Two bookings on the same spreadsheet overlapping without anyone noticing, a deposit returned from memory, a return inspection scribbled on a scrap of paper: the daily reality of an event equipment rental business managing its fleet by hand. This application keeps the fleet, the bookings and their real availability, deposit after deposit.
Who the application is for
For event equipment rental businesses — tents, tableware, sound systems, furniture — managing a fleet shared across several successive bookings, who want to avoid double-booking without having to think about it every time.
What the application does
- Keeps the equipment fleet with its total quantity and its status, available, under maintenance or out of service.
- Refuses a booking as soon as the quantity requested would exceed what remains available over the period, even in the case of a partial overlap.
- Calculates the price and the deposit of each booking from the daily rate and the default deposit of each item.
- Allows a quantified and justified amount to be withheld from a deposit, rather than returning it in full.
- Invoices the rental and the damage recorded on return, net of a deductible that you set.
- Shows a dashboard of the fleet's utilisation rate, the month's revenue and the deposits still held.
Day to day
- Create the booking with the customer, the period and the items wanted: the amount and the suggested deposit are displayed.
- Confirm the booking: availability is checked at that point, not before, to allow several competing quotes to be prepared.
- Plan the delivery and then the collection, and mark the equipment's departure and return as they happen.
- Add the departure and return inspection, with the damage recorded and its amount if applicable.
- Process the deposit — full return or a quantified withholding — then invoice the rental and the damage recorded.
What the application does not do
- It does not collect any deposit itself: the amount is tracked in the application, its payment remains an external means.
- It does not manage any preventive maintenance beyond a simple available, under maintenance or out of service status.
- It does not optimise any delivery route: time slots are planned, not calculated for you.
- It does not check any insurance or safety compliance of the rented equipment.
Free and full editions
The free edition already keeps the fleet, bookings with their availability refused in case of conflict, deposits tracked and returned in full, inspections and deliveries. The full edition installs on top without losing anything, and adds pricing, the quantified deposit, invoicing, reminders, the dashboard and a customer area.
Getting started
Create each fleet item with its total quantity and, for the full edition, its daily rate and default deposit, then set the timing of the return and deposit reminders to match your own practice.
Going further
To find out whether this application suits your business and how to activate it, compare the plans or write to us.