Event rental is measured in load-outs, not line items. One wedding can run to eighty lines — round tables, chiavari chairs, linen, glassware, a dance floor — delivered into a venue with a two-hour access window and collected at midnight on Sunday. The same stock is promised across three jobs on the same weekend, so availability has to be right to the day rather than the week. Then everything is counted back, washed and repacked before Tuesday, with shortages charged while the evidence is still fresh. Software earns its place where the volume is: quote revisions, availability across overlapping events, pick lists the loaders can trust, and invoices that reflect what actually came home.
Equipment categories we support
Common challenges in event rental
Complex multi-item orders
A single wedding order can run to dozens of lines, split across delivery addresses and event dates. One line missed in the office is discovered by the client on the day, in front of their guests.
Tight turnaround between events
Kit leaves one event on Sunday night and is needed on Tuesday morning. In between it has to be counted, washed, checked and repacked, while availability stays honest for everything already booked.
Billing complex rentals accurately
Multi-day, multi-item rentals carry delivery and collection charges, part-week rates, shortages and late returns. Calculating that by hand invites errors, and errors after an event turn into credit notes and awkward phone calls.
Venue access and timed drops
Venues give you a window, not a day. Loading bays, lifts, marquee build sequences and event start times all have to line up, and a van that arrives late is remembered long after the event.
Shortages and breakages on return
Glassware, cutlery and linen come back short, chipped or stained. Unless the count and the condition are recorded against the job with evidence, the shortage charge gets argued away and the loss stays with you.
Peak-season stock shortfalls
Every Saturday in June is booked at once. Covering the gap means cross-renting chairs or a dance floor from another supplier at short notice, then tracking that cost and the return against the right event.
How Renttix helps
Build big orders once
Use the full order wizard or the quick order screen to build long line lists fast, and save recurring combinations as bundles. Adding a bundle drops every item onto the order as its own line, at the bundle's discounted rate and grouped under the bundle name, so inventory and dispatch still see each item.
Availability across overlapping events
Availability is checked for the exact rental window, including quantity-based lines like chairs and glassware. Planned maintenance windows and units under a hold drop out automatically, so nothing is promised twice across a busy weekend.
Timed dispatch and route planning
Every order carries a delivery time window, site contact and driver instructions. The dispatch board plans the day by route, and vehicle limits in pounds or cubic feet stop a van being loaded beyond what it can carry.
Counted picks and counted returns
Warehouse picking and returns run from the pick list with barcode scanning, and depot queues keep each order moving through prep. Damage reports capture photos against the job, so breakage and shortage charges carry evidence.
Invoicing that matches the rental
Rate definitions and rental duration rules apply day, week and part-week charging consistently. Invoice runs and batches raise the paperwork, and credit notes are issued and tracked in the same place when something needs adjusting.
Cross-rent without losing margin
When you are short, raise a sub-rental against the event it covers, generate the supplier purchase order, and track it through confirmed, on rent and returned, so the rented-in dance floor goes back to the right supplier.
Key workflows
Enquiry and quote
Build the quote from your catalog, revise it as the client changes the guest count, and send it for approval. Revisions are kept, so you can see what changed between version two and version five.
Confirmation, deposit and agreement
Convert the approved quote to an order without retyping. Take a deposit as a percentage or a fixed amount through a secure payment link, and send the rental agreement for electronic signature.
Prep and pick
The pick list goes to the warehouse, where each item is scanned out against its line on the order. Orders queue soonest delivery first, and the pick cannot be signed off while a line is still short unless someone overrides it, so the missing crate of glassware is found in the yard rather than at the venue.
Delivery, build and collection
The job lands on the dispatch board with its time window, site contact and driver instructions. The customer gets an ETA message and a tracking link, and the collection is planned as its own stop.
Check-in and invoice
Returns are counted in at the depot, shortages and breakages raised as damage reports with photos, and the invoice run picks up the rental, the delivery charges and the extras in one pass.
Relevant integrations
Stripe
Take deposits and balances by payment link before the event, and let customers settle their invoices from the portal. The order is marked paid only once Stripe confirms the payment, not when the link is sent.
Xero
Push invoices and credit notes to Xero so event billing reaches your accounts without re-keying, and payments reconcile against the job they belong to.
QuickBooks
The same accounting sync for QuickBooks Online, with customer and supplier records kept in step, so event invoices and credit notes land in your ledger without re-keying.
Twilio
Send the customer an ETA text the moment the driver marks the job en route, with a live tracking link, so the venue coordinator knows when the van is arriving without ringing your office.
Google Maps
Venue addresses are picked from autocomplete as the order is typed and geocoded when it saves, so a country house or a field entrance lands on the map with coordinates the dispatch board can match to a route.
Calendar feed
Subscribe to the operations schedule from Google Calendar, Outlook or Apple Calendar, so every delivery and collection sits in the diary your team already opens.
Frequently asked questions
Yes. Orders are built line by line from your catalog, and repeat combinations can be saved as bundles. Adding a bundle drops each of its items onto the order as its own line, at the bundle's discounted rate and grouped under the bundle name, so inventory and dispatch still see every item. Long orders can be created through the full order wizard or the quick order screen, and the pick list is generated from what is on the order.
Availability is checked against the exact rental window rather than a whole week, so overlapping Friday and Sunday events are seen as the conflict they are. Quantity-based stock such as chairs and glassware is pooled and counted, and units in maintenance, marked damaged or under a hold are excluded from the available figure.
Returns are checked in at the depot, and anything short or damaged is raised as a damage report against the order with photographs attached. Those records sit with the job, so the charge can be explained with evidence rather than memory. If a charge later needs reversing, a credit note is raised and tracked in the same place.
Yes. Each order can carry a deposit as a percentage or a fixed amount, and the customer pays through a secure link you can email from the order. A refundable security deposit taken as a card hold rather than a charge runs on Airwallex, where it is placed, captured or released from the order itself. Deposit status sits on the order alongside the outstanding balance.
Yes. Raise a sub-rental against the event it covers, record the supplier and the agreed cost, and generate the purchase order from it. The rental is tracked through confirmed, on rent and returned, with outbound and return legs and proof of delivery, so rented-in stock goes back on time and the cost of covering the event sits against the order it was raised for.
Both. A product can be quantity-based — five hundred chairs counted as a pool — or asset-based, where each unit carries its own number, history and condition record. Most event businesses run a mix: chairs, linen and glassware by quantity, with dance floors, generators and staging tracked as individual assets.
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