Agreements, signing and documents

Every booking and rent-to-own contract has an agreement for the customer to sign, and every invoice goes out as a PDF. Customers can sign online from a link, and you can lay out your agreements and invoice the way you want them in Settings, Documents.

Signing an agreement online

A booking's Rental agreement card (a Long-term rental agreement for long-term hires) shows where the agreement is up to: Not sent, Sent, Viewed (the customer has opened it) or Signed. Its buttons:

• View PDF: the agreement as it stands, marked DRAFT until it's signed.
• Sign now: the customer signs at the counter (they type their full name and tick that they agree).
• Email, then Resend: emails the agreement to the customer with a link to sign it online. It uses your Rental agreement email template.
• Copy signing link: a link to send another way, by text message or WhatsApp. It's copied for you and shown once. Any link sent before stops working.

A rent-to-own contract has the same card, with the same buttons, for its rent-to-own agreement.

The signed agreement records who signed, how (drawn or typed, online or at the counter) and when, and its PDF carries the signature in the place your design gives it. A signed agreement keeps the terms and the layout it was signed with: changing your documents later only affects agreements signed after that.

Your documents

Settings, Documents lists the four documents you can design: the Rental agreement, the Long-term rental agreement, the Rent-to-own agreement and the Invoice. Each shows a preview of its first page, whether it's still the Default or Customised, and Edit and Preview PDF.

app.bookandmanage.com/settings/documents

The default designs

Every document starts from a ready-made design, so it looks finished before you change anything.

• Agreements: your logo with the agreement's title beside it and your phone, email and address; the agreement number and date; then numbered sections with icons: Parties information (you and the hirer), Vehicle details, Rental term and fees (with payment method and fuel policy as choices), Terms and usage rules, Insurance and liability, Incidents and breakdowns, and Signatures and authorisation with boxes for the lessor, the renter and a witness. Notes and a thank-you follow, then your terms and conditions.
• The invoice: TAX INVOICE (or INVOICE if you're not registered for tax) with its number, dates and booking, a payment status badge (PENDING, PART PAID, PAID, OVERDUE or VOID), Bill to and From, the rental details, the items with a coloured heading row, how to pay beside the totals, and notes and terms.

Everything that changes from one booking to the next (names, the car, dates, prices) is filled in from the record.

The document editor

Edit opens the editor: the page in the middle, and on the left three tabs.

• Blocks: what you can add. Drag a block onto the page, or into a section or column. Or click one to add it after the selected block (inside it, if a section is selected).
• Data: the details each document fills in, such as the customer's name, the car's registration or the bond. Drag one onto the page for a new row, or into a Details, Text, Heading or List block.
• Style: the whole document's font, sizes and colours.

Select a block on the page to change it on the left: its content first, then its own style.

app.bookandmanage.com/settings/documents/rental

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Blocks

Block	What it is
Section	A card with a number, a title and an icon, holding blocks of its own. Choose its accent and title-bar colours.
Columns	Two or three columns side by side, each holding blocks, in the widths you choose.
Heading, Text, List	Titles, paragraphs (plain or in a shaded box) and bullet or numbered points.
Details	Labels and values, as lines or as form-style boxes. Values can be filled in from the record or typed by you.
Tick boxes	Options printed ticked or empty, as boxes or round choices, like permitted uses or a fuel policy.
Image	A picture you upload: a stamp, a diagram, another logo.
Divider, Spacer, Page break	A line, some space, or a new page.
Signatures	On agreements: a Signature row (the customer, and your business and a witness if you like), or a Customer, Business or Witness signature on its own, anywhere on the page, plain or boxed.
Agreement summary, Agreement notice	The classic summary of the hire, and the line about what the hirer is responsible for.
Items, Totals, How to pay, Invoice notes	On the invoice: its lines, the totals wherever you put them, your bank details while something is owing, and the notes typed on the invoice.

The header

Click the header at the top of the page to change it: your logo or name with the title beside it or under a colour band, a tagline under the title, your phone, email and address with icons, and corner accents in your brand colours.

Fonts and colours

Each text can be Sans serif, Serif or Monospace, any size, bold or italic, any colour, and aligned left, centre or right. Leave any of them to follow the document's own style on the Style tab.

Your terms and conditions

Your terms are part of each agreement: headings and numbered or bulleted lists at the end of it, which you edit like any other block. Add a section, write the rule, add a bullet point: there's nothing separate to set up.

Saving and going back

• Undo and redo go back and forward through your changes.
• Save keeps your design. The card in Settings, Documents then says Customised.
• Reset to default brings back the ready-made design. Save to keep it.

The editor stops you saving a document that couldn't work: an agreement always keeps one place for the customer to sign, and an invoice always has its items. If something needs fixing, the block is marked and the reason is shown.