In the equipment rental sector, speed and trust make the difference. In a market where operational efficiency is critical, paper-based administration can quickly become a bottleneck. Companies like Motrac replaced manual signing processes with digital workflows through the Quill eSigning platform — enabling faster contract completion, secure identification and smoother equipment deployment.

The problem: time-sensitive contracts and manual complexity

Equipment rental and sales companies handle a large volume of critical documentation daily: rental agreements, delivery notes, safety certificates, lease contracts and employment agreements. Processing these manually creates structural challenges:

• Legal validity and security: signatures must be secure and legally incontestable, especially when renting out high-value assets.
• System integration: digital tools must integrate seamlessly with existing IT systems to avoid duplicate data entry and fragmented archives.
• User experience: employees and customers expect an intuitive interface that allows signing anytime, anywhere — whether in the office, warehouse, on-site or remotely.

The solution: fast, secure and fully integrated digital signing

With Quill, companies replace slow manual processes with streamlined digital workflows. Integration with strong identification standards such as itsme® ensures that the identity of the signer is unequivocally verified.

Legally sound and secure
Quill supports advanced and qualified signatures that are fully compliant and legally incontestable, providing certainty for high-value contracts.

Seamless workflow integration
Documents can be linked to systems such as SharePoint, ensuring signed files are automatically archived in the correct central location without manual intervention.

Faster turnaround times
No more printing, scanning or chasing signatures. Contracts can be completed in minutes instead of days.

Reliable archiving and traceability
Every document includes a tamper-proof audit trail, ensuring compliance with legal retention obligations and providing full transparency on who signed what and when.

Strategic considerations when choosing a digital signing partner

• Local expertise with international capability: choose a Belgian partner who understands local legislation and offers direct support, while operating at an international standard.
• Reliable identification standards: high-assurance authentication methods such as itsme® guarantee irrefutable signer verification.
• Scalability and speed of implementation: the solution must be implemented quickly without disrupting ongoing operations and support various document types.

Case study: Motrac

Motrac, a leading provider of intralogistics solutions in Belgium, signs a wide range of documents daily — from rental agreements and sales contracts to employment contracts.

By implementing a specialized e-signature workflow integrated with SharePoint, Motrac replaced manual administrative steps with a simple automated process. The result: faster contract handling, improved oversight and secure digital archiving.

• Contracts are completed significantly faster
• Employees have real-time visibility into document status
• Automatic and correct archiving via SharePoint
• A scalable, stable solution for multiple document types

What’s in it for you?

Companies that switch to digital signing significantly reduce administrative overhead, align administrative speed with operational strength and improve the experience for both employees and customers.

“Contracts are completed faster, employees have a clear overview of who signed and when, and documents are automatically archived in SharePoint.” — Motrac

Ready to accelerate your document workflows?

Digitise your signing processes today and strengthen your competitive position in the equipment rental market.