Project Management for Rentals and Events
Manage and organize your events or take the hassle completely off your client’s hands by providing equipment, staff, and transportation. Everything comes together in a well-organized project management system.
Everything related to your project in one place
When organizing projects and events, you want to keep track of all the details. Materials must be available and delivered on time, while staffing and transportation must be well-coordinated. At the same time, you want to keep track of costs, revenue, and margins.
RentBuddy Next brings these components together within a single project, so that sales, planning, warehousing, and administration can all work from the same set of information.
Project Workflow
No project plan remains unchanged from start to finish. During the preparation of a rental project or event, requirements, numbers, and schedules are constantly changing. That’s why RentBuddy Next lets you clearly document and track every phase of a project.
Do you work with multiple areas, locations, or venues? If so, you can organize equipment, staff, and transportation on a per-event basis. This way, it remains clear what is needed where and when it needs to be available.
Project Types and Statuses
Categorize projects by project type, such as a festival, dry hire, trade show, or sporting event. Project types can also be used to distinguish between commercial opportunities, workflows, or different ways of working.
Project statuses then let you see at a glance where a project is in the process. Does a drawing still need to be created, is the project awaiting review by the work planner, or can the accounting department begin invoicing? Each project type and status can be assigned its own color, so you can immediately see in the project overview what requires attention.
Reserving Equipment
Not every material in a project needs to immediately block its availability. When creating a non-binding quote or price estimate, you can include materials without reserving them right away. This way, they remain available for other projects until the order is finalized.
You can even set this on a per-item basis. Some items can be reserved permanently, while others remain optional. This provides much greater flexibility in both sales and planning, especially during peak season.
Timelines, Delivery, and Pickup
A project can consist of multiple phases. Consider, for example, an event that takes place over several weekends, involves multiple days of setup and teardown, or requires equipment to be moved between projects in the interim.
That’s why each project can include an unlimited number of timelines. For each timeline, you can specify the planning period, the usage or rental period, and the arrangements for delivery, pickup, and return. This ensures that even for complex productions, it remains clear when materials must actually be available.
Personnel & Transportation
Equipment alone is often not enough to carry out a project. Employees, freelancers, vehicles, and trips must also be available at the right time.
For each project, you define schedules, scripts, and transportation requirements. Based on the staffing and transportation plans, the appropriate employees, vehicles, and other resources can then be scheduled. By also factoring in cost prices, the impact on the project’s margin remains immediately visible during the planning process.
Pricing Agreements and Calculations
No two rental projects are priced the same way. That’s why, within a project, you can use a discount percentage, a fixed discount amount, or an agreed-upon project price.
In addition, RentBuddy Next supports item discounts, tiered pricing, rate structures, and surcharges—such as for insurance. Client agreements can be set up in advance and are automatically applied to new projects. You always retain the ability to adjust prices and discounts within the project.
Last-minute changes? The warehouse is notified immediately
A project has been released to the warehouse, but then the customer decides to make a change after all. In the rental business, this happens every day. That’s why RentBuddy Next makes changes visible to both the office and the warehouse.
The warehouse overview shows which projects are authorized for picking and preparation. If materials are added, removed, or modified afterward, it is immediately apparent that the project requires further attention.
RentBuddy also checks availability and compares what has been reserved for the project with what the warehouse actually delivers. This helps prevent changes from getting lost between the office and the warehouse.
Project Templates and Copying Projects
Want to repeat a successful project? Copy an existing project and decide for yourself which elements you want to carry over, such as materials, pricing agreements, schedules, and transportation.
For projects that come up regularly, you can use project templates. For example, create a template for an artist, a trade show, a sporting event, or a recurring production, and use it as a starting point for new projects. That way, you won’t have to rebuild recurring tasks from scratch every time.
Main and Subprojects
Large-scale projects often consist of several separate projects. By using parent and subprojects, you can link them together without losing track of the big picture.
Think of a theater production with multiple performances, television recordings with separate episodes, or a trade show where each exhibitor has their own project. You can also link an operational project for materials and resources to a commercial project for quotes and line items.
From the main project, you can combine data and, for example, create a single consolidated invoice or a combined packing slip for multiple subprojects.
Digital Signing
Let customers digitally sign quotes and order confirmations directly. With RentBuddy DigiSign, the signed order is linked to the project, so it’s immediately clear when the customer has given their approval.
Billing
From quote to invoice, without losing track of the big picture. RentBuddy Next shows which projects are ready for invoicing and supports advance payments, partial invoices, consolidated invoices, and credit memos.
Because invoicing is directly linked to the project, it’s always clear what has already been invoiced and what still needs to be processed. This helps prevent work or projects from falling through the cracks.