Creating a Contract
Rental contracts protect both you and your customers by clearly documenting the terms of the hire. CloudRent Pro generates professional rental agreements from your bookings with all the important details pre-filled.
What a Contract Includes
Contracts auto-populate from the rental:
Section |
Content |
|---|---|
Parties |
Your company and customer details |
Equipment List |
All items with quantities and descriptions |
Rental Period |
Start date, end date, and duration |
Pricing |
Rates, totals, and bond amounts |
Delivery Details |
Collection/delivery method and address |
Terms & Conditions |
Your standard rental terms |
Signature Block |
Space for customer signature |
Generating a Contract
Open the rental (Reserved or Active status)
Click "Generate Contract"
Review the contract preview
Make any adjustments if needed
Click "Create Contract"
The contract is created and ready for sending or printing.
Customising Contract Content
Editing Before Creating
Before generating, you can adjust:
Equipment descriptions
Special terms for this rental
Notes and conditions
Adding Custom Terms
In the contract preview
Find "Additional Terms"
Add specific conditions for this rental
💡
Tip: Use additional terms for rental-specific conditions like "Customer responsible for fuel" or "Equipment must be operated by certified personnel only".
Standard Terms & Conditions
Configure your default terms:
Go to Settings → Documents
Select "Contract Terms"
Edit your standard terms
Save
These terms appear on all contracts unless overridden.
Common Terms Sections
Equipment responsibility and care
Damage and loss liability
Insurance requirements
Return conditions
Payment terms
Dispute resolution
ℹ️
Note: Have your terms reviewed by a legal professional to ensure they're appropriate and enforceable for your business.
Contract Actions
After creating a contract:
Action |
Result |
|---|---|
Send for Signing |
Email to customer for digital signature |
Download PDF |
Get printable contract document |
Print for in-person signing |
|
Edit |
Modify before sending |
Contract Versions
If you edit a contract after creation, CloudRent Pro tracks versions:
Version 1 — Original contract
Version 2 — After edits
Only the latest version can be sent for signing, but all versions are stored for records.
Linking Contracts to Rentals
Each rental can have one active contract. The contract is linked from:
Rental detail page → Documents tab
Contract list → Shows related rental
Changes to the rental (like adding items) after contract creation don't automatically update the contract. Generate a new contract if significant changes occur.
Contract Without Rental
For special situations, create standalone contracts:
Go to Contracts
Click "New Contract"
Enter details manually
Create
Use this for equipment loans, special arrangements, or non-standard agreements.
Tips for Contracts
📝 Get Signed Before Dispatch
Always have a signed contract before equipment leaves your yard.
💰 Include All Charges
Make sure bonds, delivery charges, and any extras are listed.
📂 Keep Records
Signed contracts are legal documents. CloudRent Pro stores them securely.
🎯 Review Terms Regularly
Update your standard terms as your business evolves or regulations change.
⚠️
Warning: Once a contract is signed, changes should be documented as amendments rather than new contracts to maintain a clear paper trail.