Many hire and rental businesses begin with a paper-based workflow that includes:

• New account customer application forms

• Hire agreement forms

• Rental contract forms

• Account customer sign-up paperwork

• Terms and conditions agreements

• Driver’s licence collection

• Credit applications and onboarding forms

The goal is usually the same:

• Keep customer information accurate and up to date

• Ensure customers agree to your terms and conditions

• Collect enough information for your business to safely dispatch equipment

HirePOS provides several digital tools that work together to achieve this.

Rather than relying on a single large onboarding application form signed once forever, HirePOS focuses on:

• Progressive customer onboarding

• Digital hire approvals

• Live customer information updates

• Per-hire agreement signing

• Mobile-friendly information collection

This creates a smoother digital workflow while still allowing businesses to collect the information they require before dispatching equipment.

Your business-wide terms and conditions are configured in:

Setup → Preferences → Terms and Conditions

These terms can then be presented to customers during the online quote, booking, and invoice process.

The Customer Information Form allows customers to submit or update information such as:

• Contact details

• Billing information

• Driver’s licence details

• Driver’s licence photos

• Selfie verification photos

• Credit card details

• Business and account customer information

HirePOS provides the fields and tools for data collection, however each business is responsible for deciding what information they require before dispatching a hire.

Customers are not blocked from submitting partial information. In many cases, collecting some information early is better than collecting none at all.

Customer records can also be manually updated directly within Setup → Customers. :contentReference[oaicite:0]{index=0}

The {ViewButton} placeholder opens the online customer portal where customers can:

• Review quotes, bookings, and invoices

• Read terms and conditions

• Sign hire agreements or rental contracts

• Pay online (if enabled)

• Update customer information

The {QuoteAcceptanceLink} placeholder is designed for quote approval workflows and allows customers to accept or decline quotes online.

1. Create the customer with basic details

2. Create a quote or booking

3. Send:

   • {CustomerInformationForm}

   • {QuoteAcceptDecline} or {ViewButton}

4. Customer submits onboarding information and signs digitally

5. Staff review the information before dispatch

1. Create a new quote, booking, or invoice

2. Send {ViewButton}

3. Customer reviews and signs the current hire agreement

4. Customer updates details if required

5. Dispatch the equipment once approved

• HirePOS does not enforce a single “master onboarding form” workflow

• Information can be collected progressively over time

• Businesses decide what level of information is required before dispatch

• HirePOS assists with digital signatures, terms acceptance, and information collection

• Operational approval and dispatch decisions remain with the business

• Configure your Terms and Conditions

• Use {ViewButton} on customer communications

• Use {CustomerInformationForm} for account customer onboarding and updates

• Review customer information before dispatching equipment

• Ensure customers sign current hire agreements before equipment leaves the yard