Set up contracts and e-signature

StorageFlo can keep lease preparation and signing status inside the booking workflow when contracts are enabled. This guide walks through setting up templates, sending contracts, and tracking signed leases.

Why contracts and e-signature live in StorageFlo

When a renter completes a booking, they are still in the browser. That can be the right moment to present the lease, depending on your plan, jurisdiction, and operating process. StorageFlo helps you keep that contract workflow closer to the booking instead of making the tenant and facility team chase disconnected steps.

Signed contracts are stored against the booking record in your workspace, alongside the booking history and payment record, so everything is in one place when you need it.

Upload or build a lease template

You have two options for getting a lease template into StorageFlo.

Upload an existing lease. Go to Workspace → Contracts → Templates and click Upload template. StorageFlo accepts PDF and DOCX files. Your existing lease comes in as-is, and you then map the fields you want to auto-fill (see the next section).

Start from a regional template. If you do not have a lease ready, click Browse templates instead. StorageFlo provides a library of starting-point templates organized by region. Each template includes common provisions for self-storage: default rate triggers, auto-pay authorization, abandonment clauses, and hazmat restrictions. Pick the one closest to your operating region, review the clauses with your counsel, and customize it before activating.

You can have multiple templates active at the same time, which is useful if you manage facilities across different states or jurisdictions with different legal requirements. Assign each template to the locations it covers from the template settings page.

Map fields to tenant variables

Once your template is uploaded, you can mark any text in the document as a variable that StorageFlo fills in automatically when it generates a contract for a specific booking.

Open the template in the field mapper. Highlight any text you want to replace, then choose the matching variable from the dropdown. The most commonly used variables are:

• {{tenant.full_name}} fills with the renter's full name as entered during booking.
• {{unit.size}} fills with the unit dimensions from your inventory.
• {{lease.start_date}} fills with the booking start date.
• {{rate.monthly}} fills with the monthly rate for the specific unit.

You can map as many fields as you need. Every mapped variable updates automatically when StorageFlo generates the contract for a booking. You do not need to edit the contract manually for each tenant.

After you finish mapping, click Save template and set the template status to Active. Only active templates are available to send from a booking detail page.

Send a contract for signature

Sending a contract from the booking detail page is designed to be a short review-and-send workflow.

1. Open the booking detail page

   Go to Bookings in the left sidebar and click the booking you want to send a contract for. The detail page shows the renter's information, unit details, and payment status.

2. Click Send contract

   Click the Send contract button near the top of the page. StorageFlo prompts you to pick the template to use if you have more than one active template. Select the correct one for this booking's location.

3. Review the merged variables

   StorageFlo generates a preview of the contract with all mapped variables filled in using the booking's data. Scan through the preview to confirm that the renter name, unit size, start date, and rate are all correct. If anything looks wrong, close the preview, fix the underlying data in SiteLink or the booking record, and try again.

4. Confirm and send

   Click Send. StorageFlo sends the renter an email with a one-click signing link. The link takes them to a hosted signing page. No app download or account creation is required. The entire signing experience works in any browser on any device.

Track signing status

After you send a contract, the booking detail page updates in real time to show the current signing status. The status moves through four stages:

Sent. The email has been delivered to the renter's address. The link is live and waiting for them to open it.

Viewed. The renter has opened the signing link and is looking at the contract. You receive an email notification when this milestone is reached.

Signed. The renter has applied their signature and submitted the contract. You receive another email notification. The signed PDF is now available for download from the booking detail page.

Counter-signed. If your template requires your signature as operator, you will see a Counter-sign button once the renter has signed. Add your signature there. Both parties receive the final executed copy by email.

If the renter has not signed within 24 hours, StorageFlo sends them an automatic reminder. A second reminder goes out at 72 hours. Both reminders use the same one-click signing link. You do not need to do anything to trigger them.

If you need to cancel a contract after sending, open the booking detail page and click Void contract. The signing link deactivates immediately and the renter receives an email letting them know.

Where signed contracts are stored

Signed contracts live on the booking detail page in Workspace → Bookings. They are not stored separately. Find the booking, scroll to the Documents section, and you will see the signed PDF with a download link.

Click Export PDF to download the file. The exported PDF can include audit details such as timestamps, document identifiers, and signature-event metadata. Review the resulting document with your own counsel to confirm it meets your facility's recordkeeping requirements.

StorageFlo retains signed contracts for as long as your account is active. If you close your account, you can export all signed contracts in bulk from Workspace → Contracts → Export archive before your account closes.

Frequently asked questions

Are signed contracts legally binding?

StorageFlo is designed to support auditable electronic-signature workflows, but enforceability depends on your jurisdiction, template language, process, and records. Review your lease process with qualified counsel before relying on any e-signature workflow for compliance. For platform terms, see our Terms of Service.

Can a tenant sign on mobile?

Yes. The signing link works on any device with a modern browser. No app install is required. The signing interface is responsive and has been tested on iOS Safari and Android Chrome. Tenants can draw their signature with a finger or stylus, or type it and choose a handwriting-style font.

How do I export a signed contract?

From the booking detail page, scroll to the Documents section and click Export PDF. The downloaded file includes the complete audit trail. You can also export all contracts for a date range from Workspace → Contracts → Export archive.

Can I bulk-send to existing tenants?

Yes. Go to Workspace → Contracts, select multiple bookings using the checkboxes, and click Send contract. You will be prompted to choose a template that applies to all selected bookings. This is useful when you update your lease terms and need to re-paper existing tenants. Each selected tenant receives their own individually merged contract.

Can I customize the email the tenant receives?

Yes. Go to Workspace → Contracts → Email templates to edit the subject line and body of the contract email. The same merge variables that work in lease templates (such as {{tenant.full_name}} and {{unit.size}}) work in email templates too. Your changes apply to all new contracts sent after you save. Contracts already sent are not affected.