Events and rental: Quotation software for marquee rental companies
Quotation software for marquee rental companies that puts tent area, flooring, build crew and transport distance into one calculation, with assumptions about the site visible in the proposal.
Where quotes for marquee rental companies get stuck.
A marquee quote is more than square metres times a daily rate. Marquee rental companies also price flooring, side walls, build and strike hours, the number of lorry runs and the distance to the site. When every salesperson builds that in their own spreadsheet, one includes travel time and another does not. Assumptions about the site, such as level ground or a driveway where the lorry can turn, never make it into the proposal. If the crew discovers on build day that everything has to be carried by hand, an argument follows about extra work the customer never signed for.
Quotation software for marquee rental companies
Example- 1
Record the setup and site
DoneThe salesperson selects tent type, size, floor and walls and records what has been assumed about the site: ground type, slope, distance from unloading point to tent position.
- 2
Work out hours and runs
In progressFrom the setup, the system calculates the build and strike hours needed, the number of runs and the transport distance from the yard.
- 3
Send the proposal for approval
NextThe proposal shows the tent, its components, the hire period, the build days and the site assumptions in plain language.
From enquiry to signed quote.
Record the setup and site
The salesperson selects tent type, size, floor and walls and records what has been assumed about the site: ground type, slope, distance from unloading point to tent position. Those assumptions come from the enquiry or are added after a visit. They later appear word for word in the proposal, so the customer sees what the price rests on.
Work out hours and runs
From the setup, the system calculates the build and strike hours needed, the number of runs and the transport distance from the yard. The salesperson sees each item separately and can adjust it, for instance for a narrow gate that means extra carrying. Each adjustment carries a short reason so a colleague later understands why the price differs.
Send the proposal for approval
The proposal shows the tent, its components, the hire period, the build days and the site assumptions in plain language. The customer can accept online or ask a question. Once accepted, the hold on the equipment becomes a booking and the site details move on to the build crew's schedule.
Alongside your calculations and price lists.
Most marquee rental companies have a rental system with items and daily rates, a spreadsheet for crew hours and a route planner for looking up distances. The quotation software uses items and prices from the rental system and adds the calculation of hours and transport. The rental system stays in charge of what is available; the quote is the record of what was agreed with the customer. An accepted proposal goes back into the rental system as a booking.
Price per square metre or per component
Pricing per square metre is quick and easy for the customer to follow, but it hides that a floor on a slope or extra ballast takes far more work. Pricing per component is precise but produces long quotes. A common middle ground is a package price per tent with separate lines for flooring, site conditions and transport.
Fixed build price or charge by hours
A fixed build price gives the customer certainty and forces you to understand the site properly in advance. Charging by the hour is fairer on unknown sites but makes customers nervous. With the site assumptions written into the proposal, you can quote a fixed price and only charge for work that departs from those assumptions.
Visit the site or judge remotely
A site visit prevents surprises but costs half a day for a quote that may never go ahead. Judging from photos, a site plan and a map view is quicker. The system can indicate per enquiry why a visit seems sensible, for example for a large tent footprint or ground that nobody can describe clearly.
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 storyWhat we prepare in the quotes.
The quoting software prices your usual tent types with flooring, walls, crew hours, runs and distance, and puts the site assumptions into the quote with online acceptance. We record those pricing rules with you at the start. As a test we take a standard tent on a lawn together and a setup on paving that must be fully ballasted. Writing accepted quotes back to the rental system, templates for recurring events and pricing for heating and lighting go on when you want them.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan the quote allow for ballast on hard ground?
Yes. Choose paving or tarmac as the ground and the quote works with ballast blocks instead of ground pegs. That means extra weight, usually extra runs and more build time. Those items show separately, so the customer understands why the same tent costs more on a car park than in a field.
How do we price transport when the site is far away?
The system looks up the distance from the yard and combines it with the number of runs the setup needs. You decide how it is charged: per mile or kilometre, by zone or as a flat surcharge. Crew travel time can be added separately when it falls outside the build hours.
What if the customer wants a bigger tent after accepting?
The salesperson creates a new version of the proposal. The system shows what changes in equipment, hours and transport, and checks whether the larger tent is still free for that period. The customer accepts again, and the earlier version is kept so you can always see what was first agreed.
Can we reuse quotes for events that come back every year?
Yes. An accepted quote can be the starting point for next year, including site assumptions and notes from the build crew. The salesperson only updates the date and any changes. Notes such as awkward access or a cable under the lawn are no longer lost between one edition and the next.
Add-ons for your industry.
What often connects to this.
- Enquiry form for marquee rental companiesAn enquiry form for marquee rental companies that collects site size, ground type, access and date, so each enquiry can be assessed without a call back first.
- Digital job cards for marquee rental companiesDigital job cards for marquee rental companies carrying the site plan, tent position and anchoring, so the build crew knows on arrival what goes where and what was agreed.
- Invoicing software for marquee rental companiesInvoicing software for marquee rental companies that brings hire days, extra build work, damage and added parts from job card and quote into one invoice you check first.
Quotes that match the work.
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 Quotation software for marquee rental companies: area, flooring, crew hours and transport distance calculated, with site assumptions shown to the client.
- Record the setup and site
- Work out hours and runs
- Send the proposal for approval