Every chair, tent and piece of equipment has a stock count and booking dates, so the same item is never booked for two events, and handover and return are checked item by item so no deposit or piece goes missing.
See each item's availability before you book, a contract and handover with a checklist, and a return that works out missing and damaged items automatically. Try it free on your main items.
15 tasks
What the system does
One bundle, one price
Equipment catalog
Availability with no double booking
Availability calendar
Quote to booking
Handover
Return
Settlement and invoices
This solution is built on these systems
Their guides are part of your daily use, so turn to them for the details.
01How do I view the equipment and machinery availability schedule?
Open the Equipment availability schedule page.
A horizontal timeline schedule displays rental booking and operational dates for each equipment unit (e.g., forklifts, generators, scaffolding, excavators, cinematography equipment).
You can review vacant time slots and pick an available date to initiate a new rental booking with a single click.
Screen
Equipment and event rental › Availability calendar
Permission needed
Equipment rental — quotes and bookings / View
02How do I create a new equipment rental booking for a customer?
Navigate to the Equipment bookings & rental menu.
Click the Create new booking button.
Select the customer, start and end dates/times (daily, weekly, or monthly), handover site, and target project.
Add the required equipment or pre-packaged bundles, and specify the security deposit value against damage.
Click Save booking.
Screen
Equipment and event rental › Quotes And Bookings · Create
Permission needed
Equipment rental — quotes and bookings / Add
03How do I approve a rental booking after inspecting technical readiness?
In the Equipment bookings & rental table, select the displayed booking.
Click the actions button and choose Approve booking.
The system validates that the equipment is free of overlapping bookings or scheduled maintenance work orders, switching booking status to "Approved" to hold units on the schedule.
Screen
Equipment and event rental › Quotes And Bookings
Permission needed
Equipment rental — quotes and bookings / Approve discount and waiver of advance or deposit
04How do I officially confirm a booking after down payment or bank guarantee?
On the booking page in Equipment bookings & rental.
After verifying receipt of the advance payment or bank guarantee letter, click the Confirm booking button.
The booking is locked, the handover handover sheet is prepared, and specific equipment serial numbers are assigned to the customer.
Screen
Equipment and event rental › Quotes And Bookings · View
Permission needed
Equipment rental — quotes and bookings / Confirm booking
05How do I print the rental agreement and condition specs for customer signature?
In the Equipment bookings & rental list, locate the confirmed booking.
Click the actions button and select Print rental contract.
The formal legal agreement is issued, detailing equipment specs, permitted operating hours, deposit value, and penalty clauses for delay or damage.
Screen
Equipment and event rental › Quotes And Bookings
Permission needed
Equipment rental — quotes and bookings / Print
06How do I complete equipment handover and checkout to the customer job site?
On the booking review page in Equipment bookings & rental.
Click the Check out equipment button.
Inspect the equipment, record operating hour meter reading and fuel/battery levels, attach condition photos, and sign the digital handover form with the customer representative.
Screen
Equipment and event rental › Quotes And Bookings · View
Permission needed
Equipment rental — handover, return and settlement / Hand over equipment
07How do I check in and inspect equipment upon rental return?
On the booking page in Equipment bookings & rental.
Click the Check in and inspect equipment button.
Record return hour meter readings (to calculate excess billable hours outside contract), inspect body and mechanical parts integrity, and document any damages.
Screen
Equipment and event rental › Quotes And Bookings · View
Permission needed
Equipment rental — handover, return and settlement / Receive equipment
08How do I perform final financial settlement and refund the security deposit?
On the booking details page in Equipment bookings & rental after all units are checked in.
Click the Settle account button.
The system reconciles collected amounts against actual rental duration, deducts extra operating hours or repair charges from the deposit, and approves refunding the balance to the customer.
Screen
Equipment and event rental › Quotes And Bookings · View
Permission needed
Equipment rental — handover, return and settlement / Settle and close
09How do I record a payment or deposit receipt for an equipment booking?
On the booking page in Equipment bookings & rental.
In the payments section, click the Record payment button.
Select payment type (deposit, periodic rent, damage deposit), amount, and payment method, then confirm payment to issue an official receipt voucher.
Screen
Equipment and event rental › Quotes And Bookings · View
Permission needed
Equipment rental — advances, deposits and payments / Add
10How do I refund the remaining deposit to the customer's bank account?
On the booking page in Equipment bookings & rental.
Select the deposit receipt voucher and click Refund deposit.
Enter customer bank account details and approve transfer to generate a refund payment voucher.
Screen
Equipment and event rental › Quotes And Bookings · View
Permission needed
Equipment rental — advances, deposits and payments / Refund amounts
11How do I add a new piece of equipment to the rental assets directory?
Go to the Equipment & machinery directory list.
Click the Add new equipment button to open the setup modal.
Enter equipment title, category (heavy equipment, power equipment, tools), daily/weekly/monthly rental rates, and required deposit amount.
Click Save equipment.
Screen
Equipment and event rental › Equipment Catalogue
Permission needed
Equipment rental — catalogue, bundles and seasons / Add
12How do I define a bundled rental package for multiple machines?
Access the Equipment bundles list.
Click the Add new bundle button to open the bundle modal.
Enter package name (e.g., Construction Site Setup Bundle, Full Lighting & Camera Rig), specify included equipment, and set discounted bundled rental rate.
Click Save.
Screen
Equipment and event rental › Bundles
Permission needed
Equipment rental — catalogue, bundles and seasons / Add
13How do I log a maintenance and technical inspection work order after return?
Navigate to the Equipment maintenance & inspection list.
Click the Record equipment work order button to open the maintenance modal.
Select equipment, maintenance type (routine post-rental check, oil and filter change, damage repair), and assigned workshop or technician.
Equipment status on the availability schedule switches to "Under Maintenance" until inspection completion is signed off.
Screen
Equipment and event rental › Maintenance And Cleaning
Permission needed
Equipment rental — maintenance and cleaning / Add
14How do I configure peak seasons and seasonal rental pricing?
Navigate to Rental seasons & pricing.
Click the Add new pricing season button to open the season modal.
Enter season title (e.g., Winter Events Season, Summer Peak), date range, and markup percentage applied to base rental rates.
Click Save.
Screen
Equipment and event rental › Seasonal Pricing
Permission needed
Equipment rental — catalogue, bundles and seasons / Edit
15How do I export equipment utilization and profitability reports?
Open the Equipment rental reports page.
Choose the desired report (Equipment Utilization Rate report, Equipment Profit & ROI report, Overdue Return Bookings report).