Events and rental: Inventory software for AV rental companies
Inventory software for AV rental companies that tracks cable kits, spare equipment and complete packages as in stock, reserved, in transit or in repair, per item and per case.
Where stock drifts for AV rental companies.
An AV rental company has equipment that seems to be in three places at once: the rental system shows a speaker as available, but it is at an event that is overrunning, at the repairer or in a package nobody has unpacked yet. Cable kits slowly become incomplete as loose cables end up in the wrong case. Spare equipment goes out as a substitute and then lingers somewhere. Cross-hired kit sometimes sits in stock as if it were your own. Whoever has to judge an enquiry for next weekend does not know what is really usable and says yes or no too quickly.
Inventory software for AV rental companies
Example- 1
Identify items and cases
DoneEvery expensive item has its own serial number or label, every case fixed contents.
- 2
Track status per item
In progressEvery item and case has a status: in the warehouse, reserved, in transit, on site, in repair, in inspection or cross-hired.
- 3
Update on dispatch, return and repair
NextDispatch and return through the job card update the status automatically.
From receipt to use.
Identify items and cases
Every expensive item has its own serial number or label, every case fixed contents. Cable kits are managed as a set with a list of what belongs in it. Cross-hired equipment gets its own marking with the owner and return date, so it is never treated as your own or hired out again by mistake.
Track status per item
Every item and case has a status: in the warehouse, reserved, in transit, on site, in repair, in inspection or cross-hired. An enquiry is judged on what is genuinely free in that period, taking return times and repairs into account. Spare equipment is reserved separately and does not count as free for hire.
Update on dispatch, return and repair
Dispatch and return through the job card update the status automatically. A faulty item goes to repair with the technician's report. A case that returns incomplete gets the status to refill. Periodic inspections are scheduled and the item cannot be hired during that time.
Alongside your purchasing and suppliers.
Many rental companies use a rental system that tracks items and bookings but not always the status per item or case. The inventory software fills that gap, or becomes a layer on top of the rental system tracking status, repairs and inspections. Scanning uses existing scanners or phones. The rental system stays leading for items and prices, the warehouse for status and case contents, the technician for damage reports.
Label everything or only expensive kit
Labelling everything, down to each cable, gives full visibility but is a lot of work and labels come off. Labelling only expensive items and cases, with cables as part of a set, is workable. What you do not label you check through the fixed contents of a set or case at dispatch and return.
Spares fixed in packages or managed loose
A spare microphone fixed in every package gives certainty on site but ties up a lot of kit that usually comes back unused. Managing spares loose and assigning them per event is more efficient but relies on someone remembering. Assign spares by event type and make them part of the packing list.
Expand own stock or cross-hire
Equipment that is often cross-hired may be worth buying. The software shows how often something was cross-hired and how often an own item sat idle. That gives grounds for buying, or for selling off kit that rarely goes out. Cross-hire stays the right answer for rare items and peak weekends, but repeated cross-hire of the same model is a signal worth acting on.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
All customer stories
Hotel Aadam Wilhelmina
Online check-in, even at two in the morning.
Read the story
L'Artiste Barbershop
A full calendar starts with easy booking.
Read the storyNovaw Pilates
Focus on the class. Let the booking take care of itself.
Read the storyWhich stock we record.
For stock we set up identification of items and cases, with a status per item including repair and cross-hire, availability per period and updates through dispatch and return. Together we replay an ordinary weekend, and a speaker that turns out faulty on return while it has to go out again the next day. Inspection scheduling and an overview of cross-hire against own use can be switched on later.
View pricingSupport and updatesGood to know.
Explore pricing and optionsHow do we know what is really available next weekend?
The software looks at bookings, expected return times, repairs and inspections in that period. An item coming back from an event on Sunday does not count as available for Sunday morning. You get a realistic picture instead of only what the rental system lists as free.
What if a cable kit comes back incomplete?
The case gets the status to refill and the missing parts are noted. As long as the kit is incomplete, it is not dispatched. The warehouse sees which kits need refilling and can follow up the missing cables with the client's return.
Can we see when an item is due for inspection?
Yes. Per item you record when it was last inspected and when the next one is due under your own schedule. The item appears on a list in time and is not hired out for that period. The inspection result is stored with the item.
How do we stop cross-hired equipment going missing?
Cross-hired equipment gets its own label with the owner and return date. It appears on the packing list as cross-hire and is checked separately on return. An overview shows which cross-hired kit still has to go back and when.
Add-ons for your industry.
What often connects to this.
- Digital job cards for AV rental companiesDigital job cards for AV rental companies with a packing list by serial number, so dispatch, setup on site and return can be checked per case and per item.
- Website for AV rental companiesA website for AV rental companies that presents sound systems and lighting packages as complete solutions per type of event, including the cables, controls and crew that go with them.
- Enquiry form for AV rental companiesAn enquiry form for AV rental companies that asks for venue, audience, running order and available power, so the rental planner can put together a suitable package straight away.
Know what is really there.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Inventory software for AV rental companies: cable kits, spare equipment and complete packages tracked by status, with repairs, cross-hire and inspections.
- Identify items and cases
- Track status per item
- Update on dispatch, return and repair