How to Create and Use Rental
Contract Templates in CRM

Ownima allows you to automatically create PDF rental agreements between your rental service and the customer. A contract is generated for a specific reservation of a car, motorbike or another type of vehicle.

Note: the screenshots in this guide are shown in English. The interface is available in the following languages: Russian, English, Thai, Portuguese, Spanish, Indonesian and Vietnamese.

Step 1.

Understand how contract templates work

The system automatically adds the main reservation details to the contract: reservation number, order source, creation date, vehicle information, “Pick-up” and “Return” dates, rental period, rental price, deposit and total price.

The document also includes the rental company details, customer details, contact information for both parties and signature fields.

The contract header and the lower section with party details are generated automatically and have the same structure for all contracts.

The main contract text is placed between these two blocks. This text is created and edited by the rental company in the contract template.

You can create an unlimited number of contract templates. This is useful if you have different rental terms for cars, motorbikes or other types of vehicles, or if you need contracts in different languages.

In the main template text, you can add rental rules, liability terms, payment conditions, deposit return rules, penalties, mileage limits, fuel requirements and other terms used by your company.

Note: variables cannot be used inside the contract template text. Customer and reservation details are added automatically only to the standard contract header and lower section. The main template text remains fixed and is edited manually by the rental company.

The finished PDF contract can be printed or sent to the customer.

Step 2.

Create a contract template

To create a contract template, open the “Contract templates” section in the side menu.

Tap “Add new” and enter a template name, for example “Economy cars”.

Then tap “Apply”.

If you want to edit an existing template, tap it in the list.

Step 3.

Edit the contract text

Enter the rental agreement text with the terms used by your rental company.

This field does not support reservation variables. For example, you cannot automatically insert the customer name, price, phone number or other party details inside this text.

These details are added automatically to the contract header and lower section.

After editing the text, tap “Save changes”.

After saving, you can view a contract example by tapping “Preview PDF”.

 

Step 4.

Generate a PDF contract for a specific reservation

To download and print a contract, open the required reservation in the “Reservations” section in the bottom menu.

Tap “Draw up a contract”.

 

Select the required contract template from the list.

After that, the system will offer to save the PDF contract to your device.

After saving the file, you can print the contract or send it to the customer.

Below is an example of a finished contract generated by the system.

Done

You can now work with contract templates

You have learned how to create and edit contract templates in Ownima.

Now you can prepare different templates for different vehicle types, generate PDF contracts for specific reservations and use them when handing over a car, motorbike or another vehicle to the customer.