover readings; they are not a second set of readings to type into the document.

Request a customer signature

On the document, find the relevant signature stage and click Request signature. Add the staff signature if the form asks for it, then choose the destination:

• Customer email sends the signing request to the email on file.
• Customer link generates a signing link you can copy and send yourself.
• Paired tablet sends it to an available, paired tablet. This option needs a configured device that is online.

Submit the request and check its status on the document. Use Resend for an awaiting request or Void to cancel that signing request. Voiding a request does not cancel the booking. If dispatch failed, use the displayed resend or destination action and check the result.

Send or download the document

Click View, then Download PDF for a saved document. To email it, use Send Email on the card or in the preview, select the recipient, review the message and send.

Sending a document email is separate from requesting its signature. Check both states when your process needs both.

Update a generated document

Editing the template or booking does not automatically rewrite a document already generated. Use Regenerate on its card when it needs the current template and booking details.

Regeneration keeps previously captured handover fields and signatures, but can change the document’s rendered content. It cancels awaiting signature requests, so check the preview and request a signature again if needed. The document keeps its number.

Deleting a generated document removes its signature history as well. Use the confirmation carefully, especially for a document the customer has signed.

Invoices have a separate lifecycle. Use the invoice correction guide for an issued invoice.