Dealers & fleet businesses
Every contract. Signed. Tracked.
The problem
Deals die in paperwork.
The buyer said yes. Then the contract sat in someone's inbox for a week while legal, finance and the customer chased signatures on different versions.
- Wet signatures — print, sign, scan, email back. Every handoff adds days.
- No single source of truth — v3 in email, v2 on someone's desk, nobody knows which is final.
- Approval blind spots — finance director doesn't know legal is still reviewing. Customer doesn't know you're waiting on internal sign-off.
- Zero audit trail — when a dispute hits, you're reconstructing who signed what and when from memory.
- Renewals missed — contracts expire quietly because nobody got a reminder 90 days out.
FleetSharp Contract Factory configures every workflow — external and internal signers, legal review, approval chains, reminders and expiry tracking — with digital signatures embedded in the PDF and an email to every person at every step.
Why FleetSharp
Contract Factory vs the usual mess
Word templates and email chains don't scale. Generic e-sign tools don't know your approval matrix. FleetSharp combines configurable workflows, digital signing, and a full audit trail — built for SA dealers and fleet sales.
 |
Typical setupEmail · Word · wet signatures |
|
|---|---|---|
| Configurable signing workflow per contractExternal + internal signers, sequential or parallel, legal review for non-standard terms. | ✓Fully configurable | ✕Ad hoc |
| Draw, type or upload digital signaturesSignature embedded in PDF with SHA-256 document hash and immutable audit trail. | ✓Built-in | ✕Print & scan |
| Every signer gets an email automaticallyExternal customers, internal approvers, legal reviewers, escalation contacts and reminders. | ✓Auto-notify | ✕Manual chase |
| Approval framework by value & department177-rule matrix maps roles to real users — finance director, MD, legal, head of sales. | ✓Rule engine | ✕Whoever's free |
| Document repository & version historyEvery PDF stored, searchable, with full signing status and lifecycle dates. | ✓ | ✕Shared drive chaos |
| Expiry, renewal & destruction datesAuto-reminders before contracts expire. Retention policy built in. | ✓Proactive | ✕Surprise lapses |
| Tied to your CRM deal pipelineContract status visible from enquiry to signed handover — not a separate silo. | ✓CRM-native | ✕Bolt-on tool |
No generic e-sign widget or shared folder gives you dealer-grade approval chains, legal routing, and a signed PDF vault in one place.
Digital signing
Try it — sign the contract yourself
Same signing flow as Contract Factory — draw, type or upload your signature. FleetSharp embeds it in the PDF and generates a cryptographic hash. This is a live demo, not a screenshot.
- Draw with mouse or finger on the canvas below
- Type in signature font, or upload a PNG/JPG of your signature
- Hit Sign & certify — SHA-256 document hash generated in-browser
- Production: sequential chain, email to every signer, PDF locked in repository
Vehicle Sale Agreement · FS-2026-0142
Agreement of Sale
Between Fouche Motors (Pty) Ltd and Delta Freight (Pty) Ltd for the supply of five (5) Scania R460 truck tractors as detailed in Annexure A.
Purchase price: R12,450,000 ex VAT · Delivery within 45 business days of signed contract.
Signature method
Draw, type or upload your signature, then certify.
Automatic notifications
Every person gets an email
The moment a contract moves — submitted, sent for external sign, passed to legal, waiting on finance, signed, or overdue — the right people are notified automatically. No manual forwarding.
- External signatories receive a signing link with contract title, number and expiry
- Internal approvers get tasks in their inbox and email with one-click access
- Reminder emails every 7 days until signed — escalation if overdue
- Final executed PDF emailed to all parties when every signature is complete
FleetSharpSigning & approval emails
Auto-sent to every signer and approver in the chain
Signature requested — Vehicle Sale Agreement
Just nowHello Sipho Ndlovu, you are requested to sign a contract for FleetSharp Contract Factory.
Internal signature — your turn
2 min agoExternal signing complete. Thandi Mokoena, you are next in the sequential chain — Step 2: Sales Manager.
Reminder — signature overdue
Today 09:00Finance Director signature pending 3 days past SLA. Escalation sent to contract owner automatically.
Contract executed — all signatures complete
YesterdayFS-2026-0142 is fully signed. Certified PDF attached. Effective date: 1 Aug 2026.
Fully configurable
Every contract configured your way
Five-step wizard: contract details, document upload, signature configuration, legal & lifecycle dates, then review & submit. Standard contracts skip legal. Non-standard routes through legal review first.
- Contract type, classification (standard vs non-standard), counterparty and department
- External signers with email, title and e-sign method · internal chain with order and SLA per step
- Sequential or parallel internal signing · final approver designation
- Effective, expiry, renewal notice and mandatory destruction dates
FleetSharpLive dashboards
Pipeline & approvals at a glance
Contract owners see every deal's status. Approvers see their queue. Managers see what's stuck, what's expiring, and what's fully executed — all in FleetSharp's black command centre.
FleetSharpContract pipeline
14 active · 3 awaiting signature · 2 expiring soon
All contracts
| Contract | Counterparty | Owner | Status | Follow-up |
|---|---|---|---|---|
| FS-2026-0142 · 5× Scania R460 | Delta Freight | Thandi M. | Ext. signing | Due in 2d |
| FS-2026-0138 · Fleet maint. SLA | TransNet Freight | Pieter D. | Legal review | SLA day 4 |
| FS-2026-0129 · Hilux fleet lease | City Logistics | Lara C. | Int. signing | Step 2 of 3 |
| FS-2025-0091 · Workshop supply | AutoParts SA | Kabelo N. | Executed | Renewal 90d |
| FS-2025-0077 · NDA · supplier | TechVendor Ltd | Thandi M. | Expiring | 12 days left |
FleetSharpYour jobs
Sign, approve or review — assigned to you
Action required
| Task | Contract | Type | Due |
|---|---|---|---|
| Internal signature · Step 2 | FS-2026-0142 | Sign | Today |
| Legal review · non-standard | FS-2026-0138 | Legal | Overdue 1d |
| Approve · value > R5M | FS-2026-0129 | Approve | 3 days |
| Confirm external signed | FS-2026-0115 | External | 5 days |
Go-live
How you go live
We configure workflows to match your approval matrix — your team focuses on closing deals, not chasing signatures.
Ready to stop chasing wet signatures?
Configure Contract Factory with Document Automation and E-Signature in the FleetSharp pricing wizard.