For estate agents

Send the FICA pack, the mandate and the lease application. Get them back complete and signed.

DocFilla lets an estate agent send a PDF form to a client, who fills it in and signs it on their phone, and the completed copy comes back to the agent.

Your agency's details stay filled in on every copy. The client only completes the fields that are theirs.

How it works from your side

1. 1

   Keep the forms you send every week as templates

   Upload the agency's FICA declaration, the lease application and the sale mandate, as PDFs or as photos of the printed forms. Fill in the parts that never change, such as the agency name and registration number, and save each one as a template.

2. 2

   Send a copy to each client

   Type in their name and email address. Each person gets their own copy by email, with every field marked for them required, so a form cannot come back half done. They do not need a DocFilla account.

3. 3

   They fill it in and sign on their phone

   DocFilla finds every box on the page, including the one-character-per-box ID number rows, and lets them sign with a finger. Nothing to print or scan.

4. 4

   It comes back to your Documents

   Each completed copy returns as its own document. Download the flattened PDF for the deal file, or send a reminder to anyone who has not finished. Links stop working after 7 days.

5. 5

   Signing rounds when more than one person signs

   When a buyer and a seller must both sign the same document, send the signature fields in turn: the buyer first, then the seller, each seeing the document as it stands. Anyone can pass with a note instead.

What you can send today

• Templates

  Keep a form you send often. Fill in your part once; it stays locked on every copy you send.

• Send for completion

  Each person gets their own copy by email and completes every field marked for them before it comes back.

• Signing rounds

  Send specific fields on one document to several people, at once or in turn. Anyone can pass with a note instead of signing.

• Their details fill in too

  Someone with their own DocFilla account opens your form with their saved details already in place.

• Fill and sign on a phone

  Links open in the browser. Nothing to print, scan, or install.

• Scans and photos work

  A photo of a printed form is read the same way as a PDF, one character per box where the form has boxes.

• Back in your Documents

  Every completed copy comes back as its own document, with a flattened PDF to download for the file.

• Encrypted

  What people fill in is encrypted under your key before it reaches the database, and is never used to train AI.

• Deleted on your schedule

  Delete a document right away, after 24 hours, after 7 days, or keep it until you remove it.

Not yet

So you know before you start:

• There are no agency or team accounts yet. Each agent has their own DocFilla account, with their own templates and replies.
• DocFilla collects the form, not the attachments. Ask clients to send their proof of identity and address separately.
• Forms are sent by email, not by WhatsApp or SMS.
• You add each person by name and email address. There is no sending to a list in one go.

Questions people ask

How do I send a FICA form to a client to fill in online?

Upload your FICA declaration to DocFilla, fill in the agency's details, save it as a template and send it to the client's email address. They open the link on their phone, fill in their details, sign, and the completed PDF comes back to your Documents.

Can my client sign a lease on their phone without printing it?

Yes. The signing link opens in the phone's browser. They draw their signature with a finger and it is placed in every signature box you marked for them. Initials boxes work the same way.

Can an offer to purchase be signed electronically in South Africa?

No. Schedule 2 of the Electronic Communications and Transactions Act excludes agreements for the sale of immovable property under the Alienation of Land Act, so an offer to purchase is signed in ink. Use DocFilla to fill in the offer so it is complete and legible, then print it for the signatures. Leases of 20 years or less, mandates and FICA forms can be signed electronically.

Does the client need a DocFilla account?

No. The link in the email is all they need. If they do have an account, their own saved details fill in the form for them.

What happens to the client's ID number and bank details?

What they fill in is encrypted under your key before it is stored, and it is used only to produce the completed form. DocFilla never sells it or uses it to train AI. The completed form is deleted on the schedule you set for the document. Your agency stays the responsible party under POPIA for the client records it keeps.

Can I send the same application to several applicants for one rental?

Yes. Send the template to each applicant and every one of them gets their own copy. Each completed copy comes back as a separate document.

How long does the link work?

Seven days. You can cancel a link sooner, or send the document again if it has expired.