Commercial Espresso Machine Leasing Application

Streamline Your Coffee Business Equipment with Paperform's Commercial Espresso Machine Leasing Application

Running a successful café, coffee shop, or hospitality venue requires reliable equipment—and commercial espresso machines represent one of your most critical investments. Whether you're launching a new specialty coffee venture, expanding an existing operation, or upgrading outdated equipment, financing the right machine can make all the difference to your cash flow and customer experience.

This Commercial Espresso Machine Leasing Application template is purpose-built for espresso machine suppliers, hospitality equipment leasing companies, and coffee equipment distributors who want to make the application process seamless for café owners and hospitality operators.

Why lease commercial coffee equipment?

Leasing rather than purchasing outright gives cafés and coffee businesses the flexibility to access premium espresso machines without large upfront capital expenditure. It preserves working capital for staffing, inventory, and marketing, while spreading payments over manageable monthly terms. Many leasing packages also bundle maintenance, repairs, and training—reducing the operational burden on busy café owners.

This template captures everything you need to assess lease applications, from café details and projected coffee volumes to preferred maintenance packages and barista training requirements.

What this template includes

This form is designed to walk applicants through a complete leasing application in a logical, professional flow:

• Business and café information: Collect business name, trading name, ABN/tax details, contact information, and café location
• Lease requirements: Capture preferred machine model, lease term, expected start date, and installation requirements
• Volume projections: Understand daily coffee volumes and peak service times to recommend the right machine capacity
• Maintenance package selection: Offer tiered maintenance plans (basic, standard, premium) with clear descriptions of what's included
• Barista training inclusion: Let applicants opt in for complimentary or paid barista training sessions
• Financial and credit information: Gather business financials, trading history, and credit references for assessment
• Terms acceptance and eSignature: Ensure applicants acknowledge lease terms and sign digitally

By consolidating the entire application into one well-structured form, you eliminate back-and-forth emails, reduce errors, and speed up approval times.

Perfect for coffee equipment suppliers and leasing companies

This template is ideal for:

• Coffee equipment suppliers and distributors offering lease-to-own or rental agreements
• Hospitality equipment leasing companies specializing in commercial kitchen and café fit-outs
• Coffee roasters and wholesalers who provide machines as part of a coffee supply agreement
• Equipment finance brokers serving the food and beverage industry
• Café franchise groups standardizing equipment procurement across locations

Whether you're working with independent specialty coffee shops, hotel breakfast services, corporate cafeterias, or multi-site café chains, this form adapts to your leasing model and package options.

Designed for conversion and professionalism

First impressions matter—especially when asking business owners to commit to a lease agreement. This template uses Paperform's document-style editor to create a polished, on-brand experience that instills confidence. You can add your logo, adjust colors and fonts to match your brand, include product images or machine specifications, and customize confirmation messages.

The form uses conditional logic to show or hide questions based on applicant responses. For example, if someone selects a premium maintenance package, you can display additional options like priority call-outs or loaner machine coverage. If they opt in for barista training, you can ask about preferred training dates and number of staff to be trained.

This ensures every applicant sees only the questions relevant to their needs, creating a faster, more personalized experience that increases completion rates.

Automate your leasing workflow with Stepper

Once a leasing application is submitted, the real work begins—credit checks, equipment availability confirmation, contract generation, installation scheduling, and training coordination. Rather than managing these steps manually across email and spreadsheets, you can use Stepper (stepper.io) to automate your entire post-submission workflow.

With Stepper connected to your Paperform template, you can:

• Trigger credit checks by sending applicant details to your finance or credit assessment tool
• Notify your sales team via Slack or email when a high-value lease application is submitted
• Create a deal or contact record in your CRM (HubSpot, Pipedrive, Salesforce) with all applicant details pre-filled
• Generate a lease agreement using applicant information and send it for eSignature via Papersign (papersign.com)
• Schedule installation and training by creating calendar events or project tasks in your operations tools
• Update inventory systems to reserve the selected machine model and allocate it to the applicant

Stepper's AI-native workflow builder means you can describe your process in plain language and have it configure the automation steps for you—no coding or complex integrations required.

Add eSignatures with Papersign

Leasing agreements require legally binding signatures from both parties. With Papersign (papersign.com), you can turn each approved application into a professional lease contract and send it directly to the applicant for secure electronic signature.

Papersign keeps the signed agreement linked to the original form submission, giving you a complete audit trail from application through to executed contract. You can set up automatic reminders for unsigned documents, receive notifications when contracts are signed, and store everything securely in one place.

This eliminates the need for separate DocuSign or Adobe Sign subscriptions and keeps your entire leasing workflow inside the Paperform ecosystem.

Built-in payments for deposits and first payments

If your leasing model requires an upfront deposit, first month's payment, or administration fee, you can add Paperform's native payment fields powered by Stripe, PayPal, or Square. Applicants can pay directly within the form, and their payment status is automatically recorded alongside their submission.

You can use conditional logic to calculate deposit amounts based on machine model, lease term, or maintenance package selected—ensuring accurate pricing without manual calculations.

SOC 2 compliant and secure for financial applications

Leasing applications contain sensitive business and financial information, so security and compliance are non-negotiable. Paperform is SOC 2 Type II certified and offers data encryption, secure file uploads, role-based access controls, and data residency options to meet your privacy and regulatory requirements.

You can also enable two-factor authentication, set up SSO for your team, and configure submission notifications so only authorized personnel receive applicant data.

Integrations that connect to your tech stack

Paperform integrates natively with the tools café equipment suppliers and leasing companies already use:

• CRMs: Push applicant details into HubSpot, Pipedrive, Salesforce, or Zoho to manage leads and follow-ups
• Spreadsheets and databases: Log every submission in Google Sheets, Airtable, or Excel for pipeline tracking
• Communication tools: Send notifications to Slack, Microsoft Teams, or email when new applications arrive
• Project management: Create tasks in Asana, Trello, Monday.com, or ClickUp to coordinate installations and training
• Accounting software: Sync lease payment details with Xero, QuickBooks, or MYOB

Connect via Stepper, Zapier, Make, webhooks, or Paperform's native integrations to build a seamless workflow that eliminates manual data entry and keeps your operations running smoothly.

Customizable for your lease packages and pricing

Every equipment supplier has different machine models, lease terms, maintenance tiers, and training offerings. This template is fully customizable—you can add, remove, or reorder questions, adjust dropdown options to match your product catalog, and include pricing calculators if you want to show monthly lease costs in real time.

Use Paperform's calculation fields to dynamically calculate lease totals based on machine model, lease duration, maintenance level, and optional add-ons. Applicants see a transparent breakdown of costs before they submit, reducing surprises and building trust.

Get started in minutes

This template is ready to use right out of the box. Simply duplicate it into your Paperform account, customize the branding, adjust the machine models and package options, connect your integrations, and publish. You can embed the form on your website, share it via a standalone link, or include it in email campaigns to café owners and hospitality operators.

Paperform's free plan lets you test the waters, and as your leasing business grows, you can upgrade to Essentials, Pro, or Agency+ tiers for higher submission limits, advanced integrations, and team collaboration features.

Whether you're a boutique coffee equipment supplier or a national leasing company serving hundreds of cafés, Paperform gives you the tools to create a professional, efficient, and scalable leasing application process—without a developer in sight.