Digital Signatures
Digital signatures let customers sign rental contracts electronically via email. No printing, scanning, or physical document handling required — signatures are captured securely online and stored with the contract.
How Digital Signing Works
You send the contract via email
Customer receives an email with a signing link
Customer opens the link and reviews the contract
Customer signs using their mouse, finger, or typed name
Signed contract saves and you're notified
Sending a Contract for Signing
Open the contract
Click "Send for Signing"
Review the email — Customise message if needed
Click "Send"
The customer receives an email with:
Brief message from your company
Contract summary
"Review and Sign" button
💡
Tip: Customise the email message to set expectations. Let customers know they can sign on any device and it only takes a minute.
What Customers See
When customers click the signing link:
Contract loads in browser — Works on desktop and mobile
Full document displayed for review
Signature box at the bottom
Sign options:
Draw — Use mouse or finger to draw signature
Type — Enter name, rendered in signature font
Confirm button to complete signing
Mobile Signing
The signing experience is optimised for mobile devices:
Contract resizes for phone screens
Touch-friendly signature capture
Works without app installation
Customers can sign from anywhere — no computer required.
Signature Capture
Signatures are captured as:
Element |
What's Recorded |
|---|---|
Signature Image |
The actual drawn or typed signature |
Timestamp |
Exact date and time of signing |
IP Address |
Network location of signer |
User Agent |
Browser/device information |
This metadata creates an audit trail proving the signature's authenticity.
Signing Link Expiry
Signing links are valid for 30 days by default. After expiry:
Link no longer works
Customer sees "link expired" message
You can resend with a new link
Configure expiry period in Settings → Contracts.
Resending Signing Request
If a customer hasn't signed:
Open the contract
Check status (Sent, Viewed, etc.)
Click "Resend"
New email sent with fresh link
The original link continues to work until expiry.
Multiple Signatories
If multiple people need to sign:
Add signatories when sending
Enter each person's name and email
Each receives their own signing link
Contract is complete when all have signed
ℹ️
Note: Signatories sign sequentially by default. Contract shows as "Partially Signed" until all complete.
After Signing
When the contract is signed:
You receive notification
Contract status updates to "Signed"
Customer receives copy via email (if enabled)
Signed PDF available for download
The signed contract includes the signature embedded in the document.
Legal Validity
Electronic signatures are legally valid in Australia under:
Electronic Transactions Act 1999 (Cth)
State electronic transactions acts
For most rental agreements, digital signatures have the same legal standing as handwritten ones.
⚠️
Warning: Some documents (like certain property transactions) may still require physical signatures. For standard equipment rentals, digital signatures are fully valid.
Tips for Digital Signatures
📝 Make It Easy
The simpler the process, the faster customers sign. Don't require unnecessary steps.
💰 Follow Up
If contracts aren't signed within a few days, send a reminder or call.
📂 Check Before Dispatch
Don't release equipment until you have a signed contract.
🎯 Keep Copies
CloudRent Pro stores signed contracts, but keep your own backups for critical documents.