Signing & Tracking Contracts
Once a contract is drafted, Rentablez walks it through signing in a fixed order — company first, customer second — and records every action along the way. You get a legally binding agreement plus a complete, timestamped history of who did what and when. Open Contracts in the sidebar and go to the All Agreements tab to find your contracts.
Who can do this? Signing actions (Finalize, Company Sign, Send, Delete) require the contract.write permission. Read-only users can still open contracts, view the PDF, and review the audit trail — they just won’t see the action buttons.
The Signing Order at a Glance
The All Agreements tab shows a visual step banner so you always know what’s next. The flow is:
| Step | Action | Status after |
|---|---|---|
| 1 | Finalize the draft | Ready to Sign |
| 2 | Company Sign (your side) | Awaiting Customer |
| 3 | Send to Customer | Pending Customer Sign |
| 4 | Customer signs online | Active (Fully Signed) |
Rentablez enforces this order. You must finalize before signing, and your company must sign before the customer link can be sent — that’s what keeps the audit trail clean and defensible.
Step 1 — Finalize the Draft
A brand-new contract opens in Draft status, where its clauses and terms can still change. When the wording is settled, click Finalize on the contract row and confirm.
Finalizing locks the content and moves the contract to Ready to Sign. From this point the signing actions appear.
Delete is only available while a contract is still a Draft. Once finalized, a contract can no longer be deleted — it lives on in your records with its full history.
Step 2 — Add Your Company Signature
Click Company Sign on the contract row. The Sign Contract as Company Representative window opens.
Fill in the signatory details:
- Your Name (required) — the person signing on behalf of your business.
- Title / Designation — optional, for example Director or Manager.
Then choose how to sign. You have four options:
- Draw — sign with your mouse or finger on the signature pad. Use Reset to clear and try again.
- Type — type your name and Rentablez renders it in a signature-style font.
- Upload — upload an image of your signature (PNG or JPG, up to 2MB).
- Use organization’s saved signature — tick this box to reuse the signature stored on your account. This appears only if a signature has been saved in Settings.
Finally, tick the authorization checkbox confirming you are authorized to sign on behalf of the company, then click Sign Contract.
The contract moves to Awaiting Customer, and a Company Signed entry is written to the audit trail.
Step 3 — Send It to the Customer
With your signature in place, click Send to Customer on the contract row. The Send Contract for Customer Signature window opens, pre-filled from the linked customer.
Review the recipient details:
- Email Address (required) — where the signing link is sent.
- Recipient Name (required).
- Mobile Number — optional.
Then set your send options:
- Enable OTP Verification — turn this on to require the customer to verify a one-time code emailed to them before they can sign. This adds an extra layer of identity proof.
- Link Expiry — choose how long the signing link stays valid: 3, 7, 14, or 30 days (7 is the default). The window shows the exact expiry date below.
- Personal Message — an optional note (up to 500 characters) included in the email.
An Email Preview shows exactly what the customer will receive. When you’re happy, click Send Signature Request.
Rentablez emails the customer a secure link. They open it, verify the OTP if you enabled it, review the agreement, and sign digitally.
The customer signs from their own device — you don’t need to schedule anything. As soon as they sign, the contract flips to Active (Fully Signed) automatically.
Viewing, Downloading & Printing the PDF
Each contract row has utility icons alongside the action buttons:
- View PDF — open the current contract document in a preview window, including any signatures applied so far.
- Download PDF — save a copy to your device.
You can view the PDF at any status, so it’s easy to send a copy for review before it’s signed or to keep for your files afterward.
Tracking Progress with the Audit Trail
Click View Audit Trail on any contract to open the Contract Audit Trail. It shows the contract’s current status, a Document Hash for integrity verification, and a timestamped timeline of every event, including:
| Event | What it means |
|---|---|
| Contract Created / Updated | The contract was drafted or edited |
| Contract Finalized | Content was locked for signing |
| Company Signed | Your business signed (Step 2) |
| Sent for Signature | The signing link was emailed to the customer |
| Signature Request Resent / Cancelled | The link was sent again or withdrawn |
| Customer Opened | The customer opened the signing link |
| OTP Verified | The customer passed one-time-code verification |
| Customer Signed / Declined | The customer completed or refused signing |
| Contract Activated | The contract became fully signed and Active |
| Contract Expired / Terminated | The contract reached the end of its life |
Each entry records who performed it and when, and the Document Hash lets you confirm the signed document hasn’t been altered. This is your complete, defensible record for any dispute or compliance check.
Contract Statuses Explained
As a contract moves through signing, its status pill updates:
- Draft — still editable; can be deleted.
- Ready to Sign — finalized, waiting for your company signature.
- Awaiting Customer — your company has signed; ready to send.
- Pending Customer Sign — sent to the customer, awaiting their signature.
- Active (Fully Signed) — signed by both parties and in force.
- Expired / Terminated — no longer active.
You’re All Set!
Every finalized contract now carries a full signing history that Rentablez keeps for you automatically — no filing cabinet required.