RentalTrax

Open RentalTrax and start by turning an inquiry into a confirmed booking in minutes. Create a new quote, set event dates and venue, and pull items from your catalog—chairs, stages, tents, projectors, mics, or full packages. See live availability as you add products; the system flags conflicts and suggests substitutions or subrentals. Apply day/week bundles, weekend rates, and damage waivers automatically. Attach floor plans or AV specs, then convert the quote to a reservation with one click. Send a branded portal link for e-signature and payment, capture a deposit, and schedule automated reminders for balances and final counts.

Next, schedule the job. Use the timeline calendar to block load-in/load-out windows, assign crews and trucks, and drop pinned delivery points on a map. Build optimized routes with time buffers and access notes. Add job briefings, safety checklists, and site photos so drivers and techs know exactly what’s required. For tent teams, attach staking layouts and weight plans; for AV techs, include cable runs and patch lists. Track crew hours via mobile timesheets and mark on-site milestones—delivered, installed, tested, struck—so office staff see progress in real time without calling the field.

Move to the warehouse with auto-generated pick lists. Batch (wave) pick by event date, scan items out using barcodes or RFID, and verify kits with component checks. The system flags shortages before trucks leave, proposes cross-rent or purchase options, and prints labels and packing slips. Capture photos at load-out and return, log damages, and trigger maintenance tickets with due dates and parts lists. Record serial numbers, testing results, and cleaning cycles to keep compliance tight for electrical and rigging gear. Run cycle counts during slow periods and reconcile discrepancies with audit logs.

Wrap up with billing and insights. Issue partial or milestone invoices, apply local tax rules, and sync payments and invoices with your accounting platform. Track profitability by job, category, and item; see utilization, turn rates, and idle stock to guide purchasing. Use forecasting to spot upcoming inventory pressure and set reorder points for consumables like gaff tape or linens. Build saved dashboards—bookings this week, gear off-rent, expiring maintenance—and export custom reports for management. Everything is available on mobile, so sales can quote on-site, drivers can capture signatures at delivery, and managers can approve credits from anywhere.