Why rental companies need CRM
Paper agreements get lost and wet, they must be printed, scanned and filed. In a dispute it turns out the customer signed an old version or never signed at all. ProkatOS fills the agreement from the rental and keeps it with the rental.
ProkatOS links customers, rentals, items, tariffs, payments, charges, maintenance, warehouse movements and staff actions. Instead of disconnected rows, the owner sees a business story that can be audited.
Two ways to sign
- On the staff tablet or phone: the customer reads the agreement, ticks the consent box and signs with a finger. The employee is recorded as the witness.
- By link: the link goes to the customer's email, they open the agreement on their own phone and sign. You can also forward the link in a messenger.
What is kept
- The exact text the customer saw and its SHA-256 fingerprint — the text cannot be changed unnoticed.
- The drawn signature, date and time.
- The IP address and browser of the signing device.
- How it was signed: on the rental device, or by a link and to which email it was sent.
The customer immediately receives a copy by email. The signed agreement opens from the rental card and can be printed or saved as PDF.
Your own agreement text
You write the agreement once in the company settings. Placeholders in braces — {client}, {equipment}, {started_at}, {total} and others — are filled from the rental. Until you write your own text, a built-in rental agreement is used.
What ProkatOS covers
Start with clients, an item catalog, tariffs, rentals and payments. Then add finance, warehouse, reports, web portals, notifications, automated backups and custom development.
Roles keep work controlled: operators handle rentals, accountants review money, administrators manage settings and permissions.
Business result
Owners can see rented items, customers with debt, maintenance, popular tariffs, promo code usage and item profitability.
Article: is an e-signature on a rental agreement valid →
Frequently asked questions
Is an electronically signed rental agreement legally binding?
It is a simple electronic signature. For it to equal a handwritten one, the parties agree on that in the agreement itself — the built-in text has such a clause. Have a lawyer review your agreement: rules differ by country.
What if the customer has no email?
Sign on the staff tablet or phone. Signing by link needs an email to send the link and the copy.
Can an agreement be signed again?
Yes. A new request replaces the old link, and signed agreements stay in the rental history.
See also: Online booking, QR codes on equipment, Checkout and return photos.