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For rental operators

Your rental agreement and condition report, exactly as legal approved them

Upload your own contract and walk-around form. AI detects the fields. The counter runs on links: customers fill, sign on their phone, and upload their ID. Every handover is documented before the keys move.

A rental agent crouching to photograph a door scratch with a phone during the walk-around, the customer waiting with the keys

How rental paperwork breaks, today.

“

The customizable template is still not our exact form.

“

The contract lives in one tool and the condition report in another.

“

Three weeks later the chargeback lands and the photos are on someone's phone.

Your documents, not our templates.

docspawn starts from your own PDF and keeps it pixel-accurate. These are the four every handover needs.

Rental agreement
Renter, vehicle, dates, insurance options. Your legal team approved this document once. It stays exactly that document, filled from a link and signed by the customer on their own phone. No login, no app.
Check-out and check-in condition report
Start here
The walk-around, on your form. Checklist, fuel and mileage, and annotated photos of every existing scratch, placed in the report where your layout expects them. Signed by both sides, at check-out and again at check-in.
ID capture
Send a public link before pickup. The customer uploads their licence and ID straight into your library, so the counter queue moves and nothing is photocopied.
Damage report
Generated only when check-in differs from check-out. Conditional logic fills it from what the walk-around already captured, so the evidence is assembled while the car is still in front of you.

From keys out to keys back.

1
Upload your forms once.
The agreement and the condition report you already use, tables, diagrams and all. AI detects the fields. Your layout stays pixel-accurate.
2
The counter runs on links.
The customer fills the agreement and uploads their ID before arriving. At the car, the agent walks around, photographs existing damage into the report, and both sign on a phone.
3
Everything is filed before the car leaves.
The customer gets the branded PDF. Your library keeps the agreement, the report and the ID together, dated and versioned, with an audit trail of who filled what, and when.

When the damage dispute lands.

A chargeback arrives three weeks later and the question is always the same: what did the car look like at check-out? The answer is one filter away. The dated condition report, the annotated photos, the check-in counterpart, and the audit trail behind them. Not an archive dig, not someone's camera roll.

Features, in rental terms

Your exact form
Upload the legal-reviewed agreement you already use. AI detects the fields, the output stays pixel-accurate.
Annotated photos
Damage photos live inside the condition report, not in a separate app.
ID by public link
Customers upload PDFs and IDs into your library themselves.
Signed on their phone
Renters open a link, fill, and sign. No login, no app.
Conditional damage reports
Generated only when check-in differs from check-out.
A library, not a folder
Filter by plate, customer or date. Saved views, versions, and an audit trail.

Frequently asked questions

Can we use our exact rental agreement?

Yes. Upload your own PDF, the one legal approved, and AI detects the fields. The signed output matches it, pixel-accurate.

How does the customer sign?

On their own phone, from a link. They open it, fill, and sign, with no login and no app. Every document keeps an audit trail of who filled what, and when.

Where do IDs and licences go?

Into your library, alongside the rental's other documents, uploaded by the customer through a public link.

What do we show when a damage charge is disputed?

The dated check-out and check-in condition reports with their annotated photos, plus the audit trail of who filled what, and when. Everything for one rental sits together.

Every handover documented.

Upload the agreement and the walk-around form you already use. Every document after that takes seconds.

Upload your form

Also on docspawn: HVAC, Field operations, Fleet paperwork, Back office, Google Forms