# Flex Rental Solutions - Full Content for LLMs > Curated full-text content from Flex Rental Solutions' most important pages. > Flex is rental management software for the live events industry (AV, production, lighting, equipment rental). # About ## Our Story Source: https://www.flexrentalsolutions.com/about-us/ ## Built Backstage. Built for This. ### Our Story The Flex story really begins with CEO Chris Stein’s very first show in 8th grade. Seeing Elvis Costello sparked a flame that led to 50+ Grateful Dead shows and he even planned his honeymoon around the Womad festival where he and his new bride took in Peter Gabriel, Sinead O’Connor, Ziggy Marley, and more. It was this passion that led him to a career in the live events industry. Chris began his career setting up and mixing smaller concerts, where he learned the importance of doing whatever it takes to make an event successful. Year after year, show after show, Chris developed expertise in intelligent light programming, rigging, and controlling and maintaining rental assets. He built his reputation on planning and executing flawless events throughout the US and abroad. ### Chris Stein ### Chief Executive Officer “What I loved most about live events is helping connect an artist or presenter with their audiences,” explained Chris. “Doing our job well, meant an audience was able to get lost in the messages, feelings, and emotions conveyed from the stage–no matter the size of the venue.” Chris took this responsibility seriously, and obsessed over every detail–large or small–to reduce potential issues before he ever set foot in a venue, “It was in the details that the standard of excellence was set. I’ve always lived by the saying, ‘If you fail to plan, you plan to fail.” ### “None of the solutions were built for our industry from the ground up." As Chris moved into managing inventory across multiple shows, he hit the wall every operator eventually hits: the tools that worked for five jobs stop working at fifty. He researched and tested nearly every solution on the market. None of them were built for this industry. They were built for other things and adapted — badly. ### “They didn’t speak our industry’s language and nothing solved for getting the focus where it mattered most, creating great experiences.” ### Born out of necessity In 2009, Chris founded Flex as the tool he wished had existed. The goal was simple: build what the industry actually needs, not what’s easiest to sell. Fifteen years later, Flex customers have scanned more than 250 million assets in and out of their warehouses, across productions that include the Super Bowl halftime show, the Grammys, and the world’s biggest concert tours. Flex has been first-to-market on barcode scanning, free scan in/out, and RFID. But the real proof is in the companies it’s built. Customers have grown from single warehouses to multi-country operations without switching platforms. 50% stay with Flex for 10 years or more because the system grows with them. ### “I used to get a huge rush from the part I played in helping create a memorable show. I still get that rush when our clients succeed.” ### The power of Flex Flex serves production companies, staging houses, AV rental operations, lighting and sound companies, and any organization managing significant inventory across multiple jobs and locations. Our customers share one thing: they’ve hit the ceiling on what simpler tools can do. They’re managing more gear, more crew, more locations, and more complexity than their current system was built for. We’re not for everyone. If you’re managing a handful of assets with one or two people, there are better starting points. Flex is where you go when you’re serious about scale. ### Built for Operators Who Are Outgrowing What Got Them Here This website uses cookies to ensure you get the best experience on this website Got it! ## Who We Serve Source: https://www.flexrentalsolutions.com/about-us/who-we-serve/ ## Built for Operators Who Are Outgrowing What Got Them Here ### Who We Serve Flex serves production companies, staging houses, AV rental operations, lighting and sound companies, and any organization managing significant inventory across multiple jobs and locations. Our customers share one thing: they’ve hit the ceiling on what simpler tools can do. They’re managing more gear, more crew, more locations, and more complexity than their current system was built for. We’re not for everyone. If you’re managing a handful of assets with one or two people, there are better starting points. Flex is where you go when you’re serious about scale. [Read more](https://www.flexrentalsolutions.com/client-testimonials/) This website uses cookies to ensure you get the best experience on this website Got it! ## Our Mission, Vision, & Values Source: https://www.flexrentalsolutions.com/about-us/our-mission-vision-values/ ## We Don't Build for Good Enough. Neither Do Our Customers. ### Our Mission, Vision, & Values Flex exists because the industry needed software built by people who understood it from the inside. Not adapted from somewhere else. Not designed by people who'd never called a show. Built by operators, for operators, and improved constantly based on what those operators actually need. Our Mission, Vision & Values reflect this purpose. ### Our Mission Passionately help our customers succeed by providing them with the most intuitive and most flexible industry-leading asset management solutions and customer service experiences. ### Our Vision Build–and continually improve upon–the most efficient, most flexible, and most scalable asset management solutions on the planet that help our customers succeed while seamlessly overcoming their toughest challenges. ### Our Values We treat our employees, clients, vendors, and all others as we want to be treated, striving for honesty, authenticity, and transparency. We have a bias for action driven by thoughtful analysis. We innovate through iteration and continual improvement in our products, our company, and ourselves. We never stop getting better. This website uses cookies to ensure you get the best experience on this website Got it! ## Our Team Source: https://www.flexrentalsolutions.com/about-us/our-leadership/ ## Why Flex? Because We Are You ### Our Team Flex evolved from real world experience. Our products are designed, developed, and supported by passionate leaders with nearly a hundred years of experience speaking your language. Our entire team is dedicated to providing the highest quality service possible to help you succeed. We are headquartered in Orem, Utah, with satellite offices throughout the country. ### Chris Stein Chief Executive Officer Chris Stein’s road to creating Flex is well documented. During a 20-year pro AV career he was integral in implementing a wide variety of rental and inventory tracking software technologies. Because none were built specifically for the industry, and because Chris is famous for his exacting dedication to excellence, he built his own solution and quickly established Flex as the fastest growing software for the industry. ### Maria Barker VP Ops & Finance Maria joined Flex in 2014 with a key mix of a strong accounting background and customer service experience. Not only our Controller, Maria also leads QA as the accounting specialist testing our financial module, accounting system integration, Flex Production Manager, and Flex Mobile. Maria has a BS in Accounting from Washington State University. ### Roger Diller VP of Engineering Roger Diller has been in the software development industry since 2006 and has worked at Flex since 2009. Roger worked as a developer in the early Flex days and now leads the delivery teams. Roger is passionate about end users & building software that solves real customer pain points. ### Sonja Larsen Accounts Receivable Manager Sonja joined Flex Rental Solutions in 2010. She balanced management of accounts, information requests, and planning of tradeshows and events through 2014. Today, Sonja effectively manages all Accounts Receivables, recurring billing, and contact management for Flex. ### Lisa Fossler Sales Manager Lisa is an energetic, outgoing and encouraging person who loves people. She has 15+ years experience in the Event Rental Industry, 10+ years have been with Flex selling, training and always giving the best quality customer support to any customer she speaks to and ultimately her goal is to see all companies fully implemented with Flex. Lisa enjoys lounging at the beach, biking, golfing, and hanging out with friends. Her dream is to one day retire on one of the islands of Hawaii. ### Suman Mridha Suman has been with Flex Rental Solutions since 2009. He has around two decades of experience in software engineering. In his early days, he was heavily involved in the development of our Flex4 software. As a full-stack developer, he has been involved with almost every feature of Flex. He has architected and developed the UI for our Flex5 Desktop and Mobile apps. Before working with Flex Rental Solutions, he worked on other software applications focusing on inventory management, financial services, and hotel industries. Suman holds a Master’s degree from IIT and is passionate about software engineering. ### Randy Schreck Software Engineer Randy has been with Flex Rental Solutions since June 2016 and has several years experience in the AV industry working as an audio tech/engineer and Flex Administrator. After a couple of years as the Technical Support Lead–gaining additional useful experience with Flex and its database–he transitioned to the development team. He’s now engaged with practicing the craft of software development, offering product-usage insights, and supporting the rest of the team as they continue to build Flex5. He also enjoys spending time with his wife and kids, playing guitar and reading. ### Jordan Shumate Product Owner Jordan joined Flex in 2019. She brought with her over 10 years of experience in customer service, and 2 years in the production world as a video technician and project manager. This combination of backgrounds made her a perfect addition to the Support Team. In mid-2020, Jordan moved over to the Product Team as the Product Owner. She enjoys the thrill of helping create new features and takes pride in creating a robust, seamless product that fits our customers’ needs. ### Chelsea Haase Project Manager Chelsea is a Project Manager based in Utah. She comes to us from the world of leadership consulting. She is passionate about communication, process improvement and organizational effectiveness. Chelsea endeavors to optimize the Flex development process in order to ensure customer satisfaction. ### Jason Rzutkiewicz Marketing A dynamic, customer-obsessed executive with a proven track record of driving business transformation for brands like Kaiser Permanente, Walmart, Wells Fargo, HPE, PG&E, Sephora, Adobe, T-Mobile, and Honda, Jason is equally comfortable championing the three-year roadmap or rolling up his sleeves to drive key design decisions. ### Patrick Legacy Business Analyst Patrick Legacy has been in the Pro AV industry for over ten years. He started out as a Lighting Designer touring and working from small rooms up to arenas and large festivals. He also draws on experience from the Food/Beverage/Hospitality, Medical Device/Manufacturing, and Construction industries. Patrick’s grandfather was a 1950’s race car driver/builder who inspired him at a young age with an interest in computers, technology, and machines. He can often be found under the hood of a car. ### Alexander Wuerz DevOps Engineer Alex joined Flex Rental Solutions as a DevOps Engineer in March 2020, with over five years of experience in IT and software development roles. He works out of the Carlisle office and enjoys visiting museums, watching movies, and camping in his free time. ### Tousif Khan Software Engineer Tousif joined Flex Rental Solutions as a Software Engineer in March 2018. He has had a significant contribution to developing the User Interface of Flex Mobile, and later has also been involved in developing the Flex5 Desktop Application. Before joining Flex in 2018, he worked on other software applications focusing on Banking & Finance and Health Care domains. Tousif holds a Bachelor’s degree in Engineering. He also likes to read poetry. ### Micah Schmelzer Quality Assurance Team Lead Micah has been a Software QA Analyst for over 7 years. He holds an AAS in Computer Science with a focus in software development and certifications in network administration and security. He has a passion for solving complex problems with efficient and quality solutions and making sure the end-user gets the best experience possible. ### Charlie Zugasti Quality Assurance Analyst Charlie joined Flex in April 2020 with 10 years of experience in the live events industry. He started as an audio engineer in recording studios and then transitioned to live audio before ending up as a production manager for Mexico’s largest rental company. He has made it his mission to ensure that Flex translates adequately to our customers in the real world, making their processes more efficient. ### Kevin Aetonu Support Technician Kevin’s experience within the live show production industry began when he was 13yrs old, and worked in many production positions at the same time for a small Polynesian Revue. His experience is mainly as a Lighting Operator and Programmer, with some Design as well- when he left the lighting side of production, Cyberlights and VL5’s were in use. Kevin has also been an Audio Tech for over 10 years. With his main interests being his kids, drumming, and photography. ### Branden Langhals Software Engineer Branden shifted his professional career towards working with software development in 2019 by earning a certification in full-stack software development from Case Western Reserve University. He is currently working on his bachelor’s degree in computer science with the main goal of creating heightened experiences for the end-user by creating and maintaining clean and efficient software. At his core, he is a husband and a father to his son. He enjoys running, playing drums, and eating tacos! ### Richard Schoreder DevOps Engineer Richard joined Flex Rental Solutions in April 2022 after nearly a decade working in the live events industry as an audio engineer. In addition to producing and mixing large scale events, he was also responsible for the Flex Rental Solutions system used on a daily basis. Now as a member of the DevOps team, he works to implement improvements to the platform and enhance the overall customer experience. He works out of the Chicagoland area and in his free time enjoys golfing and playing music. ### Matthew Sample Sales Admin ### Ryan Blocker Software Engineer Ryan graduated from California State University – Sacramento (CSUS) in 2021, joined Flex in March 2022, and works out of the Norcal / Sacramento area. ### May Barloco Support Technician May joined Flex Rental Solutions in 2022 after working in the entertainment industry for 6 years as an LED wall technician and Logistics Manager. When she’s not helping Flex’s customers in the support department she enjoys spending time with family and playing videogames and TCGs! ### Jeremy White Software Engineer Jeremy joined Flex Rental Solutions in April 2023. After working as an audio engineer for nearly 10 years, he decided to apply his passion of troubleshooting and problem solving to the world of software development. His dedication to learning and improving processes, collaborating with team members, and strengthening the product offerings of the Flex5 software make him a valuable addition to the Flex team. He is based out of Nashville and on the weekends he enjoys working on home improvement and woodworking projects. ### Nick Nazario Customer Success Manager Nick joined Flex in March 2022, bringing with him over a decade of experience in the live events industry in California and New York. With a diverse skill set that includes audio engineering, project management, logistics management, and warehouse management, he is well-versed in what it takes to design and execute successful events. In addition to his work, Nick enjoys pursuing his passion for writing and recording music, as well as traveling with his family. ### Mark Ozmani Software Engineer Mark joined Flex Rental Solutions in April 2024. ### Alexis Zugusti QA Analyst Alexis joined Flex Rental Solutions in July 2024. ### Henry Krutulis Software Engineer Henry joined Flex Rental Solutions in November 2024. This website uses cookies to ensure you get the best experience on this website Got it! # Products ## Event Rental Software for Growing Operations Source: https://www.flexrentalsolutions.com/event-rental-software/ ## Event Rental Software Built for Operations That Have Outgrown the Basics ### Manage inventory, quoting, warehouse, crew, and billing across multiple simultaneous events in one platform built for operators who have moved past spreadsheets and starter tools. [Get Started](https://www.flexrentalsolutions.com/request-demo/) Event rental software is a platform that manages inventory, bookings, quotes, crew, and logistics for companies that rent equipment for live events: AV and lighting, staging, tenting, decor, and production gear. It replaces the spreadsheets, email chains, and disconnected tools that most rental companies outgrow as their event volume and inventory complexity grow. The category spans simple online-booking tools built for operators getting started through production-grade platforms built for operations running multiple simultaneous events across multiple warehouses. The right software depends on the size, scale, and ambition of the operation. This page is for operators who have already outgrown the starter tools, or who are ambitious enough that they will soon. ### When Event Rental Companies Outgrow Basic Tools Most event rental companies start with a basic platform: a quoting tool with online booking, a spreadsheet for inventory, and an accounting integration. That setup works while jobs are sequential and inventory fits in one warehouse. It stops working at predictable points. The same problems show up across operators that have outgrown their starter tools. Gear gets double-booked when sales quotes a job using yesterday’s availability instead of real-time data. Sub-rental costs erode margins because they live in a side spreadsheet that nobody reconciles to the job. Warehouse staff work from printouts while sales works from the rental tool, and the two systems drift apart. New hires take weeks to be productive because the workflow lives in tribal knowledge rather than the software. Reporting requires a Friday afternoon of copy-pasting between systems. When the operation is bigger than the tool, the tool becomes the bottleneck. The signals are concrete: 500+ assets across multiple jobs, multi-user and multi-location operations, mixed equipment categories under one roof, simultaneous jobs running on overlapping date ranges, and a growing team that needs visibility across what is happening today and what is coming next week. ### What Event Rental at Scale Actually Looks Like Flex is built for the full operational reality of event rental at scale: real-time multi-job inventory, integrated sales workflows, warehouse and scanning operations, crew coordination, and the financial layer that ties it all together. #### Multi-Job Inventory Across Simultaneous Events Track every piece of equipment across every active job in real time. When gear is committed to one event, it is locked from the available pool for those dates across all locations. Sales, warehouse, and operations all work from the same live availability data. No double-booking. No spreadsheet reconciliation between teams. #### Quoting and Contracts Tied to Real Availability Build branded quotes with gear, labor, and services. Pricing pulls from your configured rate structure, with adjustments for date range, customer tier, and bundled services. Clients sign digitally and the reservation locks immediately, before any human has to update the warehouse or operations team. The quoting layer and the inventory layer are the same system. #### Warehouse Prep and Scanning Warehouse staff work from pull sheets generated directly from the job. Every item is scanned against the job manifest before it leaves the warehouse, using barcode, QR, or RFID. Missing items are flagged before the truck rolls, not at the venue. Returns are scanned against the original check-out list so anything missing is identified the moment gear comes back. #### Crew Scheduling and Labor Coordination Crew availability is managed alongside gear availability in the same system. Flex includes core crew scheduling: Crew Calls, staff availability search, and skills and qualifications tracking. For operations that need automation depth, Flex StaffingPlus is a premium module that adds availability inquiries, job offers, Assignment and Crew Dashboards with Gantt-view scheduling, and direct labor PO generation from the Crew Call. #### Trucking and Transportation Plan and track trucking logistics alongside the job. Load manifests, truck assignments, and departure schedules are connected to the event record. For operators running gear to multiple venues in a day, transportation logistics live where the rest of the job lives. #### Sub-Rental Management When a job has a gear shortage, generate vendor sub-rental purchase orders directly from the job in a couple of clicks. Sub-rental quantities flow into your availability calculation alongside owned inventory, and sub-rental costs flow into job profitability. No spreadsheet on the side. #### Billing and Payments Integrated With the Job Invoicing pulls directly from the job record: gear, labor, sub-rentals, and [adjustments](https://www.flexrentalsolutions.com/event-rental-software-features/billing-invoicing-payments/refunds-adjustments/). Clients pay by credit card or ACH from the invoice through [integrated payments](https://www.flexrentalsolutions.com/event-rental-software-features/billing-invoicing-payments/integrated-payments/). Receivables, payment schedules, and deposits are tied to the event. No re-entry between the rental system and the accounting system. ### Ready to See Flex in Action? See how Flex connects quoting, inventory, warehouse, crew, and billing into one platform built for event rental operations that have outgrown the basics. [Get Started](https://www.flexrentalsolutions.com/request-demo/) ### What Makes Flex Different from Starter Event Rental Tools Starter event rental tools are built for operators getting going. They work for sequential jobs, single warehouses, and small operations. They are also where most rental companies start, and most rental companies eventually outgrow. Flex is the platform companies migrate to when those tools become the bottleneck. Flex is built for ambitious operators that have outgrown starter tools, or are ambitious enough that they soon will. Start on Flex, scale on Flex, and avoid getting bogged down in the middle. The platform handles multi-warehouse operations, mixed equipment categories, real-time inventory across simultaneous jobs, dedicated crew scheduling depth through Flex StaffingPlus, sub-rental management, and the financial depth that comes with real operational scale. Flex costs more upfront. But for operators who view their operating platform as an investment, not a cost, maximizing gear utilization, gaining margin, and growing the business pays for itself. For companies focused on the AV, lighting, and staging rental cycle specifically, see our [AV rental software](https://www.flexrentalsolutions.com/av-inventory-management-software/) page. For touring shows and large-scale live production, see our [production rental software](https://www.flexrentalsolutions.com/production-rental-software/) page. For the full feature set across inventory, sales, warehouse, and payments, see [every event rental software feature in Flex](https://www.flexrentalsolutions.com/event-rental-software-features/). For organizations weighing whether Flex Rental Solutions, Flex Gear Tracking Solutions, or Flex Asset Solutions is the right configuration, our [equipment rental software](https://www.flexrentalsolutions.com/equipment-rental-software/) overview compares all three. ### Proven Across the Event Rental Industry 1,000+ rental companies run their operations on Flex. The companies producing Super Bowl halftime shows, Grammy Awards productions, and arena tours run on Flex. So do regional AV and lighting operators, full-service event production companies, staging and scenic shops, broadcast operations, and full-service event rental operators handling a mix of gear under one roof. The common thread is operational complexity that has outgrown simpler tools. ### Built Backstage Flex was built backstage by event pros who were tired of juggling spreadsheets and outdated tools. We built what we wished we had. And today it powers the industry’s most ambitious companies and the world’s biggest events. ### Frequently Asked Questions **What is event rental software?** Event rental software is a platform that manages inventory, bookings, quotes, crew, and logistics for companies that rent equipment for live events. It covers the full operational cycle: client quoting and contract management, real-time inventory availability, warehouse prep and scanning, crew scheduling, transportation, and invoicing. The category spans simple online-booking tools for operators getting started through production-grade platforms built for multi-warehouse operations running simultaneous events. **How is Flex different from starter event rental tools?** Starter tools are built for operators getting going. Flex is built for ambitious operators who have outgrown starter tools, or who are ambitious enough that they soon will. The idea is to start on Flex and scale on Flex without rebuilding mid-flight, so Flex becomes the only platform you will ever need. Multi-warehouse operations, mixed equipment categories, real-time inventory across simultaneous jobs, dedicated crew scheduling depth through Flex StaffingPlus, sub-rental management, and integrated billing all live in one platform that grows with the operation. **When does an event rental company outgrow simpler software?** Common signals include: gear getting double-booked across simultaneous jobs, sub-rental costs eroding job margins because they are tracked in a separate spreadsheet, warehouse staff working from printouts while sales works from the rental tool, new hires taking weeks to be productive because workflows live in tribal knowledge, and reporting requiring manual copy-paste between systems. When the operation is bigger than the tool, the tool becomes the bottleneck. **Does Flex handle multiple warehouses and locations?** Yes. Flex provides unified inventory visibility across all warehouses and locations in a single system. Availability is calculated by job date range across all locations, not just stock count at a single warehouse. Transfer workflows track gear movement between locations with scanning confirmation at both ends. Every team member, in every location, works from the same live data. **Does Flex handle mixed equipment categories?** Yes. Flex is used by operations that manage AV and production gear, lighting and staging, tenting and party rental equipment, video and broadcast, and any combination of the above under one roof. The platform handles core rental workflows the same way regardless of equipment type. Full-service operators with mixed inventory run everything on the same system. **How much does Flex cost?** Flex pricing starts at $510 per month, with a 30-day free trial. Flex costs more upfront than starter tools. But for operators who view their operating platform as an investment, not a cost, maximizing gear utilization, gaining margin, and growing the business pays for itself. Full details are on the plan and pricing page. **Does Flex include crew scheduling?** Yes. Flex includes core crew scheduling: Crew Calls, staff availability search, and skills and qualifications tracking. For operations that need more automation depth, Flex StaffingPlus is a premium add-on that adds automated availability inquiries, job offers, Assignment and Crew Dashboards with multi-job Gantt views, and direct labor PO generation from the Crew Call. Crew assignments connect to job profitability so labor costs are visible alongside gear and sub-rental costs. **Does Flex integrate with QuickBooks?** Yes. QuickBooks integration is available as a $50 per month add-on and is provided using the Intuit Web Connector Kit. The integration supports quotes, invoices, payments, credit memos, sub-rentals, and purchase orders. Payments sent from Flex to QuickBooks are applied to their corresponding invoice automatically. ### Ready to meet your ambitions? See how Flex can help your team manage every event from quote to load-out, in one connected system. [Get Started](https://www.flexrentalsolutions.com/request-demo/) This website uses cookies to ensure you get the best experience on this website Got it! ## All-In-One Event Rental Management Software Source: https://www.flexrentalsolutions.com/all-in-one-event-rental-management-software/ ## The Operating System of Choice for Ambitious Event Operators ### Complete Control. Confident Growth. ### Flex is what serious operators graduate to when "good enough" isn't good enough anymore. #### When complexity starts to hurt, this is where you go next. [Start Free Trial](https://www.flexrentalsolutions.com/request-demo/) [Book a Demo](https://www.flexrentalsolutions.com/request-demo/) ### Flex Delivers More When you’re scaling from 10 to 100 employees, managing equipment across multiple locations, or powering events where failure isn’t an option — you need infrastructure that matches your ambition. Flex is what serious operators graduate to when “good enough” isn’t good enough anymore. Because at a certain point, what got you here starts breaking what comes next. #### MORE CONTROL See everything. Manage everything. When you’re juggling multiple jobs, teams, and locations, visibility is everything. Flex gives you full operational control, in real time. - Live inventory across all jobs - Job-to-job transfers that work - Multi-location sync - Package and kit management - RFID and barcode scanning 85% of prospects name control as their biggest gap. This is where most systems fail — and where Flex earned its reputation. If you don’t know where your assets are, you don’t have a system — you have a liability. #### MORE GROWTH Scale without limits. Whether you’re adding locations, expanding your team, or supporting larger clients, Flex grows with you — without forcing you to rebuild your system along the way. - Unlimited users included - Multi-location capabilities - Enterprise-ready architecture - API for custom needs - International operations Customers grow from one warehouse to ten — across multiple countries — without switching platforms. No rebuilds. No replatforming. No starting over. #### MORE FLEXIBILITY Works the way you work. Flex adapts to your workflows, your tools, and your evolution as a business. You shouldn’t have to change your operation to fit your software. - QuickBooks integration - DocuSign for signatures - Flex Payments processing - Custom workflows - Configurable permissions 50% of customers stay 10+ years as we evolve with them. Your business changes. Your system should keep up. [Explore All Features](https://www.flexrentalsolutions.com/event-rental-software-features/) ### Control, Growth, & Flexibility... Unlocks outcomes that change your business. #### OUTCOMES — MORE TIME What used to take hours takes minutes.One system replaces five tools.No more hunting for information. Automated workflows give you hours back every week. #### OUTCOMES — MORE MONEY Stop losing $50K+ to preventable mistakes. No more double-bookings. Track every asset. Prevent loss. Protect your margins with accurate costing. #### OUTCOMES — MORE CONFIDENCE Complete operational peace of mind. Know where everything is. No 2 AM gear panic. Trust your team has what they need — before they need it. “It has literally changed my life. I just don’t know how we did it before.” #### Mike D'Eri CEO, Pynx Productions “We were just winging it every day. Now we know exactly what we can handle.” #### Jose Cantu President, Accurate Staging “Flex is the lynchpin that holds our company together. It’s our Bible. We couldn’t move at the speeds we do without it.” #### Michele Cogan Inventory Manager, All Access ### Exceeding the Highest Standards #### Industry Built not generic software Created backstage by people who lived your challenges. We didn’t adapt rental software for events — we built event software for rental operations.  #### Proven not polished 15+ years powering the highest-stakes productions on earth. When reliability matters more than UI gloss, pros choose Flex. #### Investment not cost Flex costs more upfront. But maximizing gear, gaining margins, and growing your business pays for itself. #### Capability not compromise Easy software is for simple businesses. Yours isn’t. We make industrial-strength capabilities learnable through training and support, not by dumbing them down. ### Is Flex Right for You? Flex is right when your ambitions are ready for their close up. ### Flex is a fit if you: - 500+ assets across multiple jobs - Run multi-user, multi-location operations - Are ready to maximize your revenue - You've outgrown your current software - Need infrastructure that will scale for years ### You Might Not Be Ready If: - You only need basic asset tracking - 1-2 person operation - Budget ceiling under $300/month - Looking for the "easiest" option - First year in business #### Small Operation, Big Ambitions? Most 1-2 person shops start with an “easy” solution and migrate to Flex later. But if you’re planning 10+ employees in 18 months **Flex is the only platform that will meet your ambitions.** Let’s talk about your growth trajectory Contact Us ### Pricing Plans from $510/month. Unlimited users. Always free support. Always a 30-day free trial. [See Pricing](https://www.flexrentalsolutions.com/flex-rental-solutions/plan-pricing/) #### Where Ambition Meets Scale Flex customers work on the planet’s biggest tours, the world’s marquee sporting events, and the most-watched awards shows. When they need to do their best work, they rely on Flex. “No other software is as flexible, and when you’re not flexible, you’re not scalable.” — Arteen Kharrat, CEO AMP’D Entertainment “No other software is as flexible, and when you’re not flexible, you’re not scalable.” — Arteen Kharrat, CEO AMP’D Entertainment Event Companies 0 + trust Flex every day Assets Tracked 0 M+ without spreadsheets Scans 0 M+ tracking assets ### How AV Productions manages a massive operation and plans for national expansion [Read More](https://www.flexrentalsolutions.com/av-productions-customer-spotlight/) ### How AV Productions manages a massive operation and plans for national expansion [Read More](https://www.flexrentalsolutions.com/av-productions-customer-spotlight/) ### Best-in-Class Support & Onboarding #### Free Support [Unlimited support](https://www.flexrentalsolutions.com/free-support/), [help center](https://helpcenter.flexrentalsolutions.com/hc/en-us), webinars, and [community](https://helpcenter.flexrentalsolutions.com/hc/en-us/community/topics). #### Free Onboarding Accelerate your success with a dedicated onboarding specialist. #### Learn at Your Pace [Flex U](https://www.flexrentalsolutions.com/get-flexable/), video guides, and [custom training](https://www.flexrentalsolutions.com/flex-support/flex-training/) whenever you need it. ### Built Backstage Flex was built backstage by event pros who were tired of juggling spreadsheets and outdated tools. We built what we wished we had. And today it powers the industry’s most ambitious companies and the world’s biggest events. ### Ready to meet your ambitions? No per-user fees. Built for scale. [Start Your 30-Day Free Trial](https://www.flexrentalsolutions.com/request-demo/) [Schedule a Demo](https://www.flexrentalsolutions.com/request-demo/) This website uses cookies to ensure you get the best experience on this website Got it! ## Equipment Rental Software Source: https://www.flexrentalsolutions.com/equipment-rental-software/ ## Equipment Rental Software ### One underlying platform, three configurations, built for how your operation actually uses equipment. [Get Started](https://www.flexrentalsolutions.com/request-demo/) Equipment rental software is a platform that manages the operational reality of organizations that work with physical equipment: inventory tracking, real-time availability, scanning, contracts, scheduling, and logistics. The category serves two distinct audiences. The first is rental companies that rent equipment out to customers. The second is in-house teams that manage equipment owned by their own organization. The right platform depends on which side of that line you are on, and how much of the financial and sales layer you need on top of inventory. Flex serves both audiences through three configurations of the same underlying platform. Pick the one that matches what you actually do. ### Flex Rental Solutions **For rental companies that rent equipment out to customers.** Inventory plus availability plus the full financial and sales layer: branded quoting and contracts, real-time job-based reservations, sub-rental purchase orders, crew scheduling, integrated invoicing and payments, and accounting workflows. Built for event, AV, lighting, staging, production, and full-service event rental operators handling simultaneous jobs across multiple warehouses. Customers include the production companies behind Super Bowl halftime shows, Grammy Awards productions, and arena tours, alongside 1,000+ regional and national rental operators. [See Flex Rental Solutions for event rental operators](https://www.flexrentalsolutions.com/event-rental-software/) ### Flex Gear Tracking Solutions **For in-house teams that manage equipment owned by their own organization.** Inventory plus a real availability engine. The moment an in-house operation outgrows a spreadsheet is the moment someone needs to know what is available, where, on which date, across simultaneous bookings or uses. Spreadsheets break at that question. Flex Gear Tracking Solutions answers it in real time across every site, every kit, every container, every serialized unit. Simple asset control, contact and location management, pull sheets, maintenance tracking, and task management round out the platform, with barcode and RFID scanning support across multiple sites. Customers include Monster Energy (managing event operations across all of its brands from a central warehouse), Hardin-Simmons University (university media services), plus operations across hospitality, event centers, manufacturing, technology, and broadcast. [See Flex Gear Tracking Solutions for in-house teams](https://www.flexrentalsolutions.com/event-rental-software-features/flex-gts/) ### Flex Asset Solutions **For enterprise asset management of fixed assets.** Focused asset inventory tracking for organizations managing their own long-term fixed assets: machinery, equipment, tools, furniture, and devices. Used by enterprises in construction, oil and gas, energy, manufacturing, healthcare, and education to maintain real-time visibility into the location and condition of fixed assets, optimize utilization, and lower maintenance costs. [See Flex Asset Solutions for enterprise asset management](https://www.flexrentalsolutions.com/event-rental-software-features/flex-asset-solutions/) ### One Platform Underneath The three Flex configurations share the same underlying platform. The same inventory engine, the same scanning and warehouse workflows, the same kit and container modeling, the same multi-location architecture, the same support team, and the same Flex U training library back every configuration. The differences are in what financial and sales functionality is layered on top. Organizations that start with one configuration can move to another as their operation evolves. The data, structure, and workflows carry forward. A growing in-house team that begins billing clients for equipment use can graduate from Flex Gear Tracking Solutions to Flex Rental Solutions without changing platforms. ### Built for Operators Flex was built by operators who were tired of juggling spreadsheets and outdated tools. We built what we wished we had. Today the platform powers rental companies running the world’s biggest events, in-house teams managing equipment across universities and enterprise operations, and asset programs running across plants, warehouses, and worksites. Same platform, configured for what each operation actually does. ### Frequently Asked Questions **What is equipment rental software?** Equipment rental software is a platform that manages the operational reality of organizations that work with physical equipment: inventory tracking, availability, scanning, contracts, scheduling, and logistics. The category serves two distinct audiences. The first is rental companies that rent equipment out to customers (events, AV, party, construction, heavy machinery). The second is in-house teams that manage equipment owned by their own organization (universities, hospitality groups, broadcast operations, manufacturers). The right platform depends on which side of that line you are on. **What is the difference between Flex Rental Solutions, Flex Gear Tracking Solutions, and Flex Asset Solutions?** All three run on the same underlying platform, but each is configured for a different operational reality. Flex Rental Solutions is the flagship: inventory management plus availability plus the financial and sales layer for rental companies that quote, book, and bill clients. Flex Gear Tracking Solutions is for in-house teams that need inventory plus availability for tracking equipment across their own operation, without the financial and sales layer. Flex Asset Solutions is the simplest configuration, focused on inventory tracking for enterprise asset management. You pick the configuration that matches what you actually do. **Which Flex product do I need?** If you rent equipment out to customers for events, AV, lighting, staging, production, or related work, you need Flex Rental Solutions. If your team manages equipment that your own organization owns (a university media services team tracking gear across campus, a hospitality group managing AV across venues, a broadcast operation tracking studio assets, a manufacturer tracking tools across plants) you need Flex Gear Tracking Solutions. If you need a focused asset inventory system for enterprise fixed-asset management across construction, oil and gas, manufacturing, healthcare, or education, Flex Asset Solutions is the right fit. **Does Flex equipment rental software handle multiple warehouses or locations?** Yes. All three Flex configurations provide unified inventory visibility across every warehouse, venue, campus, plant, or location in a single system. Availability is calculated by date range across all locations, not just stock counts at a single site. Transfer workflows track equipment movement between locations with scanning confirmation. Every team member, in every location, works from the same live data. **How does Flex pricing work across the three product lines?** Each product line is priced for its scope. Flex Rental Solutions starts at $510 per month (inventory plus availability plus the full financial and sales layer). Flex Gear Tracking Solutions starts at $260 per month (inventory plus availability for in-house operations). Flex Asset Solutions starts at $100 per month (inventory tracking for enterprise asset management). All three include a 30-day free trial, complimentary onboarding training, and unlimited email support. Flex costs more upfront than starter tools. But for organizations that view their operating platform as an investment, not a cost, the platform pays for itself through gear utilization, margin gains, and operational scale. **Can I start with one Flex product and move to another later?** Yes. Because all three products share the same underlying platform, an organization can start with the configuration that matches today’s operational reality and move to a different configuration as the operation evolves. A growing in-house team that begins billing clients for equipment use can graduate from Flex Gear Tracking Solutions to Flex Rental Solutions without changing platforms. The data, structure, and workflows carry forward. ### Not Sure Which Flex Is Right for You? Schedule a demo. Tell us how your operation uses equipment, and we will point you to the configuration that matches what you actually do. [Get Started](https://www.flexrentalsolutions.com/request-demo/) This website uses cookies to ensure you get the best experience on this website Got it! ## AV Rental & Inventory Management Software Source: https://www.flexrentalsolutions.com/av-rental-software/ ## AV Rental and Inventory Management Software, Built for Live Events AV rental and inventory management software is one platform that runs both sides of an AV rental operation: the inventory itself (every serialized item, kit, and cable across warehouses) and the rental cycle that moves it (quoting, date-range availability, reservations, warehouse prep, scanning, and billing). An inventory system tells you what you own. Flex tells you what you can commit to a client on a specific date, accounting for everything already reserved, out on a job, or in repair, and then runs that job end to end. Purpose-built for AV, lighting, staging, and video rental companies. 1,000+ operations trust Flex to run their most demanding productions. [Start Your Free Trial](https://www.flexrentalsolutions.com/flex-asset-solutions/request-demo/) ### Built for the Way AV Rental Companies Actually Work Flex is purpose-built for AV, lighting, staging, and video rental companies. Manage your full inventory across jobs, warehouses, and crews — from individual cables to full production rigs. When a show is on the line, you need software that was built backstage, not adapted from generic asset management tools. Whether you’re running a two-person AV shop or managing 50 crew across multiple warehouses, Flex scales with your operation — and grows with your ambition. ### The Full AV Rental Cycle, in One System Flex runs the complete rental cycle in a single connected system. See the [full feature set built for event rental](https://www.flexrentalsolutions.com/event-rental-software-features/) — inventory, sales and quoting, warehouse logistics, and invoicing — all in one platform. **Quote and Proposal:** Build a quote with real-time availability for the client’s specific date range. Proposals include gear, labor, and delivery. Clients sign digitally. The reservation locks immediately. **Reservation and Availability:** Once confirmed, gear is reserved and removed from the available pool for that date range. No spreadsheet to update, no double-booking risk. Any team member quoting a second job sees accurate availability in real time. **Warehouse Prep and Scanning:** Staff scan every item against the job’s packing list before the truck leaves. Barcode, QR, or RFID: the system flags anything missing before it ships. **Sub-Rental Management:** When a job has a gear shortage, Flex generates a vendor Rental PO from a pre-configured subrental supplier in a couple of clicks. Sub-rental quantities flow into your availability alongside owned inventory so job costing stays accurate. **Return and Billing:** Gear scanned on return against the original check-out list. Missing items flagged immediately. Invoicing pulls directly from the job record. No re-entry, no reconciliation. ### Inventory vs. Rental: Why the Distinction Matters The distinction matters. An inventory system tells you what you own. AV rental software tells you what you can commit to a client on a specific date, accounting for everything already reserved, out on a job, or in repair, and then manages every step from that commitment through payment. Most AV rental companies stitch together a CRM for leads, a quoting tool for proposals, a spreadsheet for availability, and a separate system for warehouse ops. The gaps between those tools are where revenue leaks: double-bookings, missed invoices, gear that walks out and does not come back. ### Who Uses Flex: - AV & Lighting Rental: Companies that rent AV, lighting, and staging gear for live events, concerts, and corporate productions. - Video & Broadcast Production: Production companies managing cameras, lenses, grip, and broadcast equipment across multiple projects. - Staging & Scenic: Companies building and renting stages, trussing, and scenic elements who need to track thousands of components. - Event Production Companies: Full-service event companies managing AV, lighting, staging, and crew under one roof. ### Complete Control Over Every Piece of Gear - Real-Time Inventory Tracking: Know exactly where every cable, fixture, and rack is at all times, across every job and warehouse. - Job-Based Scheduling: See what’s available, what’s out on a job, and what’s coming back without calling around. - Loss Prevention: RFID and barcode scanning means nothing walks out the door unaccounted for. - Maintenance & Repairs: Log service history, flag broken gear, and pull items from inventory automatically during repairs. - Profitability Tracking: See true job costs, utilization rates, and margins across every project. ### What Makes Flex Different from General Rental Software Flex is not a general-purpose rental platform adapted for AV. It was built specifically for companies that rent AV, lighting, staging, and video production equipment. Serialized asset tracking, RFID scanning, maintenance workflows, and multi-warehouse visibility are built into the same platform as the rental cycle, not bolted together from separate tools. For companies at touring and arena scale, see our [production rental software](https://www.flexrentalsolutions.com/production-rental-software/) page. For the broader event rental cycle across AV, lighting, tenting, and mixed gear, see [every event rental software feature in Flex](https://www.flexrentalsolutions.com/event-rental-software-features/). [See how quoting and proposals work in Flex](https://www.flexrentalsolutions.com/event-rental-software-features/event-rental-sales-quoting/) [Explore reservations and availability in Flex](https://www.flexrentalsolutions.com/event-rental-software-features/inventory-management/reservations-availability/) [Learn about integrated payments and invoicing](https://www.flexrentalsolutions.com/event-rental-software-features/billing-invoicing-payments/) [See RFID and barcode scanning in Flex](https://www.flexrentalsolutions.com/flex-rfid-tracking-software/) [See warehouse and logistics features for AV rental companies](https://www.flexrentalsolutions.com/event-rental-software-features/warehouse-logistics/) ### What You Get When Your Inventory Is Under Control When 1,000+ rental companies moved to Flex, here’s what changed: - More Time: What used to take hours takes minutes. Replace five tools with one system; quoting, inventory, warehouse, crew, and payments in one place. - More Confidence: No more 2 AM panic about missing gear. Know what you have, where it is, and what’s available for the next job. - More Money: Identify underutilized assets, reduce losses, and see true job margins so every decision is backed by data, not gut feel. - Operational Peace of Mind: With everything monitored and aligned, you can trust your team to execute without you checking in on every detail. [Free Trial](https://www.flexrentalsolutions.com/request-demo/?utm_source=asset-pricing) ### Up and Running in Days, Not Months - Onboarding: Your dedicated onboarding specialist configures Flex to match your workflows. Free for every new customer. - Data Migration: Our team migrates your existing inventory, contacts, and RFID data. No starting from scratch. - Training: 4 free training sessions included with each trial. Plus Flex U, video guides, and live webinars get your team up to speed fast. - Go Live: Start quoting, tracking, and managing jobs from day one: with real support behind you, not a chatbot. ### Why Serious Rental Companies Choose Flex - Industry Built, Not Adapted: Chris Stein built Flex backstage during a 20-year pro AV career. We didn’t adapt generic rental software: we built event software from the ground up. - Proven Under Pressure: 15+ years powering Super Bowl halftime, Grammy Awards, and sold-out arena tours. 250M+ assets scanned. When stakes are high, pros choose Flex. - No Per-User Fees: Add your whole team without watching the bill climb. Flex is built to scale, not to nickel-and-dime growth. - 50% of Customers Stay 10+ Years: We’re not a stepping stone. We’re the platform ambitious operators grow into and stay on. - Real Support, Not a Chatbot: Unlimited support, dedicated onboarding, Flex U training library, and a team that knows your industry. - Integrates With Your Stack: QuickBooks, DocuSign, Flex Payments, RFID systems, and more. Works the way you already work. ### What AV & Rental Professionals Say About Flex #### “It has literally changed my life. I just don’t know how we did it before.” ### Mike D’Eri CEO, Pynx Productions[Read More](https://www.flexrentalsolutions.com/customer-spotlight-pynx-productions/) ### Everything You Need to Get the Most Out of Flex Free onboarding, unlimited support, and a training library built for rental companies: included with every subscription. ### Ready to Run Your AV Operation the Way the Best in the Industry Do? Flex is what ambitious AV, lighting, staging, and video rental companies graduate to when spreadsheets and workarounds stop cutting it. Join 1,000+ companies that trust Flex to run their most demanding productions. By choosing Flex, you invest in a powerful tool that streamlines your AV inventory operations. Our comprehensive features, combined with our expert support, make Flex the ideal solution for businesses of all sizes. Ready to experience the benefits of Flex firsthand? [Schedule a demo](https://www.flexrentalsolutions.com/request-demo/) and discover how our software can transform your AV equipment inventory management. [](https://www.flexrentalsolutions.com/request-demo/) ### Frequently Asked Questions For companies focused on live event production, touring shows, and large technical crews, see our [production rental software](https://www.flexrentalsolutions.com/production-rental-software/) page. For the full feature set across inventory, sales, warehouse, and payments, see [every event rental software feature in Flex](https://www.flexrentalsolutions.com/event-rental-software-features/). **What is AV inventory management software?** AV inventory management software is a platform that tracks, organizes, and controls audiovisual equipment throughout its lifecycle — from warehouse storage through job deployment, scanning, return, and maintenance. For rental companies, it replaces spreadsheets by giving you real-time visibility into what gear you own, where it is, what condition it’s in, and whether it’s available for upcoming jobs across all warehouses simultaneously. **What are the core components of AV inventory management?** The core components are: real-time availability tracking (knowing what gear is available for a specific date range across all active jobs), asset tagging and scanning (using barcodes, QR codes, or RFID to tie physical equipment to digital records), kit and container management (tracking grouped items that check out and return together), maintenance and repair tracking (flagging gear for service and pulling it from the available pool during repairs), and multi-location visibility (unified inventory view across all warehouses and active job sites). **How is AV inventory management software different from general asset management tools?** AV rental inventory has three requirements that general asset management tools don’t handle: equipment is rented and returned (not sold), it moves between multiple jobs simultaneously, and individual serialized units matter because each has its own maintenance history. General tools built for retail or IT asset tracking don’t calculate date-range availability, manage job-based reservations, or support the scanning workflows that AV warehouse operations require. **What scanning technology works best for AV inventory — barcode, QR, or RFID?** All three work in Flex. Most AV rental companies start with barcodes or QR codes for core tracking, then add RFID for high-throughput areas like loading docks and truck manifests. RFID can read hundreds of tags per second — a full truckload in seconds rather than minutes — which delivers significant ROI for high-volume operations. Flex supports all three methods in a single platform. **How does Flex handle kit packaging, accessories, and the decision of what to serialize vs. track in bulk?** Flex models gear at three levels. Serialized assets are individual units with their own service history (consoles, amplifiers, anything calibrated or repaired). Bulk items are tracked by count rather than serial (cables, gels, consumables). Kits are packaged groups that move together as a unit (a wireless mic kit, a corner of speakers, a complete projector package). Each level has its own labeling, prep, and return workflows. Most rental companies serialize anything over a few thousand dollars, anything with calibration history, and anything that gets repaired; everything else is bulk-tracked or rolled into kits. The structure adapts to how your warehouse already operates rather than imposing a model from outside. **Does Flex create duplicate items when gear moves to a job?** No. In Flex a serialized piece of gear is one record with one barcode for its entire life. Putting it on a Pull Sheet and scanning it onto a job changes its status and location, it does not create a second copy. The same barcode follows the item from the warehouse to the truck to the job and back, so your counts stay accurate instead of multiplying every time gear moves. **Can warehouse crew scan gear out quickly without specialized training?** Yes. Crew scan the unique barcode on each serialized unit, or the model barcode and a quantity for non-serialized items, and each scan is assigned to the Manifest for the job being prepped. You can use a Bluetooth scanner, the mobile app camera, or manual entry, so getting gear out the door does not depend on knowing every SKU by heart. **Can AV inventory management software track gear across multiple warehouses?** Yes. Flex provides unified inventory visibility across all warehouses and locations in a single system. Availability is calculated by job date range across all locations — not just stock count at a single warehouse. Transfer workflows track gear movement between locations with scanning confirmation at both ends, and every team member works from the same live data. **How does Flex AV inventory management software support rental operations specifically?** Flex is built around jobs, not just stock counts. When equipment is reserved for a job, it’s removed from the available pool for that date range — preventing double-booking across simultaneous productions. Gear is tracked from warehouse pick through truck loading, venue deployment, and return via barcode or RFID scan. Sub-rental workflows manage equipment rented from outside vendors to fill shortages. Every action creates an audit trail tied to the specific job, not just the item. **Can I see job profitability when I sub-rent gear I do not own?** Yes. When you are short on an item, Flex resolves the shortage by generating a sub-rental purchase order, and that cost stays attached to the job. Because Flex tracks both price and cost on the job, you can see margin per project, including the gear you sub-rented, instead of guessing at profitability after the fact. **Does Flex handle crew scheduling, or just equipment?** Both, though crew scheduling spans the core product and a paid add-on. In core Flex you assign crew and labor roles to the same jobs as your gear using Crew Calls, and labor cost is tracked on the job alongside equipment. The automated staffing workflow, sending availability inquiries, issuing job offers, generating daily call sheets, and creating labor purchase orders, is Flex StaffingPlus, a paid add-on. So core Flex keeps staffing and inventory in one system, and you add StaffingPlus when you want to automate sourcing and confirmations. **What makes AV inventory management software different from audio visual asset management tools?** AV inventory management software is built for rental operations — equipment that moves between jobs, warehouses, and venues continuously. Audio visual asset management tools are typically built for fixed assets that stay in one location (corporate IT equipment, broadcast studio gear). Rental inventory requires date-range availability calculations, job-based reservations, serialized unit tracking across simultaneous productions, and return workflows. These are fundamentally different requirements from tracking fixed assets. **What support is included with Flex?** Every Flex subscription includes a dedicated onboarding specialist, free data migration, unlimited support (real humans, not chatbots), access to Flex U training library, live webinars, and an active user community. 50% of our customers have been with us for 10+ years — that’s not an accident. **Is AV rental software different from AV inventory management software?** They solve adjacent problems. AV inventory management software tracks and controls the gear: what you own, where it is, its condition, and what is available on a given date. AV rental software runs the business cycle around that gear: quoting, reservations, warehouse prep, scanning, return, and billing. Flex combines both in one platform, so the inventory layer and the rental cycle share the same live data instead of being stitched together from separate tools. **What should AV rental software include?** At a minimum it should handle date-range availability rather than simple stock count, job-based quoting and reservations, barcode or RFID scanning for pick, pack, load, and return, sub-rental handling for gear shortages, multi-warehouse visibility, and billing that pulls directly from the job record. Flex covers all of these in a single platform built specifically for AV, lighting, and staging rental operations. **Related reading:** [What is AV inventory management?](https://www.flexrentalsolutions.com/what-is-av-inventory-management/) · [6 AV inventory challenges solved](https://www.flexrentalsolutions.com/av-inventory-management-challenges/) · [Managing AV inventory across multiple warehouses](https://www.flexrentalsolutions.com/av-inventory-management-multiple-warehouses/) · [AV equipment tracking: barcode vs QR vs RFID](https://www.flexrentalsolutions.com/av-equipment-tracking-barcode-qr-rfid/) ### Need additional support? Our team is ready to assist with batch imports and provide expert guidance. Contact us at [sales@flexrentalsolutions.com](sales@flexrentalsolutions.com) or [801-420-1706 x 1](tel:801-420-1706 x 1) This website uses cookies to ensure you get the best experience on this website Got it! ## Production Rental Software for Live Events and Tours Source: https://www.flexrentalsolutions.com/production-rental-software/ ## Production Rental Software for Live Events and Tours ### Manage touring productions, regional warehouses, and large technical crews in one platform built for the pressure of live production. [Get Started](https://www.flexrentalsolutions.com/request-demo/) Production rental software is a platform built for live event production companies that manage AV, lighting, staging, and technical equipment across touring shows, concerts, awards productions, and large-scale corporate events. Unlike general event rental tools, production rental software handles the complexity of high-volume serialized inventory moving across multiple simultaneous productions, regional warehouse operations, and large technical crews, where a missed item or scheduling error has immediate on-stage consequences. The distinction from general rental software is operational scale and tempo. A production company running three simultaneous arena tours, regional warehouse ops, and a crew of 50 needs software that was built for that reality, not adapted from a tool designed for simpler operations. ### Built for the Operational Reality of Live Production Live event production has requirements that general rental software does not address. Equipment moves between simultaneous productions across multiple cities. Serialized gear has its own maintenance history and failure rate. Crew scheduling is tied directly to specific jobs and gear prep. And everything has to be right before the truck leaves, because there is no fixing it once the show starts. **Tour and Multi-Show Inventory Management:** Track serialized inventory across multiple simultaneous productions in real time. When gear is committed to a touring show, it is locked from the available pool across all locations. No double-booking, no calls to the warehouse to check availability. **Regional Warehouse Operations:** Unified inventory across all your warehouse locations in a single system. Transfer gear between regional locations with scan confirmation at both ends. Every team member, in every city, works from the same live data. **Crew and Labor Coordination:** Schedule crew against specific jobs, manage call times, and coordinate labor across productions simultaneously. Crew availability is managed alongside gear availability, not in a separate system. **Trucking and Transportation:** Plan and track trucking logistics alongside the job. Load manifests, truck assignments, and departure schedules connected to the production record. **RFID for High-Volume Operations:** At production scale, manual scanning of every item is too slow. [RFID readers](https://www.flexrentalsolutions.com/flex-rfid-tracking-software/) scan entire truck loads in seconds. Gear is verified against the job manifest before the truck rolls, and checked back in on return at the speed production operations require. ### The Stakes Are Different at Production Scale For a corporate AV rental company, a missing cable is a problem. For a production company running an arena tour, it can stop a show. Production rental software is built with that operational pressure in mind. **Serialized Tracking at Scale:** Every item in your inventory has its own record: maintenance history, scan log, condition rating, and depreciation schedule. At production scale, thousands of items moving across dozens of shows, serialized tracking is the only way to know what you actually have and what condition it is actually in. **Pre-Show Verification:** Before any gear leaves the warehouse, staff scan every item against the job’s packing list. Barcode, QR, or RFID: the system flags anything missing or substituted before the truck is loaded. The show floor is not where you discover a shortage. **Post-Show Return and Accountability:** When gear comes back from a tour leg or production, it is scanned against the original check-out list. Missing items are identified immediately. Damage is logged against the job. The next production starts with accurate inventory. ### Ready to See Flex in Action? [Book a Demo](https://www.flexrentalsolutions.com/request-demo/) ### What Makes Flex Different from General Rental Software Flex is not adapted from general inventory or event rental software. It was built specifically for companies that manage AV, lighting, staging, and video production equipment at scale. For companies that need depth on the inventory control side, serialized asset tracking, RFID scanning, maintenance workflows, and multi-warehouse visibility are covered on the [AV inventory management software](https://www.flexrentalsolutions.com/av-inventory-management-software/) page. For the full rental business cycle, quoting through billing, see our [AV rental software](https://www.flexrentalsolutions.com/av-inventory-management-software/) page. For the broader event rental cycle across mixed gear, lighting, staging, and tenting, see our [event rental software](https://www.flexrentalsolutions.com/event-rental-software/) page. For the full feature set across inventory, sales, warehouse, and payments, see [every event rental software feature in Flex](https://www.flexrentalsolutions.com/event-rental-software-features/). All of it is built together in Flex, not bolted together from separate tools. [See how RFID scanning works at production scale](https://www.flexrentalsolutions.com/flex-rfid-tracking-software/) [Explore crew and labor scheduling in Flex](https://www.flexrentalsolutions.com/flex-staffingplus/) [See warehouse and logistics features for production companies](https://www.flexrentalsolutions.com/event-rental-software-features/warehouse-logistics/) [See inventory management for production companies](https://www.flexrentalsolutions.com/event-rental-software-features/inventory-management/) ### Proven at the Highest Level of Live Production 1,000+ rental companies run their operations on Flex. The companies managing Super Bowl productions, Grammy Awards, and arena tours run on Flex, not because it was marketed to them, but because it was built by people who came from production. Flex was built backstage by event pros who needed software that could keep up with the pace, the scale, and the pressure of live production. ### Frequently Asked Questions **What is production rental software?** Production rental software is a platform built for live event production companies managing AV, lighting, staging, and technical equipment across touring shows, concerts, and large-scale events. It differs from general rental tools in that it handles simultaneous multi-show inventory, serialized asset tracking at scale, crew coordination, and the operational tempo of live production. **How is production rental software different from event rental software or AV rental software?** Event rental software manages the broader rental business cycle for any company renting equipment for events. AV rental software manages the full workflow for AV rental companies, from quoting through billing. Production rental software is built for the scale and complexity of live event production: multiple simultaneous touring productions, regional warehouse operations, large technical crews, and high-volume serialized inventory where a single missing item can stop a show. **Does production rental software support RFID scanning?** Yes. Flex supports RFID scanning alongside barcode and QR code scanning. At production scale, large truck loads, high item counts, and fast turnaround between show legs, RFID readers scan entire manifests in seconds rather than minutes. **Can production rental software handle multi-city or touring operations?** Flex is built for multi-location operations. Inventory is unified across all warehouse locations in a single system. Gear committed to a touring production is locked from the available pool across all locations in real time. Transfer workflows track gear movement between regional warehouses with scan confirmation at both ends. **How does Flex handle crew scheduling for production companies?** Flex includes crew and labor scheduling connected directly to the job record. Schedule crew against specific productions, manage call times, and coordinate labor across simultaneous shows. Crew availability is managed alongside gear availability in the same system. ### Built Backstage Flex was built backstage by event pros who were tired of juggling spreadsheets and outdated tools. We built what we wished we had. And today it powers the industry’s most ambitious companies and the world’s biggest events. ### Ready to meet your ambitions? No per-user fees. Built for scale. [Start Your 30-Day Free Trial](https://www.flexrentalsolutions.com/request-demo/) [Schedule a Demo](https://www.flexrentalsolutions.com/request-demo/) This website uses cookies to ensure you get the best experience on this website Got it! ## AV Rental & Inventory Management Software Source: https://www.flexrentalsolutions.com/av-inventory-management-software/ ## AV Rental and Inventory Management Software, Built for Live Events AV rental and inventory management software is one platform that runs both sides of an AV rental operation: the inventory itself (every serialized item, kit, and cable across warehouses) and the rental cycle that moves it (quoting, date-range availability, reservations, warehouse prep, scanning, and billing). An inventory system tells you what you own. Flex tells you what you can commit to a client on a specific date, accounting for everything already reserved, out on a job, or in repair, and then runs that job end to end. Purpose-built for AV, lighting, staging, and video rental companies. 1,000+ operations trust Flex to run their most demanding productions. [Start Your Free Trial](https://www.flexrentalsolutions.com/flex-asset-solutions/request-demo/) ### Built for the Way AV Rental Companies Actually Work Flex is purpose-built for AV, lighting, staging, and video rental companies. Manage your full inventory across jobs, warehouses, and crews — from individual cables to full production rigs. When a show is on the line, you need software that was built backstage, not adapted from generic asset management tools. Whether you’re running a two-person AV shop or managing 50 crew across multiple warehouses, Flex scales with your operation — and grows with your ambition. ### The Full AV Rental Cycle, in One System Flex runs the complete rental cycle in a single connected system. See the [full feature set built for event rental](https://www.flexrentalsolutions.com/event-rental-software-features/) — inventory, sales and quoting, warehouse logistics, and invoicing — all in one platform. **Quote and Proposal:** Build a quote with real-time availability for the client’s specific date range. Proposals include gear, labor, and delivery. Clients sign digitally. The reservation locks immediately. **Reservation and Availability:** Once confirmed, gear is reserved and removed from the available pool for that date range. No spreadsheet to update, no double-booking risk. Any team member quoting a second job sees accurate availability in real time. **Warehouse Prep and Scanning:** Staff scan every item against the job’s packing list before the truck leaves. Barcode, QR, or RFID: the system flags anything missing before it ships. **Sub-Rental Management:** When a job has a gear shortage, Flex generates a vendor Rental PO from a pre-configured subrental supplier in a couple of clicks. Sub-rental quantities flow into your availability alongside owned inventory so job costing stays accurate. **Return and Billing:** Gear scanned on return against the original check-out list. Missing items flagged immediately. Invoicing pulls directly from the job record. No re-entry, no reconciliation. ### Inventory vs. Rental: Why the Distinction Matters The distinction matters. An inventory system tells you what you own. AV rental software tells you what you can commit to a client on a specific date, accounting for everything already reserved, out on a job, or in repair, and then manages every step from that commitment through payment. Most AV rental companies stitch together a CRM for leads, a quoting tool for proposals, a spreadsheet for availability, and a separate system for warehouse ops. The gaps between those tools are where revenue leaks: double-bookings, missed invoices, gear that walks out and does not come back. ### Who Uses Flex: - AV & Lighting Rental: Companies that rent AV, lighting, and staging gear for live events, concerts, and corporate productions. - Video & Broadcast Production: Production companies managing cameras, lenses, grip, and broadcast equipment across multiple projects. - Staging & Scenic: Companies building and renting stages, trussing, and scenic elements who need to track thousands of components. - Event Production Companies: Full-service event companies managing AV, lighting, staging, and crew under one roof. ### Complete Control Over Every Piece of Gear - Real-Time Inventory Tracking: Know exactly where every cable, fixture, and rack is at all times, across every job and warehouse. - Job-Based Scheduling: See what’s available, what’s out on a job, and what’s coming back without calling around. - Loss Prevention: RFID and barcode scanning means nothing walks out the door unaccounted for. - Maintenance & Repairs: Log service history, flag broken gear, and pull items from inventory automatically during repairs. - Profitability Tracking: See true job costs, utilization rates, and margins across every project. ### What Makes Flex Different from General Rental Software Flex is not a general-purpose rental platform adapted for AV. It was built specifically for companies that rent AV, lighting, staging, and video production equipment. Serialized asset tracking, RFID scanning, maintenance workflows, and multi-warehouse visibility are built into the same platform as the rental cycle, not bolted together from separate tools. For companies at touring and arena scale, see our [production rental software](https://www.flexrentalsolutions.com/production-rental-software/) page. For the broader event rental cycle across AV, lighting, tenting, and mixed gear, see [every event rental software feature in Flex](https://www.flexrentalsolutions.com/event-rental-software-features/). [See how quoting and proposals work in Flex](https://www.flexrentalsolutions.com/event-rental-software-features/event-rental-sales-quoting/) [Explore reservations and availability in Flex](https://www.flexrentalsolutions.com/event-rental-software-features/inventory-management/reservations-availability/) [Learn about integrated payments and invoicing](https://www.flexrentalsolutions.com/event-rental-software-features/billing-invoicing-payments/) [See RFID and barcode scanning in Flex](https://www.flexrentalsolutions.com/flex-rfid-tracking-software/) [See warehouse and logistics features for AV rental companies](https://www.flexrentalsolutions.com/event-rental-software-features/warehouse-logistics/) ### What You Get When Your Inventory Is Under Control When 1,000+ rental companies moved to Flex, here’s what changed: - More Time: What used to take hours takes minutes. Replace five tools with one system; quoting, inventory, warehouse, crew, and payments in one place. - More Confidence: No more 2 AM panic about missing gear. Know what you have, where it is, and what’s available for the next job. - More Money: Identify underutilized assets, reduce losses, and see true job margins so every decision is backed by data, not gut feel. - Operational Peace of Mind: With everything monitored and aligned, you can trust your team to execute without you checking in on every detail. [Free Trial](https://www.flexrentalsolutions.com/request-demo/?utm_source=asset-pricing) ### Up and Running in Days, Not Months - Onboarding: Your dedicated onboarding specialist configures Flex to match your workflows. Free for every new customer. - Data Migration: Our team migrates your existing inventory, contacts, and RFID data. No starting from scratch. - Training: 4 free training sessions included with each trial. Plus Flex U, video guides, and live webinars get your team up to speed fast. - Go Live: Start quoting, tracking, and managing jobs from day one: with real support behind you, not a chatbot. ### Why Serious Rental Companies Choose Flex - Industry Built, Not Adapted: Chris Stein built Flex backstage during a 20-year pro AV career. We didn’t adapt generic rental software: we built event software from the ground up. - Proven Under Pressure: 15+ years powering Super Bowl halftime, Grammy Awards, and sold-out arena tours. 250M+ assets scanned. When stakes are high, pros choose Flex. - No Per-User Fees: Add your whole team without watching the bill climb. Flex is built to scale, not to nickel-and-dime growth. - 50% of Customers Stay 10+ Years: We’re not a stepping stone. We’re the platform ambitious operators grow into and stay on. - Real Support, Not a Chatbot: Unlimited support, dedicated onboarding, Flex U training library, and a team that knows your industry. - Integrates With Your Stack: QuickBooks, DocuSign, Flex Payments, RFID systems, and more. Works the way you already work. ### What AV & Rental Professionals Say About Flex #### “It has literally changed my life. I just don’t know how we did it before.” ### Mike D’Eri CEO, Pynx Productions[Read More](https://www.flexrentalsolutions.com/customer-spotlight-pynx-productions/) ### Everything You Need to Get the Most Out of Flex Free onboarding, unlimited support, and a training library built for rental companies: included with every subscription. ### Ready to Run Your AV Operation the Way the Best in the Industry Do? Flex is what ambitious AV, lighting, staging, and video rental companies graduate to when spreadsheets and workarounds stop cutting it. Join 1,000+ companies that trust Flex to run their most demanding productions. By choosing Flex, you invest in a powerful tool that streamlines your AV inventory operations. Our comprehensive features, combined with our expert support, make Flex the ideal solution for businesses of all sizes. Ready to experience the benefits of Flex firsthand? [Schedule a demo](https://www.flexrentalsolutions.com/request-demo/) and discover how our software can transform your AV equipment inventory management. [](https://www.flexrentalsolutions.com/request-demo/) ### Frequently Asked Questions For companies focused on live event production, touring shows, and large technical crews, see our [production rental software](https://www.flexrentalsolutions.com/production-rental-software/) page. For the full feature set across inventory, sales, warehouse, and payments, see [every event rental software feature in Flex](https://www.flexrentalsolutions.com/event-rental-software-features/). **What is AV inventory management software?** AV inventory management software is a platform that tracks, organizes, and controls audiovisual equipment throughout its lifecycle — from warehouse storage through job deployment, scanning, return, and maintenance. For rental companies, it replaces spreadsheets by giving you real-time visibility into what gear you own, where it is, what condition it’s in, and whether it’s available for upcoming jobs across all warehouses simultaneously. **What are the core components of AV inventory management?** The core components are: real-time availability tracking (knowing what gear is available for a specific date range across all active jobs), asset tagging and scanning (using barcodes, QR codes, or RFID to tie physical equipment to digital records), kit and container management (tracking grouped items that check out and return together), maintenance and repair tracking (flagging gear for service and pulling it from the available pool during repairs), and multi-location visibility (unified inventory view across all warehouses and active job sites). **How is AV inventory management software different from general asset management tools?** AV rental inventory has three requirements that general asset management tools don’t handle: equipment is rented and returned (not sold), it moves between multiple jobs simultaneously, and individual serialized units matter because each has its own maintenance history. General tools built for retail or IT asset tracking don’t calculate date-range availability, manage job-based reservations, or support the scanning workflows that AV warehouse operations require. **What scanning technology works best for AV inventory — barcode, QR, or RFID?** All three work in Flex. Most AV rental companies start with barcodes or QR codes for core tracking, then add RFID for high-throughput areas like loading docks and truck manifests. RFID can read hundreds of tags per second — a full truckload in seconds rather than minutes — which delivers significant ROI for high-volume operations. Flex supports all three methods in a single platform. **How does Flex handle kit packaging, accessories, and the decision of what to serialize vs. track in bulk?** Flex models gear at three levels. Serialized assets are individual units with their own service history (consoles, amplifiers, anything calibrated or repaired). Bulk items are tracked by count rather than serial (cables, gels, consumables). Kits are packaged groups that move together as a unit (a wireless mic kit, a corner of speakers, a complete projector package). Each level has its own labeling, prep, and return workflows. Most rental companies serialize anything over a few thousand dollars, anything with calibration history, and anything that gets repaired; everything else is bulk-tracked or rolled into kits. The structure adapts to how your warehouse already operates rather than imposing a model from outside. **Does Flex create duplicate items when gear moves to a job?** No. In Flex a serialized piece of gear is one record with one barcode for its entire life. Putting it on a Pull Sheet and scanning it onto a job changes its status and location, it does not create a second copy. The same barcode follows the item from the warehouse to the truck to the job and back, so your counts stay accurate instead of multiplying every time gear moves. **Can warehouse crew scan gear out quickly without specialized training?** Yes. Crew scan the unique barcode on each serialized unit, or the model barcode and a quantity for non-serialized items, and each scan is assigned to the Manifest for the job being prepped. You can use a Bluetooth scanner, the mobile app camera, or manual entry, so getting gear out the door does not depend on knowing every SKU by heart. **Can AV inventory management software track gear across multiple warehouses?** Yes. Flex provides unified inventory visibility across all warehouses and locations in a single system. Availability is calculated by job date range across all locations — not just stock count at a single warehouse. Transfer workflows track gear movement between locations with scanning confirmation at both ends, and every team member works from the same live data. **How does Flex AV inventory management software support rental operations specifically?** Flex is built around jobs, not just stock counts. When equipment is reserved for a job, it’s removed from the available pool for that date range — preventing double-booking across simultaneous productions. Gear is tracked from warehouse pick through truck loading, venue deployment, and return via barcode or RFID scan. Sub-rental workflows manage equipment rented from outside vendors to fill shortages. Every action creates an audit trail tied to the specific job, not just the item. **Can I see job profitability when I sub-rent gear I do not own?** Yes. When you are short on an item, Flex resolves the shortage by generating a sub-rental purchase order, and that cost stays attached to the job. Because Flex tracks both price and cost on the job, you can see margin per project, including the gear you sub-rented, instead of guessing at profitability after the fact. **Does Flex handle crew scheduling, or just equipment?** Both, though crew scheduling spans the core product and a paid add-on. In core Flex you assign crew and labor roles to the same jobs as your gear using Crew Calls, and labor cost is tracked on the job alongside equipment. The automated staffing workflow, sending availability inquiries, issuing job offers, generating daily call sheets, and creating labor purchase orders, is Flex StaffingPlus, a paid add-on. So core Flex keeps staffing and inventory in one system, and you add StaffingPlus when you want to automate sourcing and confirmations. **What makes AV inventory management software different from audio visual asset management tools?** AV inventory management software is built for rental operations — equipment that moves between jobs, warehouses, and venues continuously. Audio visual asset management tools are typically built for fixed assets that stay in one location (corporate IT equipment, broadcast studio gear). Rental inventory requires date-range availability calculations, job-based reservations, serialized unit tracking across simultaneous productions, and return workflows. These are fundamentally different requirements from tracking fixed assets. **What support is included with Flex?** Every Flex subscription includes a dedicated onboarding specialist, free data migration, unlimited support (real humans, not chatbots), access to Flex U training library, live webinars, and an active user community. 50% of our customers have been with us for 10+ years — that’s not an accident. **Is AV rental software different from AV inventory management software?** They solve adjacent problems. AV inventory management software tracks and controls the gear: what you own, where it is, its condition, and what is available on a given date. AV rental software runs the business cycle around that gear: quoting, reservations, warehouse prep, scanning, return, and billing. Flex combines both in one platform, so the inventory layer and the rental cycle share the same live data instead of being stitched together from separate tools. **What should AV rental software include?** At a minimum it should handle date-range availability rather than simple stock count, job-based quoting and reservations, barcode or RFID scanning for pick, pack, load, and return, sub-rental handling for gear shortages, multi-warehouse visibility, and billing that pulls directly from the job record. Flex covers all of these in a single platform built specifically for AV, lighting, and staging rental operations. **Related reading:** [What is AV inventory management?](https://www.flexrentalsolutions.com/what-is-av-inventory-management/) · [6 AV inventory challenges solved](https://www.flexrentalsolutions.com/av-inventory-management-challenges/) · [Managing AV inventory across multiple warehouses](https://www.flexrentalsolutions.com/av-inventory-management-multiple-warehouses/) · [AV equipment tracking: barcode vs QR vs RFID](https://www.flexrentalsolutions.com/av-equipment-tracking-barcode-qr-rfid/) ### Need additional support? Our team is ready to assist with batch imports and provide expert guidance. Contact us at [sales@flexrentalsolutions.com](sales@flexrentalsolutions.com) or [801-420-1706 x 1](tel:801-420-1706 x 1) This website uses cookies to ensure you get the best experience on this website Got it! ## Rental Inventory Management Software Source: https://www.flexrentalsolutions.com/rental-inventory-management-software/ ## Rental Inventory Management Software ### Track every serialized item by date-range availability, not just stock count, across jobs and warehouses. Built for event, AV, and production rental. [Get Started](https://www.flexrentalsolutions.com/request-demo/) Rental inventory management software tracks rentable equipment by date-range availability rather than simple stock count. When an item is reserved for a job, it leaves the available pool for those dates, so the next quote or reservation sees the real picture and double-bookings are caught before they become commitments. It manages the full rental lifecycle: reservation, warehouse pick and pack, scan-out, return, and maintenance, with every action tied to a specific job. The distinction from general inventory software is what gets counted. A general tool counts how many of an item you own. Rental inventory management software calculates what is actually free on a specific date, across every active job and warehouse, because the same gear moves between jobs continuously. ### Stock Count Is Not Availability General inventory tools count what you have. Rental operations need to know what is free on a date, across all active jobs and warehouses. A unit can sit physically in the building and still be unavailable because it is committed to a job that loads out tomorrow. That gap between on-hand and available is where double-bookings happen, and closing it is the entire point of rental inventory management software. It is the wedge that separates Flex from generic inventory software, and it is the reason these searches start. ### What Rental Inventory Management Software Should Do At a minimum it should run the full operational cycle, not just hold a stock list: **Date-range availability:** Reserve gear for a specific job window and it leaves the available pool for those dates. The next quote sees the real picture, so double-bookings are caught before they become commitments. **Serialized and bulk tracking:** Track high-value gear as individual serialized units with their own service history, and track cables, consumables, and interchangeable items in bulk by count. **Kits and containers:** Group items that travel together, a wireless mic kit, a rack, a complete projector package, so they quote, pull, and return as one unit. **Barcode and RFID scanning:** Tie physical gear to its digital record with barcode, QR, or RFID. RFID reads full truck loads in seconds for high-volume operations. **Pick lists and pull sheets:** Job-based pull sheets auto-populate from the confirmed reservation, so the warehouse pulls exactly what the job needs. **Maintenance and repair history:** Flag gear for service, log repairs, and pull items from the available pool automatically while they are out of commission. **Sub-rental handling:** When a job runs short, generate a vendor rental PO and track sub-rented quantities alongside owned inventory so job costing stays accurate. **Job-level audit trails:** Every reservation, scan, transfer, and return is tied to a specific job, not just the item, so you can always see where gear went and why. ### Ready to See Flex in Action? [Book a Demo](https://www.flexrentalsolutions.com/request-demo/) ### Built for Event and Production Rental Flex is built for operations running live events, AV, lighting, staging, and production, where gear moves between simultaneous jobs and a missed item means a show problem, not just a reorder. The mechanics of rental inventory are the same across these operations; what changes is the scale and the stakes. For audio-visual rental and inventory in one system, see our [AV rental and inventory management software](https://www.flexrentalsolutions.com/av-inventory-management-software/) page. For touring and arena-scale operations, see our [production rental software](https://www.flexrentalsolutions.com/production-rental-software/) page. Managing fixed or specialized assets alongside rental gear? Flex also covers asset management with [Flex Assets](https://www.flexrentalsolutions.com/event-rental-software-features/flex-asset-solutions/) and vertical asset tracking with [Flex GTS](https://www.flexrentalsolutions.com/event-rental-software-features/flex-gts/). ### Proven Where Rental Operations Run 1,000+ rental companies run their operations on Flex, from two-person shops to the teams behind Super Bowl productions, Grammy Awards, and arena tours. The common thread is gear that moves constantly between jobs and a need to know, at any moment, what is truly available. ### Frequently Asked Questions **What is rental inventory management software?** Rental inventory management software tracks rentable equipment by date-range availability rather than simple stock count. When an item is reserved for a job it leaves the available pool for those dates, so the next quote sees the real picture and double-bookings are caught early. It manages the full lifecycle: reservation, warehouse pick and pack, scan-out, return, and maintenance, with every action tied to a specific job. **How is it different from general inventory software?** General inventory software counts how many of an item you have. Rental inventory management software calculates what is actually free on a specific date, across every active job and warehouse, because the same item moves between jobs continuously. It also handles serialized tracking, kits, scanning, sub-rentals, and job-based pull sheets that general tools were never built for. **Does it handle availability across multiple warehouses?** Yes. Flex gives you unified availability across all locations, calculated by job date range rather than per-warehouse stock count. Transfers between locations are tracked with scan confirmation at both ends, and every team member works from the same live data. ### Ready to meet your ambitions? No per-user fees. Built for scale. [Start Your 30-Day Free Trial](https://www.flexrentalsolutions.com/request-demo/) [Schedule a Demo](https://www.flexrentalsolutions.com/request-demo/) This website uses cookies to ensure you get the best experience on this website Got it! ## Flex Party & Event Rental Software: Inventory, Quotes, & Logistics Source: https://www.flexrentalsolutions.com/party-and-event-rentals/ ## Party and Event Rentals Efficient, reliable, and easy-to-use software for all your AV equipment needs. [Schedule a Demo](https://www.flexrentalsolutions.com/flex-asset-solutions/request-demo/) ### Streamline Your Party and Event Rental Management with Intuitive Software Struggling to maintain an accurate inventory of your audiovisual equipment? Our innovative AV inventory management software is designed to simplify operations and optimize your resources. Whether you’re a facilities manager, IT assets professional, educator, or media producer, our software offers solutions to maximize utilization and minimize losses. ### Industries we serve: ##### Event planning Corporate IT & AV Education Broadcast & media ### All the features you need to succeed - Real-time inventory tracking - Automated scheduling for resources/equipment - Loss prevention - Equipment maintenance - Cost tracking ### Amplify Your Customer Experience & Competitive Advantage Flex steps in to deliver: - Enhanced precision: Say goodbye to manual errors and inconsistencies. AV management software lets you lean on technology, elevating accuracy and quality. - Centralized management: Track all inventory and warehouse activities in one easy-to-use hub.  - Optimized asset utilization: Identify underutilized assets and maximize ROI. Use data to reduce operating costs and make smarter decisions. - Peace of mind: Enjoy the confidence of knowing your inventory is always accounted for. Reduce stress and maximize growth. [Free Trial](https://www.flexrentalsolutions.com/request-demo/) ### How Our Software Works Step by Step 1. **Initial setup**: Create an account, import existing data, and customize settings. 2. **Adding inventory**: Scan or bulk import equipment (our support team can assist you). 3. **Tracking & monitoring**: Track location, usage, and maintenance. 4. **Reporting & analytics**: Generate custom reports, visualize metrics, integrate with other systems, and export data. ### Why Partner with Flex? #### Powerful Features #### User-Friendly Interface #### Reliable Customer Support #### Competitive Pricing #### Proven Track Record #### Flexibility and Scalability ### Here’s What Our Customers Have to Say… ​ #### Getting Flex set up was a 10 out of 10 experience. We had it up and running in just a few days — all on our own. The setup process even helped us complete a full audit of our asset inventory, which was a huge bonus. ### Najja Edwards Product Manager Riverside Epicenter [Read More](https://www.flexrentalsolutions.com/meet-riverside-epicenter/) CUSTOMERS 0 + ASSETS UNDER MANAGEMENT 0 + QUOTES ENTERED 0 + SCANS TRACKING ASSETS 0 + ### Maximize Your Investment with Flex Resources ### Take advantage of our comprehensive training resources to optimize your use of Flex and achieve maximum results. [](https://www.flexrentalsolutions.com/customer-spotlight-delicate-productions-and-the-sound-of-bottlerock-napa-valley/) #### Customer Spotlight: Delicate Productions and the Sound of BottleRock Napa Valley July 23, 2026 No Comments Over Memorial Day weekend, BottleRock Napa Valley held a sold-out, three-day festival, attracting around 120,000 fans with performances from Foo Fighters and Lorde. Delicate Productions, a vital part of the Live Events family, provided exceptional sound while adhering to Napa’s strict noise ordinances. Discover how their innovative collaboration enhances the festival experience, ensuring fans return year after year. [Read More »](https://www.flexrentalsolutions.com/customer-spotlight-delicate-productions-and-the-sound-of-bottlerock-napa-valley/) [](https://www.flexrentalsolutions.com/av-inventory-management-chris-bauman-flex-awards/) #### Post Awards Winner Spotlight: Chris Bauman, Warehouse Wizard July 23, 2026 No Comments Every day, teams across the live events industry are rebuilding, resetting, and preparing for what comes next. The warehouse is where an event truly begins. [Read More »](https://www.flexrentalsolutions.com/av-inventory-management-chris-bauman-flex-awards/) [](https://www.flexrentalsolutions.com/why-quickbooks-integrations-break-down-for-event-rental-companies/) #### Why QuickBooks Integrations Break Down for Event Rental Companies July 21, 2026 No Comments QuickBooks is the financial hub for many event rental, AV, and production companies.It is where invoices get finalized, revenue gets tracked, payments get reconciled, and [Read More »](https://www.flexrentalsolutions.com/why-quickbooks-integrations-break-down-for-event-rental-companies/) [](https://www.flexrentalsolutions.com/post-awards-winner-spotlight-sean-anderson-operations-overlord/) #### Post Awards Winner Spotlight: Sean Anderson, Operations Overlord July 9, 2026 No Comments Operations in the live events industry is where precision meets pressure. It’s the coordination of gear, people, and timing. It’s the difference between a smooth [Read More »](https://www.flexrentalsolutions.com/post-awards-winner-spotlight-sean-anderson-operations-overlord/) [](https://www.flexrentalsolutions.com/are-you-outgrowing-your-current-rental-management-system/) #### Are You Outgrowing Your Current Rental Management System? June 30, 2026 No Comments When you’re a small business, just about any system can work well enough.  Inventory gets organized through spreadsheets. Quotes and jobs are managed through basic [Read More »](https://www.flexrentalsolutions.com/are-you-outgrowing-your-current-rental-management-system/) [](https://www.flexrentalsolutions.com/post-awards-winner-spotlight-jesse-andler-scheduling-star/) #### Post-Awards Winner Spotlight: Jesse Andler, Scheduling Star June 18, 2026 No Comments Scheduling is one of the most critical and complex roles in live events. It sits at the intersection of operations, crews, and timelines. When scheduling [Read More »](https://www.flexrentalsolutions.com/post-awards-winner-spotlight-jesse-andler-scheduling-star/) ### Scale & Grow with Flex By choosing Flex, you invest in a powerful tool that streamlines your AV inventory operations. Our comprehensive features, combined with our expert support, make Flex the ideal solution for businesses of all sizes. Ready to experience the benefits of Flex firsthand? [Schedule a demo](https://www.flexrentalsolutions.com/request-demo/) and discover how our software can transform your AV equipment inventory management. [Choose Flex](https://www.flexrentalsolutions.com/request-demo/) ### Frequently Asked Questions What is party and event rental management software? Party and event rental management software is a platform that handles the full lifecycle of rental operations — from online quoting and contract signing through inventory tracking, warehouse preparation, delivery logistics, and invoicing. Unlike spreadsheet-based systems, event rental software prevents double-booking by checking live inventory availability for every quote, automates paperwork, and gives every team member real-time visibility into what’s going on. How does event rental software prevent double-booking? When gear is reserved for a job, the system removes it from the available pool for that date range. Any subsequent quote for the same equipment during the same period is automatically flagged before it becomes a commitment. Flex updates availability in real time as quotes and jobs change, so every team member works from the same live data. Can event rental software handle both equipment and labor scheduling? Yes. Flex manages inventory reservations and crew scheduling in one platform. You can quote gear, assign warehouse staff for prep, schedule delivery drivers, and coordinate on-site crew — all tied to the same job record so nothing falls through the cracks between teams. Does Flex work for party rental companies as well as AV and production companies? Yes. Flex is used by companies across the event rental spectrum — AV and production companies, staging and lighting operations, party and tent rental companies, and general event equipment rental businesses. The platform handles the core rental workflow the same way regardless of what you’re renting: quote, reserve, prep, deliver, return, invoice. What support does Flex provide for new customers? Every new Flex customer gets a dedicated onboarding specialist, free data migration for existing inventory and client records, and four included training sessions. Ongoing support is unlimited — real humans, not chatbots — and includes access to the Flex U training library and an active user community. 50% of our customers have been with us for 10+ years. ### Need additional support? Our team is ready to assist with batch imports and provide expert guidance. Contact us at [sales@flexrentalsolutions.com](sales@flexrentalsolutions.com) or [801-420-1706 x 1](tel:801-420-1706 x 1) This website uses cookies to ensure you get the best experience on this website Got it! # Industries ## K-12 Asset Management Software & Chromebook Tracking Source: https://www.flexrentalsolutions.com/event-rental-software-features/flex-gts/k-12-asset-management/ ## K-12 Education Asset Inventory Management Software ### Easily Track All Your Investments SMART Boards, tablets, laptops, and other types of educational technology have completely transformed the way teachers instruct students. In fact, the increasing demand for online learning has made it even more important to keep a better track of valuable school assets and technology. About [63% of today’s teachers](https://edtechmagazine.com/k12/article/2017/09/classroom-tech-use-rise-infographic#:~:text=New%20tech%20tools%20facilitate%20more,but%20some%20teachers%20are%20unprepared.&text=About%2063%20percent%20of%20K,from%2055%20percent%20in%202016.) use technology in the classroom every day, with laptops, educational apps, and social media being the most common tools. But as computers and tablets are being loaned to students and teachers, many schools haven’t created effective asset management processes to keep up with the demand. This results in numerous misplaced or lost assets, causing the school to lose precious time, money, and resources. Fortunately, school inventory management software can solve the problems that come as administrators and educators seek ways to track and organize educational technology. Research shows that asset management software can help all types of institutions [save money](https://www.business.org/finance/inventory-management/how-inventory-system-software-can-help-reduce-costs/). Schools that implement this type of software will also see improvements in education quality and reduced disruptions in the school day. [Schedule a Demo Now](https://www.flexrentalsolutions.com/request-demo/) ### Saving Money Through K–12 Asset Management Software Unfortunately, most inventory management in schools is performed on a spreadsheet or even manually recorded on paper. These methods are wholly inadequate at keeping track of large quantities of education technology. Traditional K–12 asset management methods leave room for data entry. errors, inaccurate counts of equipment, lost items listed as inventory, and an inability to track assets in real-time. There are numerous ways school inventory management software can save schools money, including: ### Increasing Productivity Administrators no longer have to search for broken or moved items, allowing them to spend more time focused on quality teaching and reducing wasted work hours. ### Reducing Unnecessary Spending Reduce unnecessary spending on duplicate items by accessing an always up-to-date system of record listing current location, availability, and more. This system also reduces losses and deters theft. ### Justifying Funding School inventory management systems record the purchase cost of each item, its age, the vendor, the current level of depreciation, the associated funding source, and much more. Staff members can quickly access this data to send to stakeholders or compliance officers. ### Eliminating Costly Errors The right management system automates workflows by eliminating data entry errors or miscalculations that could cost schools thousands or even millions in funding. [Save Money With A 30-Day Free Trial](#) ### Why Use Flex GTS for School Asset Management? What sets Flex apart? Our school asset and inventory management software offers powerful features for tracking and maintaining large volume of movable, fixed, and consumable inventory across your entire district: - Cloud-Based: Authorized staff members can find and reserve assets from a desktop computer, smartphone, or tablet. - Automated Data Backup: Detailed and valuable asset data is backed up off-site every day. - Unlimited Users: Schools can add as many staff members as needed, at no additional charge. - Free Support: Our software comes with quick answers to technical needs—no more long waits. Flex informs staff where each asset is, stating if it’s available, in use, under maintenance, and more. This allows them to easily reserve what they need and gives them the assurance that it will be ready when they need it. ### Get Started Now And discover how Flex Gear Tracking Solutions can help your business succeed. [Book a Demo](https://www.flexrentalsolutions.com/request-demo/) [Free Trial](https://www.flexrentalsolutions.com/request-demo/) This website uses cookies to ensure you get the best experience on this website Got it! ## Church Asset & Equipment Management Software Source: https://www.flexrentalsolutions.com/event-rental-software-features/flex-gts/church-asset-management/ ## Church Equipment and Inventory Management Software ### Multi-Congregation Capabilities Many church congregations, no matter the size, rely on audio and visual equipment to enhance their services. This equipment might be needed for musical or other performances, live streaming, or amplifying the voices of speakers. Some churches may even need to move equipment from one campus location to another, while bigger churches might loan out their equipment to smaller congregations. Others will offer their congregants offsite events that need to be adequately planned and monitored. With all of the coming and going of expensive equipment, it’s vital for churches to have an organized system to keep track of it all. Costly speakers, lights, projectors, and more could easily get lost in the shuffle or damaged without the right tracking methods. And though self-designed management systems may work for a time, keeping records on spreadsheets or clipboards is bound to fail eventually. That’s why church inventory management software is so important for expensive gear, especially for [multisite churches](https://www.churchproduction.com/flex-rental-solutions-helping-churches-keep-track-of-their-a/) like the Church of the Highlands. [Schedule a Demo Now](https://www.flexrentalsolutions.com/request-demo/) ### Use Flex Church Inventory Management to Manage your Most Valuable Equipment​ No matter the size of your congregation, your equipment is a big investment. It’s time to keep better track of it and ensure its safety. Whether you own livestream equipment for church, expensive video equipment, or any other technology, your entire staff can: ### Quick Set Up Quickly set up a new inventory tracking system using a standardized process. ### Easily Track Equipment Easily, automatically track all equipment anywhere in the office—or even off-site. ### Facilitate Asset Distribution Facilitate asset and equipment distribution to teams or to buildings of any size. ### Reduce Loss and Error Significantly reduce the amount of lost equipment and the wasted time created by data entry errors. [Sign Up for a 30-Day Free Trial](https://www.flexrentalsolutions.com/request-demo/) ### How Flex Works Flex offers you total control over church music equipment, church video recording equipment, and other expensive physics you need to add sound and video to your services. Our GTS tracking solution offers inventory scanning and the ability to track equipment, check availability, log maintenance, and more. This is the perfect option for churches who don’t need the financial and sales features of our other Flex software. The cloud-based system can be viewed anywhere in the world, on your smartphone, tablet, laptop, or desktop computer. Flex GTS comes with complimentary tech support and automatically backs up all of your data. With Flex, you’ll never have to wonder about the status or location of your church video recording equipment or music equipment again. Here are even more features you’ll love with Flex GTS: - Store information like barcodes and serial numbers - RFID scanning support - Quickly create pull sheets - Record repairs and cleanings - Task and content management all in one ### Flex Church Inventory Management If your church is [looking for a better solution for church inventory management](https://www.flexrentalsolutions.com/track-assets-houses-of-worship/), Flex is here to help. Our church inventory management software is simple and easy to understand. You won’t spend hours training your AV team or stumbling through the process. Instead, you’ll have a quick and intuitive way to keep track of church audiovisual equipment. You’ll save time and money by minimizing losses and never having to hunt down your church sound room equipment or live stream technology. ### Get Started Now And discover how Flex Gear Tracking Solutions can help your business succeed. [Book a Demo](https://www.flexrentalsolutions.com/request-demo/) [Free Trial](https://www.flexrentalsolutions.com/request-demo/) This website uses cookies to ensure you get the best experience on this website Got it! ## Hospital & Medical Asset Management Software Source: https://www.flexrentalsolutions.com/event-rental-software-features/flex-gts/medical-asset-management/ ## Hospital & Medical Asset Management Software ### The Future of Medical Equipment Tracking Many hospitals lack a reliable system for organizing equipment and ensuring it’s available when and where it’s needed. Unsurprisingly, an increasing number of hospitals are looking to hospital asset management software to enhance workflows, increase productivity, boost safety, and more. With all it has to offer medical institutions, hospital asset management software use is predicted to [grow by 30% from 2020 to 2025](https://www.mordorintelligence.com/industry-reports/global-healthcare-asset-management-market-industry). [Schedule a Demo Now](https://www.flexrentalsolutions.com/request-demo/) ### Use Hospital & Medical Asset Management Software to Track and Manage your Most Valuable Equipment There are numerous ways Medical Equipment Tracking software can help you succeed, including: ### Save Money Protect high-value items and specialized equipment by preventing shortages, inventory loss, and misplaced items. ### Improve security Flex allows for security permissions strictly to the right personnel, protecting expensive healthcare equipment and preventing unnecessary losses. ### Create automated routines Flex GTS uses RFID tags, barcodes, and other technologies, allowing hospitals to automatically keep track of all equipment and eliminate the need for multiple, confusing systems. ### Manage inventory​ Dispatch and distribute movable equipment and long-term installs with ease. Access a complete activity log for all your inventory and tag items out of commission when they’re ready for maintenance and repair. [Sign Up for a 30-Day Free Trial](https://www.flexrentalsolutions.com/request-demo/) ### This is Your Hospital on Asset Management Software Asset management software helps hospitals increase efficiency, reduce costs, and ensure higher quality care for patients. With a single, automated hospital asset management system for personnel to track and manage hospital beds, wheelchairs, machinery, and equipment, healthcare institutions are able to meet the rising demands to optimize budgets and maintain quality care. The updated [Flex Gear Tracking Solution](https://www.flexrentalsolutions.com/flex-gts/) medical asset management software organizes and tracks all your medical assets while creating simple new workflows for hospital staff. The system automatically keeps track of items that need cleaning and maintenance. Drawing on past usage trends, Flex ensures that needed equipment is always available in the correct section of the hospital, alerts staff when more devices need to be cleaned or ordered and makes it easy to request more devices when they are needed. ### Do You Need Hospital Asset Management Software? Hospitals rely on a large quantity of costly medical equipment to operate, requiring intuitive medical asset management software that minimizes errors. With cutting-edge tracking technology and an intuitive interface, Flex allows hospital staff to keep track of equipment such as: - Smart IV pumps - Hospital beds - Drains - Portable testing machines - Patient transport equipment - Many other items This allows for more time doing what you need to do to help your patients. ### Get Started Now And discover how Flex Gear Tracking Solutions can help your business succeed. [Book a Demo](https://www.flexrentalsolutions.com/request-demo/) [Free Trial](https://www.flexrentalsolutions.com/request-demo/) This website uses cookies to ensure you get the best experience on this website Got it! ## Asset Management Software for Businesses & Corporations Source: https://www.flexrentalsolutions.com/event-rental-software-features/flex-gts/local-business-asset-management/ ## Asset & Inventory Management for Local Business and Corporate Offices ### Business Focused Software Many companies [report](https://www.scmagazine.com/home/opinion/executive-insight/tighter-control-over-it-asset-management-the-key-to-securing-your-enterprise/) that staff members spend more than 10 hours a week resolving data accuracy issues, and almost 66% of IT managers have an incomplete record of their assets. Clearly, tracking physical assets is still a challenge for many of today’s businesses. Internal resources like computers, equipment, tools, and office supplies can easily be misplaced or even stolen without the right management system in place. Even your designated inventory manager may have a hard time quickly locating physical assets or figuring out how old a piece of office equipment might be. Fortunately, corporate asset management software simplifies all these tasks and [saves valuable work time](https://www.business.org/finance/inventory-management/how-inventory-system-software-can-help-reduce-costs/). Staff members never need to spend time hunting down equipment or inventing a unique tracking system. Instead, businesses can keep all data in our intuitive [Flex software](https://www.flexrentalsolutions.com/features/flex-gts/). [Schedule a Demo Now](https://www.flexrentalsolutions.com/request-demo/) ### How Can Flex Make Asset Tracking Faster and Easier? Our asset management software for small businesses and corporate offices is designed for real offices like yours. Protect your investment by keeping a log of maintenance and repair requirements for your assets, allowing them to last longer and protecting them against theft and other types of loss. Rather than using spreadsheets and clipboards to track valuable assets, your entire staff can: Quickly set up a new inventory tracking system using a standardized process. Easily, automatically track all equipment anywhere in the office—or even off-site. Facilitate asset and equipment distribution for projects of any size. Prevent shortages, as well as lost or misplaced inventory. Allow staff in other departments to track assets using their mobile phones. Scan inventory using radio frequency identification (RFID) technology. Train new employees on the system with ease. Significantly reduce data entry errors. [Save Money With A 30-Day Free Trial](https://www.flexrentalsolutions.com/request-demo/) ### Why Use Flex GTS for Business and Corporate Offices? The Flex team has decades of combined experience in inventory management. We’ve seen every type of problem you deal with and know how to solve them. We’ve designed our corporate asset management software to improve your employees’ productivity, warn you of inventory shortages, produce quick inventory reports, and stop inventory loss. We’re happy to help if you ever have any questions—just book a demo to get started. If you need an elegant, yet nimble and easy-to-use inventory and asset management software for your business, contact Flex to request a demo today. We’ll show you how we can protect your assets, speed up your workflow efficiency, and save you time and money. Contact us now. ### Get Started Now And discover how Flex Gear Tracking Solutions can help your business succeed. [Book a Demo](https://www.flexrentalsolutions.com/request-demo/) [Free Trial](https://www.flexrentalsolutions.com/request-demo/) This website uses cookies to ensure you get the best experience on this website Got it! # Features ## The All-In-One Event Rental Software Platform Source: https://www.flexrentalsolutions.com/event-rental-software-features/ ## The All-In-One Event Rental Software Platform ### Manage gear, automate workflows, close deals, and get paid – All with Flex #### From the warehouse floor to the client invoice, Flex brings every part of your rental and production workflow together in one place. Streamline complex jobs, eliminate manual steps, and keep your team focused on delivering flawless events instead of chasing down spreadsheets, quotes, or gear. #### Manage Gear from Prep to Show Keep your team aligned & your shows on track with real-time inventory visibility, automated workflows & effortless coordination. From tagging & tracking to maintenance & reporting, Flex ensures every job starts and ends with confidence. [Explore Inventory & Operations](https://www.flexrentalsolutions.com/event-rental-software-features/inventory-management/) #### Close Deals Faster from Quote to Cash Respond first, win more jobs, and boost revenue with connected sales tools. Build proposals in minutes, automate pricing & discounts, and get contracts signed instantly – all while linking every deal to inventory, invoicing & payments. [Explore Sales & Quoting](https://www.flexrentalsolutions.com/event-rental-software-features/event-rental-sales-quoting/) #### Coordinate Every Job from Check-In to Load-Out Move gear, crews, and trucks through every job with confidence. Flex coordinates warehouse workflow, crew scheduling, scanning, and truck logistics in one connected system, so every piece of equipment is packed, staged, and delivered on time. [Explore Warehouse & Logistics](https://www.flexrentalsolutions.com/event-rental-software-features/warehouse-logistics/) #### Speed Up Cash Flow from Billing to Deposit Turn completed jobs into cash with seamless billing and payment tools. Generate invoices automatically, accept credit cards or ACH, and keep track of every transaction – without switching between systems. [Explore Invoicing & Payments](https://www.flexrentalsolutions.com/event-rental-software-features/billing-invoicing-payments/) ### Ready to Streamline Your Entire Workflow? See how Flex connects quoting, inventory, warehouse, and billing into one seamless platform. [Book a Demo](https://www.flexrentalsolutions.com/request-demo/book-a-feature-demo/?feature=all-features) ### How Flex Features Work Together Most rental platforms ship features as separate modules. That works fine on a feature comparison chart, but it forces your team to reconcile data across tools every time a job moves from one stage to the next. Flex takes a different approach. Every feature connects to a single job record, and the job is the center of gravity for everything that happens around it. Here is how the four feature areas connect in practice: A quote you build in Sales & Quoting becomes a live reservation the moment it is signed. The gear on that quote is immediately committed against inventory for those exact dates, so no one else can double-book it. When the show approaches, that reservation generates the pick list in Warehouse & Scanning, matches items by barcode or RFID as they load, and tracks them through the truck manifest. When the job returns, scanning closes out the inventory movement, flags any damaged gear for Maintenance, and triggers the invoice in Billing, Invoicing & Payments. The client gets billed against the same job record that started as a quote, so accounting sees the full job history without exporting anything. That connection is what separates software that captures rental work from software that runs it. No double entry. No reconciling between tools. No “export from the quoting system and import into the billing system” friction. The features below each solve a specific part of the workflow, but their real value is that they share one source of truth. ##### When your inventory is organized, everything else gets easier. From planning shows to loading trucks. Flex’s powerful inventory and operations tools work together to eliminate manual tracking, prevent costly mistakes, and keep your entire business running smoothly. ### End-to-End Visibility One connected platform that links quoting, inventory, warehouse & billing. ### Faster Turnaround Automate manual work so jobs move from quote to invoice without delays. ### Reduced Errors Eliminate double-entry and disjointed tools with a single source of truth. ### Scalable & Reliable Trusted by production companies and rental businesses of every size. ### "What used to take hours takes minutes in Flex. It has literally changed my life. I just don’t know how we did it before." ### Mike D’Eri Founder and CEO [Read More](https://www.flexrentalsolutions.com/customer-spotlight-pynx-productions/) ### Frequently Asked Questions What is event rental management software? [Event rental software](/event-rental-software/) is a platform that handles the full operational cycle of a rental business – from quoting and contract signing through inventory reservation, warehouse preparation, logistics, and invoicing. Unlike generic business software, it’s built around the concept of date-range availability: gear that’s out on a job isn’t available for another job on the same dates. The best platforms connect every team – sales, warehouse, and operations – to the same live data so nothing gets double-booked, nothing ships without being scanned, and every job closes with accurate billing. How is event rental software different for AV and production companies vs. party rental? Party rental software is built around simple item counts – tables, chairs, inflatables – where items are interchangeable and condition doesn’t vary much. AV and production rental is fundamentally different: equipment is serialized (each unit has its own maintenance history), jobs run simultaneously across multiple venues, gear travels on trucks with manifests that must be scanned, and sub-rentals from vendors need to be tracked alongside owned inventory. Flex is built specifically for this complexity – it’s why 50% of our customers have been with us for 10+ years. What features should event rental management software include? At minimum: real-time date-range availability (not just stock counts), serialized unit tracking with full maintenance history, integrated scanning (barcode, QR, and RFID), job-based pull sheets that auto-populate from confirmed quotes, e-signature contracts, integrated payment processing, and QuickBooks integration. For AV and production operations specifically: sub-rental workflow management, multi-location inventory visibility, truck manifest scanning, and crew scheduling tied to job records. Flex covers all of these in a single platform. These availability and tracking capabilities are the core of [rental inventory management software](https://www.flexrentalsolutions.com/rental-inventory-management-software/); see how Flex delivers them. Can I use Flex for both rentals and production services? Absolutely. Flex is designed to support both rental inventory workflows and full-service production operations – from quoting and prep to billing and returns. For touring shows and large-scale live production, see our [production rental software](https://www.flexrentalsolutions.com/production-rental-software/) page. How does Flex compare to other event rental software? Most event rental platforms are built for party and tent rental – tables, chairs, inflatables – where inventory is interchangeable and jobs are simple. Flex is built for AV, lighting, staging, and production companies where every item is serialized, multiple jobs run simultaneously, and warehouse operations involve scanning, manifests, and sub-rentals. If you’re outgrowing software that wasn’t built for your complexity, that’s the gap Flex fills. 50% of our customers have been with us for 10+ years – that retention doesn’t happen with the wrong tool. Does Flex integrate with accounting and payment platforms? Yes. Flex connects with Quickbooks and integrates with PayEngine to support accounting and payments. How do I know if my rental business has outgrown its current software? The signs are usually operational: warehouse staff are working from printed spreadsheets, jobs get double-booked because inventory isn’t updated in real time, gear comes back from shows without a clear record of what went out, and finance is reconciling payments manually because the rental software doesn’t connect to QuickBooks. If any of these are weekly problems, the software isn’t keeping up with the operation. Flex is designed for the point in a rental company’s growth where those gaps become unacceptable. ### Ready to join the pros? See how Flex can help your team save time, reduce costs, and stay in complete control of every asset and project. [Book a Demo](https://www.flexrentalsolutions.com/request-demo/book-a-feature-demo/?feature=all-features) #### Not every team needs the full power of Flex Rental Solutions. If you’re focused on gear management or inventory tracking and don’t need quoting, invoicing, or advanced sales tools, one of our specialized platforms might be a better fit. ### Flex GearTracking Solutions Best for: Production companies, venues, and rental houses focused on inventory movement and logistics. - Includes: Inventory, reservations & availability, scanning, maintenance, and task management. - Excludes: Sales & quoting, crew & scheduling, and billing & invoicing. [Explore Flex GTS](https://www.flexrentalsolutions.com/event-rental-software-features/flex-gts/) ### Flex AssetSolutions Best for: Schools, venues, and businesses that need to track, maintain, and manage owned equipment. - Includes: Inventory, asset tracking, scanning, maintenance, and task management. - Excludes: Sales & quoting, crew & scheduling, billing & invoicing, and reservations & availability. [Explore Flex Assets](https://www.flexrentalsolutions.com/event-rental-software-features/flex-asset-solutions/) This website uses cookies to ensure you get the best experience on this website Got it! ## Sales & Quoting Software for Event & Production Companies Source: https://www.flexrentalsolutions.com/event-rental-software-features/event-rental-sales-quoting/ ## Sales & Quoting Management ### Win more jobs, faster – from first quote to final payment. #### Your revenue engine starts here. Flex centralizes quoting, pricing, contracts, and payments in one seamless platform so you can respond first, close faster, and manage every client relationship without switching tools. #### Close Deals Faster Send polished proposals in minutes, complete with pricing, add-ons, and terms, so you’re always first in the client’s inbox and first to win the job. [Explore Quotes & Proposals](https://www.flexrentalsolutions.com/event-rental-software-features/event-rental-sales-quoting/quotes-proposals/) #### Price With Confidence Maximize revenue and boost margins with automated pricing, bundled services, and dynamic discounts = no spreadsheets or manual calculations required [Explore Pricing & Packages](https://www.flexrentalsolutions.com/event-rental-software-features/event-rental-sales-quoting/pricing-discounts-packages/) #### Sign and Send Instantly Turn quotes into legally binding contracts and get them signed instantly online – no printing or mailing required. [Explore Contracts & E-Signatures](https://www.flexrentalsolutions.com/event-rental-software-features/event-rental-sales-quoting/contracts-esignatures/) #### Accelerate Billing & Payments Automate invoicing, accept payments &  track cash flow – all from the same platform where you quote and close. [Explore Invoicing & Payments](https://www.flexrentalsolutions.com/event-rental-software-features/event-rental-sales-quoting/invoicing-payments/) #### Know Every Last Client Centralize every customer detail – from conversations to contracts – for complete visibility across the entire sales process. [Explore Contact Management](https://www.flexrentalsolutions.com/event-rental-software-features/event-rental-sales-quoting/contact-management/) ### Ready to streamline your sales? We’ll tailor a walkthrough around your process – turning sales chaos into a repeatable, revenue-driving workflow. [Book a Demo](https://www.flexrentalsolutions.com/request-demo/book-a-feature-demo/?feature=sales-quoting) ### Where Quoting Ends and Invoicing Begins Sales and quoting is the commitment layer. It turns conversations into signed contracts with pricing, gear, and terms locked in. Once a deal closes, the financial side of the job moves downstream: deposits get scheduled, invoices are generated against the signed quote, payments are collected, and any refunds or adjustments tie back to the original contract. For the billing workflow that starts when a quote is signed, see [Billing, Invoicing & Payments](https://www.flexrentalsolutions.com/event-rental-software-features/billing-invoicing-payments/). ##### Make selling seamless from first quote to final payment. Flex unites quotes, pricing, contracts, billing, and contact management into one seamless workflow. Eliminate tool chaos, reduce costly errors, and close deals faster – all from a single platform. ### Build Winning Quotes Quickly Build professional quotes in less time – complete with gear, labor, and services – and make updates on the fly to keep deals moving. ### Maximize Every Single Deal Streamline pricing, apply discounts, and bundle packages to boost deal size and profit – all without slowing down the sales process. ### Close Without Friction Send contracts and collect e-signatures in seconds. When it’s time to invoice, payments are already connected – so cash hits your account faster. ### "What used to take hours takes minutes in Flex. It has literally changed my life. I just don’t know how we did it before." ### Mike D’Eri Founder and CEO [Read More](https://www.flexrentalsolutions.com/customer-spotlight-pynx-productions/) ### Frequently Asked Questions What is event rental quoting software? Event rental quoting software is a platform that lets rental companies build professional proposals — including gear, labor, services, pricing, and terms — and send them to clients for digital approval. Unlike spreadsheets or generic CRM tools, rental quoting software is connected directly to live inventory, so quotes only include items that are actually available for the requested dates, preventing overbooking from the first client interaction. How does quoting software connect to inventory for event rentals? In Flex, every quote is linked directly to live inventory. As items are added to a quote, the system checks availability for the job dates in real time. When the quote is confirmed, inventory is automatically reserved — preventing the same gear from being committed to another job and eliminating the manual coordination that causes double-booking. How long does it take to build a quote in Flex? Most users can create and send a fully detailed quote in under 5 minutes, even for complex multi-day events. Can I customize proposal templates? Yes — Flex lets you create branded templates with your logo, terms, pricing structures, and optional add-ons. Does Flex integrate with payment processors? Absolutely. Flex integrates with PayEngine to support credit card and ACH payments, so clients can pay invoices instantly. Can I manage multiple contacts under one company? Yes — you can track multiple stakeholders, log communications, and link all quotes, contracts, and invoices under one account. ### Ready to win more jobs? Flex unites quoting, pricing, contracting, and payments into one seamless sales process – so you can focus on what matters most: growing your business. [Book a Demo](https://www.flexrentalsolutions.com/request-demo/book-a-feature-demo/?feature=sales-quoting) ### Explore More of Flex Rental Solutions Flex goes beyond Sales & Quoting. Explore inventory, operations, warehousing, scanning, billing, invoices, payments, and more – all in one platform built for event pros. [Explore Flex Rental Solutions](https://www.flexrentalsolutions.com/event-rental-software-features/) This website uses cookies to ensure you get the best experience on this website Got it! ## Contracts & E-Signatures for Event Rental Companies Source: https://www.flexrentalsolutions.com/event-rental-software-features/event-rental-sales-quoting/contracts-esignatures/ ## Contracts & E-Signatures ### Simplify contracting and close deals faster with e-signature approvals. #### Stop chasing signatures. Flex’s Contracts & E-Signatures shorten deal cycles by removing paperwork delays, delivering professional branded agreements, and tracking every approval securely. ### Key Benefits #### Branded, Digital Contracts Deliver professional, branded, secure contracts with your logo and brand. #### SignFaster Clients sign online in seconds cutting waiting time from days to minutes. #### TrackApprovals Monitor activity and signature status in real-time to accurately track status. #### ComplianceReady Maintain compliance with a secure audit trail of every approval and change. ### Detailed Features ### Branded Templates - Reuse contract templates. - Brand elements built-in. - Edit quickly for new clients. ### E-Signature Capture - Send digital contracts. - Clients sign from any device. - Secure signature storage. ### Approval Tracking - Real-time tracking. - Alerts for pending. - Automatic reminders. ### Secure Audit Trail - Timestamped signatures. - Permanent audit logs ensure compliance. - Stored securely and export anytime. ### See Contracts & E-Signatures In Action Get a walkthrough to see how pricing, discounts, and packages can impact your production operation. [Book a Demo](https://www.flexrentalsolutions.com/request-demo/book-a-feature-demo/?feature=contracts-esignatures) ### Frequently Asked Questions What is an e-signature for event rental contracts? An e-signature for event rental contracts is a legally binding digital signature that clients complete online — on any device — without printing, scanning, or mailing physical documents. Flex uses DocuSign for e-signatures, which are fully compliant with ESIGN and UETA legislation. Clients receive a link, review the contract, and sign in seconds — reducing the time from quote approval to confirmed job from days to minutes. Are e-signatures legally binding? Yes, Flex partners with Docusign for e-signatures. There e-signatures are fully compliant. Do clients need an account? No, they can sign with a link. Can contracts be signed on mobile? Yes, clients can sign from any device. Can I brand my contracts? Yes, upload logos, set terms, and customize templates. Can I reuse contracts? Yes, save and edit templates easily. Can I send multiple contracts? Yes, send and track multiple agreements. Can I track contract versions? Yes – Quickly copy quotes, make updates & resubmit for e-signature. Can I export signed contracts? Yes, export as PDF anytime. Is there an audit trail? Every signature and change is logged. ### Explore More Sales & Quoting Features Flex goes beyond Contracts & E-Signatures. Explore quotes, proposals, pricing, discounts, packages, invoicing, and payments, and more – all in one platform built for event pros. [See Sales & Quoting Features](https://www.flexrentalsolutions.com/event-rental-software-features/event-rental-sales-quoting/) This website uses cookies to ensure you get the best experience on this website Got it! ## Inventory & Operations Management for Event Equipment Source: https://www.flexrentalsolutions.com/event-rental-software-features/inventory-management/ ## Inventory & Operations Management ### See everything. Reserve with confidence. Prep fast. Return clean. #### From setup to showtime, Flex keeps your equipment, teams, and workflows organized so nothing slips through the cracks. #### Track Every Piece of  Gear Tag gear with barcodes, QR codes, or RFID and scan it in seconds at every stage – from warehouse shelves to trucks and job sites – with complete movement history and real-time visibility. [Explore Tagging & Tracking](https://www.flexrentalsolutions.com/event-rental-software-features/inventory-management/inventory-tagging-tracking/) #### Simplify Complex Prep Build reusable kits, pack containers, and link accessories automatically so every job leaves the warehouse complete – no missing cables, adapters, or accessories slowing you down on-site. [Explore Kits & Containers](https://www.flexrentalsolutions.com/event-rental-software-features/inventory-management/equipment-kits-container/) #### See Real-Time Availability Get a clear, live view of inventory status, reservations, and conflicts before they happen. Plan confidently with cross-project visibility that ensures gear is always where it needs to be. [Explore Reservations & Availability](https://www.flexrentalsolutions.com/event-rental-software-features/inventory-management/reservations-availability/) #### Eliminate Prep Errors in Advance Auto-generate accurate pull sheets, link accessories automatically, and use batch scanning to make sure every piece of gear gets to the truck – and every event runs smoothly. [Explore Pick Lists & Pull Sheets](https://www.flexrentalsolutions.com/event-rental-software-features/inventory-management/pick-lists-pull-sheets/) #### Keep Teams & Workflows Aligned Assign tasks, set priorities, and track progress for every job. With clear responsibilities and real-time updates, your team stays coordinated from prep to load-out. [Explore Task Management](https://www.flexrentalsolutions.com/event-rental-software-features/inventory-management/task-management/) #### Prevent Surprises & Maximize Gear ROI Flag damaged items automatically, manage work orders, and track service history – so nothing breaks mid-event. Keep gear reliable, costs low, and maximize lifespan. [Explore Maintenance & Repairs](https://www.flexrentalsolutions.com/event-rental-software-features/inventory-management/maintenance-repair-tracking/) ### Ready to streamline your operations? We’ll tailor a walkthrough around your workflow, from reservations to scanning to service. [Book a Demo](https://www.flexrentalsolutions.com/request-demo/book-a-feature-demo/?feature=inventory-operations) ### Where Inventory Ends and Logistics Begins Inventory and operations is the planning layer. It tells you what you own, what’s reserved, what’s available on a given date, and what’s waiting for maintenance. Once gear is committed to a job, Flex hands execution to the warehouse floor: pick-list scanning, crew scheduling, truck manifests, and movement between locations. For the physical workflow that happens after a reservation is locked, see [Warehouse & Logistics](/event-rental-software-features/warehouse-logistics/). ##### When your inventory is organized, everything else gets easier. From planning shows to loading trucks. Flex’s powerful inventory and operations tools work together to eliminate manual tracking, prevent costly mistakes, and keep your entire business running smoothly. ### Know What’sWhere Real-time visibility into every piece of gear- what’s on a job, on a truck, or ready to rent. ### Stay One StepAhead Prevent double-booking & missed items with live availability & smart pull sheets. ### Keep Gear Show-Ready Automated maintenance rules and work orders keep your inventory healthy. ### "What used to take hours takes minutes in Flex. It has literally changed my life. I just don’t know how we did it before." ### Mike D’Eri Founder and CEO [Read More](https://www.flexrentalsolutions.com/customer-spotlight-pynx-productions/) ### Frequently Asked Questions What is inventory and operations management for event rental companies? Inventory and operations management for event rental companies is the combination of systems that track equipment availability, manage job preparation, coordinate warehouse workflows, and ensure the right gear gets to the right place for every production. It spans from the moment a client requests equipment through quoting, warehouse prep, scanning, show execution, and return — replacing the spreadsheets, whiteboards, and manual coordination that most rental companies outgrow as they scale.This availability-first approach is the core of [rental inventory management software](https://www.flexrentalsolutions.com/rental-inventory-management-software/), built for gear that moves constantly between jobs. Can I see inventory across all active jobs simultaneously? Yes. Flex provides a unified view of inventory across all active jobs and warehouses. You can see what gear is committed, what’s available, and what’s in transit, across your entire operation at once. Can Flex prevent double-booking? Yes. Live availability and conflict detection ensure you only commit what you have. Do we need special scanners? No. Use mobile devices or dedicated RFID/barcode scanners—Flex works with both. How does Flex handle returns? Scan gear back in, flag damage, and trigger service tickets automatically. Can we mix serialized and bulk items? Yes—Flex tracks both in the same kits and pull sheets. Can we track repair costs? Yes—work orders log parts and labor so you can forecast accurately. Does Flex integrate with finance tools? Flex connects with QuickBooks so inventory and billing stay in sync. ### Ready to learn more? See how Flex can help your team save time, reduce costs, and stay in complete control of every asset and project. [Book a Demo](https://www.flexrentalsolutions.com/request-demo/book-a-feature-demo/?feature=inventory-operations) ### Explore More of Flex Rental Solutions Flex goes beyond Inventory & Operations. Explore sales, quoting, warehousing, scanning, billing, invoices, payments, and more – all in one platform built for event pros. [Explore Flex Rental Solutions](https://www.flexrentalsolutions.com/event-rental-software-features/) This website uses cookies to ensure you get the best experience on this website Got it! ## Inventory Tagging & Tracking for Event Equipment Source: https://www.flexrentalsolutions.com/event-rental-software-features/inventory-management/inventory-tagging-tracking/ ## Inventory Tagging & Tracking ### Tag and organize your event gear for total visibility. #### Stop losing time and money hunting for missing gear. With Flex label, tag, and structure your inventory so your team always knows what’s available, where it belongs, and what’s ready for use. ### Key Benefits #### Smarter Gear Setup Tag every item, case, or container for instant traceability and reporting. #### Unified System Structure Create parent-child relationships between kits, gear, and components. #### Clean, Consistent Data Use categories, conditions, and locations to maintain reliable records. #### Future-Ready with RFID Add RFID tags anytime for advanced scanning and instant location updates. ### Detailed Features ### Tagging Options - Use barcodes or  RFID labels to label all gear. - Apply tags at item, kit, or container level. - Standardize tag formats across your warehouse. ### Asset Hierarchies - Group gear into kits, racks, or containers. - Define parent-child relationships for complex setups. - Track all related items through a single record. ### History & Audit - View a full activity log for every tagged item. - Record status changes, usage, and service history. - Export audit data for reporting and compliance. ### Availability & Condition - See what’s checked out, in repair, or ready to rent. - Manage condition ratings and replacement cycles. - Keep your inventory status accurate at all times. ### See Tagging & Tracking In Action See how Flex simplifies tagging and labeling workflows to keep your gear organized, searchable, and ready for the next show. [Book a Demo](https://www.flexrentalsolutions.com/request-demo/book-a-feature-demo/?feature=inventory-tracking) ### Frequently Asked Questions What is inventory tagging and tracking for event equipment? Inventory tagging and tracking is the process of assigning a unique identifier — barcode, QR code, or RFID tag — to every piece of equipment, then recording each item’s movement, status, and location every time it’s scanned. For event rental companies, this means knowing exactly where every cable, fixture, and case is at all times, whether it’s on a warehouse shelf, loaded on a truck, deployed at a venue, or in repair. What's the difference between barcode, QR code, and RFID tracking for event gear? Barcodes and QR codes require line-of-sight scanning — each item must be individually scanned. RFID uses radio waves and doesn’t require line-of-sight, allowing bulk scanning of entire racks or truckloads in seconds. Flex supports all three. Most companies start with barcodes for cost efficiency, add QR for longer label content, and deploy RFID in high-throughput areas like loading docks for maximum speed. Can we mix barcodes, QR codes, and RFID in one system? Yes. Flex supports all three simultaneously. Many production teams start with barcodes, add QR codes for items with longer identification needs, and deploy RFID readers for high-throughput areas — all managed within the same inventory platform without separate systems. Can we import our existing asset tags? Yes. You can bulk import existing IDs and maintain continuity with your previous system. Do we need dedicated scanners? You can use phones or dedicated scanners. Many teams start with smartphones, then add sleds for speed. Can we print labels from Flex? Yes. Generate and print codes sized for items, cases, or pallets. Does tagging help reduce lost gear? Absolutely. Tagging ties every scan to an item record, giving you precise, real-time data for usage, availability, and ROI. How fast can we roll this out? Most teams tag critical gear first, then expand. Our training offerings can accelerate the process. How many items can we tag? Flex scales from hundreds to hundreds of thousands of tagged assets. ### Explore More Inventory Features Flex goes beyond Tagging & Tracking. Explore reservations, availability, pull sheets, kits, containers, maintenance, repairs, task management, and more – all in one platform built for event pros. [See Inventory & Operations Features](https://www.flexrentalsolutions.com/features/inventory-management/) This website uses cookies to ensure you get the best experience on this website Got it! ## Equipment Kits & Container Source: https://www.flexrentalsolutions.com/event-rental-software-features/inventory-management/equipment-kits-container/ ## Equipment Kits & Containers ### Bundle, track, and manage gear for smarter event inventory management. #### Flex’s Kits & Containers help your team stay organized by grouping items, tracking containers, and producing accurate pick lists so nothing gets overlooked. ### Key Benefits #### Instant Availability See the status and contents of any kit or container in real time to avoid double-booking. #### Cleaner Pick Lists Pull sheets include only relevant accessories, reducing clutter and speeding up pulls. #### Pre-Built Kits Save time by using templates and stop re-adding the same accessories over and over. #### Smart Containers Track cases, racks, and trucks as containers with full visibility from warehouse to job site. ### Detailed Features ### Kits - Build and reuse predefined bundles of equipment. - Customize kits for different job types or clients. - Ensure required accessories are always included. ### Containers - Track cases, racks, and trucks end to end in the system. - Nest items in containers for accurate location tracking. - View or print container contents before loading. ### Pick Lists - Produce clear, accurate warehouse pull sheets. - Reduce errors by including only relevant accessories. - Export to PDF or share digitally for access on the floor. ### Real-Time Tracking - Monitor gear across warehouse, truck, and job site - Prevent double-bookings with availability checks. - Access full history logs of kit and container movements. ### See Kits & Containers In Action Ask us to tailor the walkthrough to your current workflow or event management software setup. [Book a Demo](https://www.flexrentalsolutions.com/request-demo/book-a-feature-demo/?feature=kits-containers) ### Frequently Asked Questions What is equipment kit management in event rental software? Equipment kit management is the ability to define and track predefined bundles of gear — such as a main stage audio kit containing specific microphones, cables, mixers, and cases — as a single unit. When a kit is reserved or checked out, all component items are automatically tracked together. This prevents accessories from being separated from their parent kit and ensures nothing is missing when gear arrives on-site. Why do event rental companies need kit and container tracking? AV and event rental gear rarely ships as individual items. A single lighting rig may consist of 40 fixtures, 20 cables, 8 controllers, and 12 cases. Without kit tracking, individual components get separated, lost, or assigned to conflicting jobs. Kit management treats the bundle as a single trackable unit that checks in and out together, with automatic alerts when components are missing on return. What's the difference between a kit and a container in Flex? A kit is a reusable bundle of items used for quoting and scheduling — a predefined set of gear that travels together for a specific purpose. A container is a physical case, rack, or truck that you track through prep, transit, and return. Kits define what gear belongs together; containers define where it’s physically stored and transported. Can kits auto-include required accessories? Yes. Configure required accessories and consumables so they’re always included with relevant kits and jobs. How do pick lists stay clean? Rules ensure only relevant accessories are added to pull sheets so teams can move faster with fewer errors. Can I track containers across multiple locations? Absolutely. Containers maintain real-time status across warehouses, trucks, and job sites with full history. ### Explore More Inventory Features Flex goes beyond Kits & Containers. Explore tagging, tracking, reservations, availability, pull sheets, maintenance, repairs, task management, and more – all in one platform built for event pros. [See Inventory & Operations Features](https://www.flexrentalsolutions.com/features/inventory-management/) This website uses cookies to ensure you get the best experience on this website Got it! ## Maintenance & Repair Tracking Source: https://www.flexrentalsolutions.com/event-rental-software-features/inventory-management/maintenance-repair-tracking/ ## Maintenance & Repair Tracking ### Catch problems early and keep bad gear off shows. #### Broken gear costs you revenue and damages client trust. Flex helps you track equipment maintenance, repairs, and service cycles, so your inventory stays reliable for every event. ### Key Benefits #### Fewer Show-Stoppers Catch issues before the show by isolating damaged items and enforcing service holds. #### Lower Repair Costs Track issues early, schedule service, and extend the life of high-value gear. #### Audit-Ready History Complete logs of work orders, costs, and actions simplify compliance & insurance claims. #### Safer Operations Put unsafe gear on hold automatically so it never gets picked by mistake. ### Detailed Features ### Service Flags & Rules - Auto-flag gear needing maintenance. - Define service rules by category. - Ensure safety before next rental. ### Work Orders - Create digital repair tickets fast. - Assign tasks to staff or vendors. - Track status until completion ### Cost Tracking - Log parts and labor per repair. - Capture internal vs external costs. - View true ROI of each asset. ### Reporting & History - See full service history by item. - Track frequency of recurring issues. - Export reports for audits ### See Maintenance & Repair Tracking In Action Ask us to tailor the walkthrough to your current workflow or event management software setup. [Book a Demo](https://www.flexrentalsolutions.com/request-demo/book-a-feature-demo/?feature=maintenance-tracking) ### Frequently Asked Questions What is equipment maintenance tracking in event rental software? Equipment maintenance tracking is the ability to log service history, schedule preventive maintenance, create work orders, and automatically remove gear from the available pool when it’s flagged for repair. For event rental companies, this prevents damaged gear from being picked for a show, reduces emergency repair costs, and provides the maintenance history needed for insurance claims and compliance audits. How does Flex prevent damaged gear from being sent to a show? When an item is flagged with a service hold, Flex removes it from the available inventory pool automatically. It will not appear on pick lists or be available for quoting until the work order is closed and the item is cleared for use — preventing warehouse staff from pulling damaged gear even under time pressure. How do we stop damaged gear from being picked? Use service flags and hold-out rules. Items marked damaged or due service are auto-excluded from pulls until cleared. Can we track repair costs and vendor service? Yes. Work orders capture parts, labor, and outside repair costs for reporting. Does Flex keep a full maintenance history? Yes. Every action is logged per asset, including service dates, costs, and technicians. Can we schedule preventive maintenance? Yes. Create recurring work orders by hours, date, or usage. Can I export maintenance data? Yes. Export to CSV or PDF for finance, insurance, or audits. ### Explore More Inventory Features Flex goes beyond Maintenance & Repair Tracking. Explore tagging, tracking, reservations, availability, pull sheets, kits, containers, task management, and more – all in one platform built for event pros. [See Inventory & Operations Features](https://www.flexrentalsolutions.com/features/inventory-management/) This website uses cookies to ensure you get the best experience on this website Got it! ## Pick List & Pull Sheet Generation for Event Equipment Source: https://www.flexrentalsolutions.com/event-rental-software-features/inventory-management/pick-lists-pull-sheets/ ## Pick List & Pull Sheet Generation ### Streamline warehouse pulls and prevent mistakes with structured pick lists. #### Accurate pull sheets are the difference between a smooth event and costly on-site problems. Flex’s smart pick lists keep your warehouse and crews aligned, so the right event equipment gets to the right place every time. ### Key Benefits #### Cleaner, Faster Pulls Guide pickers with itemized lists, kits, and accessories, reducing misses and rework. #### Accessory Accuracy Linked accessories prevent missed cables and adapters on pack-out. #### Fits Your Workflow Customize list views, groups, and containers to mirror how your team works. #### Fewer Training Headaches Clear lists and scanning reduce onboarding time for seasonal staff. ### Detailed Features ### Smart Pull Sheets - Collapse accessories for cleaner lists. - Group gear by case, zone, or container. - Export to PDF or mobile for crews. ### Automatic Accessory Checks - Linked accessories prevent missed cables & adapters. - Automatic suggestions for optional accessories. - Availability rules keep counts accurate. ### Batch Picking & Scanning - Batch scan items to speed warehouse pulls. - Validate scans against pull sheet instantly. - Flag over-scans or wrong gear in real time. ### Exception Handling - Shortage flags highlight conflicts early. - Substitution callouts appear on pull sheets. - Track missing or swapped gear at return. ### See Pick Lists & Pull Sheets In Action Get a walkthrough of how pick lists reduce errors and speed up your production warehouse pulls. [Book a Demo](https://www.flexrentalsolutions.com/request-demo/book-a-feature-demo/?feature=pull-sheets) ### Frequently Asked Questions What is a pull sheet or pick list in event rental operations? A pull sheet (also called a pick list) is a document that tells warehouse staff exactly which items to retrieve from inventory for a specific job — listed in a logical picking order with quantities, locations, and accessories. In Flex, pull sheets are generated automatically from confirmed jobs and linked directly to the inventory system, so they reflect live availability and include all required accessories without manual assembly. How do automated pick lists reduce warehouse errors? Automated pick lists eliminate errors caused by manual list-building by pulling gear requirements directly from the confirmed job. They include all linked accessories automatically, flag shortages before the truck leaves, and validate each picked item against the list via barcode or RFID scan — preventing missing items before they become an on-site problem. Can pick lists include kits and all accessories automatically? Yes. Kits, containers, and accessory rules ensure complete pulls without extra clicks. Can warehouse teams substitute items on the fly? Yes, with permissions. Substitutions and alternates keep jobs moving while preserving traceability. Can pick lists show special instructions for a job? Yes. Add notes, documents, and required checks directly on pick lists. How do you handle shortages or over picks? Shortages and over picks are flagged, with notes and approvals for auditability. ### Explore More Inventory Features Flex goes beyond Pick Lists & Pull Sheets. Explore tagging, tracking, reservations, availability, kits, containers, maintenance, repairs, task management, and more – all in one platform built for event pros. [See Inventory & Operations Features](https://www.flexrentalsolutions.com/features/inventory-management/) This website uses cookies to ensure you get the best experience on this website Got it! ## Warehouse & Logistics Management for Event Rentals Source: https://www.flexrentalsolutions.com/event-rental-software-features/warehouse-logistics/ ## Warehouse & Logistics Management ### Keep gear, crews, and trucks moving from check-in to load-out #### The warehouse is where shows succeed or fail. Flex brings precision, speed, and real-time visibility to every part of your logistics workflow – from intake scanning and crew scheduling to shipping and returns. #### Simplify Crew Scheduling Eliminate chaos by managing shifts and assignments in one place. Schedule crews, send branded call sheets, and ensure the right people show up ready to work. No confusion, missed shifts, or costly labor mistakes.  [Explore Crewing & Scheduling](https://www.flexrentalsolutions.com/event-rental-software-features/warehouse-scanning/crew-scheduling/) #### Track Gear in Real Time Every scan updates your gear’s status, location, and job history automatically. Know exactly where every piece is from shelf to truck to show and stop problems before they impact the event. [Explore Tracking & Scanning](https://www.flexrentalsolutions.com/event-rental-software-features/warehouse-scanning/gear-tracking-warehouse-scanning/) #### Move Equipment With Ease Build digital pull sheets, confirm loads with scans, and track gear as it moves between locations. Flex keeps every case accounted for – minimizing errors and keeping your transport process smooth from start to finish. [Explore Trucking & Transportation](https://www.flexrentalsolutions.com/event-rental-software-features/warehouse-scanning/trucking-transportation/) #### Close Every Job with Confidence From prep through return, every scan logs against the job’s manifest. Flex automatically flags missing gear on finalization and keeps a full audit trail, so every job closes clean and nothing goes unaccounted for. [Explore Manifest Management](https://www.flexrentalsolutions.com/event-rental-software-features/warehouse-logistics/manifest-management/) ### Ready to streamline your warehouse operations? From check-in to transport, Flex gives you complete visibility and control so you can focus on flawless event execution. [Book a Demo](https://www.flexrentalsolutions.com/request-demo/book-a-feature-demo/?feature=warehouse-scanning) ### Where Inventory Ends and Logistics Begins Warehouse and logistics is the execution layer. Every scan, pick list, crew shift, and truck manifest starts from a reservation that was already committed upstream. Inventory & Operations manages what gear exists, what’s reserved for which job on which date, what’s in maintenance, and what’s available to commit next. Once a reservation locks, the job hands off to the warehouse floor and that’s where this platform starts. For the planning layer that feeds the warehouse, see [Inventory & Operations](/event-rental-software-features/inventory-management/). ##### Warehouses are the heartbeat of every event. Whether you’re managing one rack or a thousand, Flex helps your team move faster, eliminate costly errors, and keep every job on track. ### Check-In Scanning Instantly match gear against manifests, verify accuracy, and flag discrepancies before they become problem. ### Picking Accuracy Automatically generate pull sheets that ensure the right gear gets pulled every time.  ### Workflow Optimization Follow gear as it moves through every stage of the warehouse, reduce double-handling, and make your operation faster and more reliable. ### "What used to take hours takes minutes in Flex. It has literally changed my life. I just don’t know how we did it before." ### Mike D’Eri Founder and CEO [Read More](https://www.flexrentalsolutions.com/customer-spotlight-pynx-productions/) ### Frequently Asked Questions What is warehouse management software for event rental companies? Warehouse management software for event rental companies is a platform that tracks the physical movement of gear through every stage of the warehouse workflow — check-in scanning, pick list generation, packing verification, load-out, and return processing. Unlike general warehouse management systems built for retail, event rental warehouse software is built around jobs: every scan is tied to a specific production, and availability updates in real time as gear moves between warehouse, truck, and venue. How does scanning software reduce warehouse errors in event production? Scanning software reduces warehouse errors by validating every item picked against the job’s packing list in real time. When a crew member scans a piece of gear, the system confirms it belongs on that job, flags any wrong items or missing pieces, and logs the scan with a timestamp — catching mistakes before the truck leaves, not when the crew is setting up on-site. Can Flex track gear across jobs or locations? Yes. Every scan updates location and status instantly, so you always know where gear is. Do we need special scanners? No. Flex works with standard barcode and QR scanners, plus optional RFID for faster bulk scans. How does Flex reduce warehouse errors? Automated scans verify items, flag mistakes, and log movements to eliminate common errors. Can I measure warehouse performance? Yes. Built-in reports show workload, throughput, and bottlenecks to guide improvements. What warehouse reports does Flex provide? Flex includes reports on warehouse throughput, scan activity, pick accuracy, gear utilization by location, and movement history per asset. These help operations managers identify bottlenecks, track team performance, and prepare for audits. ### Ready to join the pros? See how Flex can help your team save time, reduce costs, and stay in complete control of every asset and project. [Book a Demo](https://www.flexrentalsolutions.com/request-demo/book-a-feature-demo/?feature=warehouse-scanning) ### Explore More of Flex Rental Solutions Flex goes beyond Warehouse & Scanning. Explore inventory, operations, sales, quoting, billing, invoices, payments, and more – all in one platform built for event pros. [Explore Flex Rental Solutions](https://www.flexrentalsolutions.com/event-rental-software-features/) This website uses cookies to ensure you get the best experience on this website Got it! ## Manifest Management for Event Rentals Source: https://www.flexrentalsolutions.com/event-rental-software-features/warehouse-logistics/manifest-management/ ## Manifest Management ### Track every job’s equipment from prep through return on one document. #### When a pull sheet is prepped, Flex automatically creates a manifest to track what went out and what’s due back. The manifest carries the job through prep, optional ship, and return scans, then finalizes with full accountability for every item. ### Key Benefits #### One Document Per Job Manifests automatically generate once prep begins. Every scan logs against it. #### Flexible Scan Stages Use the default prep and return, or enable ship scans for truck-load verification. #### Return Accountability Finalizing the return marks any unscanned unit as presumed missing. #### ScanRecovery Undo individual or bulk scans at any stage without losing the audit trail. ### Detailed Features ### Prep Screen - Scan gear out against the pull sheet. - Process substitutions in real-time. - Pull from another manifest when gear moves job-to-job. ### Ship Screen - Enable two-step scan-out to verify at truck load. - Finalize to move the Manifest to Shipped status. - Control if gear leaves available inventory at Prep or Ship. ### Return Screen - Scan gear back in against the original manifest. - Finalize with the lock icon to close the job. - Unscanned units auto-flag as presumed missing. ### Scan Recovery & Free Scans - Undo single scans or bulk-undo from the manifest. - Pull from free scan out records during prep. - Free scan In gear across multiple jobs at once. ### See Manifest Management In Action Get a walkthrough of how manifests carry every job’s equipment through the full scan cycle. [Book a Demo](https://www.flexrentalsolutions.com/request-demo/book-a-feature-demo/?feature=warehouse-logistics) ### Frequently Asked Questions What is a manifest in Flex? A manifest is the document Flex generates automatically when you prep a pull sheet. It tracks every item scanned out for a job and expected to return, and it carries that job through prep, ship, and return scan stages until finalized. Does Flex require a two-step scan-out process? No. By default, equipment receives a prep scan leaving the warehouse and a return scan coming back. Ship scans are optional and enabled per manifest for companies that want a separate truck-load verification step. What happens when a manifest is finalized on return? Finalizing the return screen closes the manifest and moves it to returned status. Any items that were not scanned back in are automatically marked presumed missing so the shortage is visible immediately. Can scans be undone if a mistake happens? Yes. Flex supports undoing individual scans from the last scan tab and bulk-undoing scan records from the manifest tab on the prep screen. Undo works across prep, ship, return, and free scan stages. What if gear was scanned out without a job? Use free scan out to remove gear from inventory without a job attached. When a pull sheet is later created, use choose from free scan out on the prep screen to assign those items to the manifest. ### Explore More Warehouse & Logistics Features Flex goes beyond Manifest Management. Explore gear tracking, crew scheduling, trucking, transportation, and more, all in one platform built for event pros. [See Warehouse & Logistics Features](https://www.flexrentalsolutions.com/event-rental-software-features/warehouse-logistics/) This website uses cookies to ensure you get the best experience on this website Got it! ## Gear Tracking & Warehouse Scanning for Event Rentals Source: https://www.flexrentalsolutions.com/event-rental-software-features/warehouse-logistics/gear-tracking-warehouse-scanning/ ## Gear Tracking & Scanning ### Scan, move, and verify gear across jobs in seconds. #### Once your inventory is tagged, Flex helps your crew move it faster and smarter. Every scan updates location, status, and job history in real time. ### Key Benefits #### Faster Check-In/Out Scan multiple pieces of gear quickly, no manual counts required. #### Real-Time Visibility Track production equipment across warehouses, trucks, and job sites instantly. #### Fewer Lost Items Spot missing or unreturned gear before it impacts your event. #### Future-Ready with RFID Upgrade from barcodes/QR to RFID for bulk scanning and unmatched efficiency. ### Detailed Features ### Scan Workflows - Scan gear in and out at every job stage. - Prevent missed returns with reduced scans. - Speed up check-in and prep accuracy. ### Real-Time Gear Tracking - View live location and availability across jobs. - Automatically update status with every scan. - Prevent double-booking and lost items ### History & Audit - Track every movement with time stamps. - View usage logs by job or location. - Export data for audits and reporting. ### RFID Enabled - Automate scans with RFID gateways. - Capture high-value gear instantly. - Reduce manual steps for busy crews. ### See Gear Tracking & Scanning In Action Get a walkthrough to see how gear tracking and scanning workflows can be tailored to your production operations. [Book a Demo](https://www.flexrentalsolutions.com/request-demo/book-a-feature-demo/?feature=tracking-scanning) ### Frequently Asked Questions What is real-time gear tracking for event rental companies? Real-time gear tracking is the ability to see the current location and status of every piece of equipment — whether it’s on a warehouse shelf, loaded on a truck, deployed at a venue, or in repair — updated automatically with every scan. For event rental companies running multiple simultaneous productions, real-time tracking eliminates the need to call warehouse staff or check spreadsheets to know where gear is. Do we need special scanners? Flex works with mobile devices for barcode and QR scanning, plus dedicated hardware for RFID and high-volume operations. How does scanning update our availability? Each scan updates status in real time—preventing conflicts between jobs or warehouses. How fast is RFID scanning compared to barcodes? RFID can read hundreds of tags per second, dramatically reducing check-in and prep times delivering significant ROI for your business. Can we use this on job sites or remote locations? Yes. Flex scanning works in both online and offline modes, syncing data when connectivity returns. ### Explore More Warehouse & Scanning Features Flex goes beyond Gear Tracking & Scanning. Explore warehouse logistics, crewing, scheduling, trucking, transportation, and more – all in one platform built for event pros. [See Warehouse & Scanning Features](https://www.flexrentalsolutions.com/event-rental-software-features/warehouse-scanning/) This website uses cookies to ensure you get the best experience on this website Got it! ## Crew Scheduling for Event Rentals Source: https://www.flexrentalsolutions.com/event-rental-software-features/warehouse-logistics/crew-scheduling/ ## Simplified Crew Scheduling ### Put the right people in the right place without the chaos. #### Labor chaos drains revenue. Flex keeps your crew assignments, shifts, and schedules organized and clear. ### Key Benefits #### Centralized Scheduling Schedule shifts and roles in one view. #### ShiftAccuracy Ensure the right crew shows up. #### LaborEfficiency Cut labor waste with clear schedules. #### CrewConfidence Give crews clarity and fewer mix-ups. ### Detailed Features ### Shift Builder - Build and edit shifts fast. - Assign crew to jobs. - Reduce conflicts ### Calendar View - Calendar for shifts. - Filter by role/job. - Export schedules. ### Crew Call Sheets - Send branded call sheets. - Track RSVP status. - Auto-include venue, report times, and more. ### Rates and Overtime Rules - Keep rate cards by role. - Apply OT/DT on eligible shifts. - Clean exports for finance. ### See Crew Scheduling In Action Get a walkthrough of how crew scheduling can be tailored to your workflows and production operation. [Book a Demo](https://www.flexrentalsolutions.com/request-demo/book-a-feature-demo/?feature=crew-scheduling) ### Frequently Asked Questions What is crew scheduling software for event production companies? Crew scheduling software for event production companies is a platform that manages shift assignments, call times, roles, and labor rates for warehouse staff, stagehands, and on-site crew — tied directly to the jobs and events they’re working. Unlike general scheduling apps, event production crew software connects crew assignments to job budgets, generates branded call sheets automatically, and tracks overtime and labor costs per production. Can I schedule multiple crews across different shifts and jobs? Yes. Flex allows you to schedule multiple crews simultaneously across different shifts, roles, and jobs. The calendar view shows all assignments filtered by role or job, and conflict detection prevents the same crew member from being double-booked. Can I export crew schedules and call sheets from Flex? Yes. Export schedules to CSV or PDF, and generate branded call sheets with venue details, report times, and crew assignments that can be sent directly to your team. How does Flex help reduce labor waste in event operations? Clear schedules with defined roles, assignments, and shift times reduce miscommunication that leads to overstaffing, missed shifts, and overtime. Flex also tracks labor costs per job so you can see where labor spend is running over budget and adjust future scheduling accordingly. ### Explore More Warehouse & Scanning Features Flex goes beyond Crew Scheduling. Explore warehouse logistics, gear tracking, scanning, trucking, transportation, and more – all in one platform built for event pros. [See Warehouse & Scanning Features](https://www.flexrentalsolutions.com/event-rental-software-features/warehouse-scanning/) This website uses cookies to ensure you get the best experience on this website Got it! ## Billing, Invoicing & Payments Software for Event Companies Source: https://www.flexrentalsolutions.com/event-rental-software-features/billing-invoicing-payments/ ## Billing, Invoicing & Payments ### Streamline how you bill, collect, and get paid – all in one platform. #### Spend less time chasing money and more time growing revenue. Flex automates the entire billing and payment lifecycle from branded invoices and deposit schedules to refunds and secure online payments. #### Automate Invoicing and Eliminate Errors Save time and reduce errors with automated invoices and accurate billing. Stop chasing payments. Flex automates invoicing, reduces manual errors, and gives clients clear, professional bills that build trust. [Explore Invoicing & Billing](https://www.flexrentalsolutions.com/event-rental-software-features/billing-invoicing-payments/invoicing-billing/) #### Collect Deposits and Improve Cash Flow Secure upfront deposits and structured payment schedules. No more awkward conversations about money. Flex lets you collect deposits & stagger payments, keeping cash flow healthy & clients confident. [Explore Deposits & Schedules](https://www.flexrentalsolutions.com/event-rental-software-features/billing-invoicing-payments/deposits-payment-schedules/) #### Handle Refunds Quickly and Transparently Process refunds and adjustments with confidence. Refunds don’t have to be painful. Flex makes adjustments easy, accurate, and auditable – so you stay professional and clients stay loyal. [Explore Refunds & Adjustments](https://www.flexrentalsolutions.com/event-rental-software-features/billing-invoicing-payments/refunds-adjustments/) #### Get Paid Faster with Flex Payments Make it easy for clients to pay securely – directly within Flex. Don’t juggle third-party tools. Flex’s integrated payments make it easy for clients to pay securely, while you get faster deposits and cleaner books. [Explore Integrated Payments](https://www.flexrentalsolutions.com/event-rental-software-features/billing-invoicing-payments/integrated-payments/) ### Ready to streamline your billing and invoicing? We’ll tailor a walkthrough around your workflow – turning billing chaos into a streamlined, revenue-ready process. [Book a Demo](https://www.flexrentalsolutions.com/request-demo/book-a-feature-demo/?feature=invoicing-payments) ### Where Quoting Ends and Invoicing Begins Billing, invoicing, and payments is the settlement layer. Every invoice Flex generates traces back to a signed quote — the line items, the pricing, the terms, the deposit schedule. Sales and quoting commits the work upstream: proposals go out, contracts get signed, pricing rules apply, and the job locks in. Once that happens, billing takes over and handles the money. For the quoting workflow that feeds the billing system, see [Sales & Quoting](https://www.flexrentalsolutions.com/event-rental-software-features/event-rental-sales-quoting/). ##### Bring your entire billing and payment operation under one roof – invoices, deposits, refunds, and secure transactions – with Flex. The result: fewer errors, faster cash flow, and stronger client relationships. ### Send Accurate Invoices Automatically generate branded, error-free invoices from confirmed orders and quotes in seconds.  ### Quickly Resolve Changes Process partial refunds, add credits, or apply adjustments without rebuilding invoices.  ### Get Paid Fast and Securely Offer clients fast, secure payment options, including cards, ACH, and bank transfers, with [Flex Payments](https://www.flexrentalsolutions.com/flex-rental-solutions/flex-payments/). ### “Switching to an integrated solution for payments is a big time saver. With one click, it does it all!” ### Jason Weldon President and CEO [Read More](https://www.flexrentalsolutions.com/streamlining-operations-with-flex-payments) ### Frequently Asked Questions What is billing and invoicing software for event rental companies? Billing and invoicing software for event rental companies is a platform that automates the creation and delivery of professional invoices, manages deposit collection and payment schedules, processes refunds, and accepts secure online payments — all connected to the quotes and jobs that generated the revenue. Unlike standalone invoicing tools, rental billing software ties every invoice directly to confirmed order data, eliminating manual data entry and the discrepancies that cause client disputes. Can I brand my invoices? Yes, you can fully customize invoices with your company logo, colors, terms, and messaging. Does Flex integrate with accounting tools? Yes, Flex integrates with QuickBooks for seamless reconciliation. Can invoices be sent from Flex? Absolutely. Invoices can be generated and sent from Flex once an order is confirmed. You can even include a payment link. Can I track overdue invoices? Yes. Flex includes real-time aging reports and reminders for unpaid invoices. Can clients pay online? Yes. Clients can pay securely via credit card, ACH, or payment link directly from the invoice. ### Ready to join the pros? Flex unites invoicing, deposits, refunds & secure payments into one seamless workflow – so you can focus on revenue, not reconciliation. [Book a Demo](https://www.flexrentalsolutions.com/request-demo/book-a-feature-demo/?feature=invoicing-payments) ### Explore More of Flex Rental Solutions Flex goes beyond Invoicing & Payments. Explore inventory, operations, sales, quoting, and more – all in one platform built for event pros. [Explore Flex Rental Solutions](https://www.flexrentalsolutions.com/event-rental-software-features/) This website uses cookies to ensure you get the best experience on this website Got it! ## Integrated Payments for Event Rentals Source: https://www.flexrentalsolutions.com/event-rental-software-features/billing-invoicing-payments/integrated-payments/ ## Secure Integrated Payments ### Make it easy for clients to pay securely – directly within Flex. #### Don’t juggle third-party tools. Flex’s integrated payments make it easy for clients to pay securely, while you get faster deposits and cleaner books. ### Key Benefits #### Secure Payment Links Share payment links directly from Flex. #### ReducedChasing Stop chasing checks with online payments. #### LowerFees Flex’s direct payments cut out hidden costs. #### FasterDeposits Get deposits in your account faster. ### Detailed Features ### Integrated Card & ACH - Accept credit cards. - Receive ACH payments. - Secure payment gateways. ### Payment Approvals - Real-time approvals. - Notifications sent. - Faster deposits with integrated rails. ### Reconciliation - Match payments easily. - Reduce manual reconciliation. - Improved accuracy. ### Payment Reporting - Payment dashboards. - Export summaries. - Link to accounting. ### See Integrated Payments In Action Get a walkthrough to see how integrated payments can impact your production workflows and operations. [Book a Demo](https://www.flexrentalsolutions.com/request-demo/book-a-feature-demo/?feature=integrated-payments) ### Frequently Asked Questions What is integrated payment processing for event rental companies? Integrated payment processing means clients can pay invoices directly within the platform — by credit card or ACH bank transfer — without the rental company needing a separate payment terminal or third-party tool. Flex integrates with PayEngine for PCI-compliant payment processing, so the full workflow from quote to signed contract to paid invoice happens in one connected system. Credit card deposits typically arrive in 1–2 business days; ACH within 4–5 days. What payment methods are supported? Credit cards and ACH are supported. Are payments PCI compliant? Yes — Flex partners with PayEngine to ensure compliant, encrypted payment gateways are used. How fast are deposits? Credit Cards deposits are typically 1–2 business days. ACH deposits are typically 4-5 days. Do clients need accounts? No, they can pay via link. Can I accept international cards? Yes, international payments are enabled. Please note that they must also be permissible by the payee credit card as well. Can I export payment data? Yes, export CSV or reports. ### Explore More Invoicing & Payments Features Flex goes beyond Integrated Payments. Explore invoicing, billing, deposits, payment schedules, refunds, adjustments, and more – all in one platform built for event pros. [See Invoicing & Payments Features](https://www.flexrentalsolutions.com/event-rental-software-features/billing-invoicing-payments/) This website uses cookies to ensure you get the best experience on this website Got it! ## Multiple Business Locations/Warehouses Source: https://www.flexrentalsolutions.com/multiple-business-locations-warehouses/ ## Multiple Business Locations/Warehouses Flex Rental Solutions offers robust support for managing multiple business locations and warehouses, making it an ideal solution for companies with distributed operations. For an additional $150 per month, businesses can add a second warehouse or location to their Flex subscription. Adding three to five more locations costs $100 per location, and any additional locations beyond the fifth are $75 each per month . This multi-location capability includes features like Transfer Order Functionality and Location-Based Security Permissions, enabling efficient inventory transfers and access control across different sites. Users can easily switch between locations using the Location Dropdown Menu within the Flex interface, streamlining operations and enhancing visibility across all business units. ### Keep Tabs On Your Equipment,
No Matter The Industry Not all companies are created equal. Flex Rental Solutions is trusted by leaders from a wide range of industries — from Event Productions to Professional AV, to Technology, Party Rentals, and more. Flex Rental Solutions was created with businesses like you in mind. ### Gain a Competitive
Advantage With Flex We’ve designed Flex Rental Solutions for the things that matter: efficiency, accountability, productivity, and better communication with your staff and crew. Our powerful inventory management software is trusted by rental industry leaders who need to know where their inventory is and where their business is going. Flex allows them to plan their resources and effortlessly deliver a great customer experience. This website uses cookies to ensure you get the best experience on this website Got it! ## Cloud-Based & Unlimited Users​ Source: https://www.flexrentalsolutions.com/cloud-based-with-unlimited-users/ ## Cloud-based with Unlimited Users Flex Rental Solutions offers a cloud-based platform that supports unlimited users, enabling organizations to grant access to all team members without incurring additional costs. This feature facilitates seamless collaboration, allowing staff to delegate tasks efficiently and maintain real-time visibility into inventory and operations. Accessible from any device, the system ensures that everyone stays informed and aligned, regardless of their location. By eliminating per-user fees, Flex provides a scalable solution that grows with your business, making it ideal for companies aiming to enhance productivity and streamline their rental and asset management processes. ### Keep Tabs On Your Equipment,
No Matter The Industry Not all companies are created equal. Flex Rental Solutions is trusted by leaders from a wide range of industries — from Event Productions to Professional AV, to Technology, Party Rentals, and more. Flex Rental Solutions was created with businesses like you in mind. ### Gain a Competitive
Advantage With Flex We’ve designed Flex Rental Solutions for the things that matter: efficiency, accountability, productivity, and better communication with your staff and crew. Our powerful inventory management software is trusted by rental industry leaders who need to know where their inventory is and where their business is going. Flex allows them to plan their resources and effortlessly deliver a great customer experience. This website uses cookies to ensure you get the best experience on this website Got it! # Add-ons ## Flex Payments Source: https://www.flexrentalsolutions.com/flex-payments/ ## Flex Payments is Here. Just one more reason why Flex is the Operating System of Choice for the Live Events Industry. [Sign Up Now!](https://www.flexrentalsolutions.com/flex-payments/flex-payments-request-a-demo/) [Book a Demo](https://www.flexrentalsolutions.com/flex-payments/flex-payments-request-a-demo/) ### “Switching to an integrated solution for payments is a big time saver. With one click, it does it all!” ### Jason Weldon President and CEO [Read More](https://www.flexrentalsolutions.com/streamlining-operations-with-flex-payments) ### Recognize the benefits of Payments with Flex ### Streamline Your Workflow Flex Payments is part of the [full event rental software feature set](/event-rental-software-features/) unifying quotes, invoices, and payments in one platform.  ### Enhance Your Accuracy Flex Payments reduces complexity and improves accuracy by ensuring quotes and invoices align perfectly and  minimizing discrepancies.  ### Improve Your Cash Flow Faster payment processing, with next-day credit card funding included, ensures your business can manage their cash flow more effectively. ### Trust Your Payments FLEX Payments is powered by PayEngine, offering top-tier security that ensures every transaction is safe, secure, and compliant with industry standards. ### Flex Payments Webinar Check out CEO Chris Stein’s webinar, and learn how FLEX Payments will help your organization speed up cash flow, reduce errors, and create a faster, more reliable process for your entire team.  ### See the full ROI picture. ### with Flex Dashboards. [Learn More](https://www.flexrentalsolutions.com/features/dashboards/) ### Frequently Asked Questions What do we need to get started with Flex Payments? You need to establish a merchant account with PayEngine. To do so, you will need the following: - Your last 3 bank statements - Your business legal information (EIN, etc.) - 10 minutes to fill out the onboarding form From there PayEngine will review and submit the completed application to the underwriting team within 2 business days. When my merchant account is set up, does PayEngine hold back or reserve any funds for new merchants? No. PayEngine does not hold back or reserve any funds for new merchants. Can we use Flex Payments with my existing payment processor? No. Flex Payments is only available to customers with a PayEngine merchant account. Can you send payment links for full and/or partial payments (like a deposit) for an event? Yes. You may send payment links for full or partial payments of a quote or invoice. Payments links are only sent from financial document elements. Event folders are not supported at this time, but are a consideration for the future. If additional gear is added the day of the event, is it possible to create a payment link for that amount? Yes. Using existing business practices, you can generate an additional invoice and include a payment link. Can the fees associated with a transaction be passed on the end customer? Yes. We will be producing a “how to” guide on this topic in the near future. Stay tuned for that! Are customers able to save their credit card information so they don't have to reenter it when paying a second time? Most browsers save and autofill payment information and the PayEngine payment page is optimized to support this experience. That said, to ensure security PayEngine does not preserve any of that data. Are there any plans to add additional ways to pay beyond credit card and ACH? Something like Zelle as an example? As PayEngine begins to support new payment options, Flex will evaluate how and when to best enable them. When a payment is made can you see the payment type (credit card, etc.) in Flex? Yes. You can see the payment type. What are the different status options used when issuing partial invoices and requesting payment? The statuses, which are user configured, will continue to reflect your existing business processes. The integration automatically creates the payment element in Flex when the payment is made in PayEngine. Based on the user configurations, the payment element can impact statuses and workflow. Can you process in person payments? Payments made via telephone? Yes to both. These payments would need to be processed in the PayEngine merchant portal and thereafter manually added into Flex. This is the same workflow customers have today. Having these payments automatically reflected in Flex is a future consideration. Can we process an authorization, or hold, on a customer's credit card before collecting payment? Yes. Via the PayEngine merchant portal. Can you charge a card on file or process refunds from within Flex? Not at this time. These transactions would need to be processed in the PayEngine merchant portal and thereafter manually added into Flex. This is the same workflow customers have today. Making these capabilities available is a future consideration. We use multiple corporate ids, can we create multiple merchant accounts and map them as appropriate within Flex? Absolutely. Flex and supporting multiple merchant accounts. Can payment requests be automatically triggered and sent by the system? Not at this time. We are investigating payment request automations (scheduling, reminders, past due items, on DocuSign, etc.) as a future consideration. Does the Quickbooks integrate payments and refunds? Yes. Using the same functionality that exists today payment elements can be integrated with Quickbooks when manually initiated by a user. This website uses cookies to ensure you get the best experience on this website Got it! ## Flex Rental Solutions | Warehouse RFID Asset Tracking System Source: https://www.flexrentalsolutions.com/flex-rfid-tracking-software/ ### What's Your Success? ## RFID Warehouse Tracking Software Scan thousands of items in seconds. [Book a Demo](https://www.flexrentalsolutions.com/request-demo/) ### RFID is probably cutting down our cable return time to maybe a third compared to barcode scanning. It’s saving us hours beyond what we anticipated. ### Tyler de Leeuw Quality Control Manager [Read More](https://www.flexrentalsolutions.com/flex-rfid-tracking-software/rfid-roi) ### Scan Less, Do More Your favorite inventory tracking apps now come with RFID. ### Real-time data accuracy ### Reduce costs of asset scanning ### Move towards a more efficient warehouse ### Deliver 2x ROI or more for your business. ### Get your RFID Proof of Concept Kit Learn how Flex’s RFID Proof of Concept Kit can get you quickly started with an all-in-one package and watch Flex CEO Chris Stein review the latest in RFID technologies you’ll receive as part of the kit. [Learn More](https://www.flexrentalsolutions.com/rfid-package/) ### Recognize the benefits of RFID with Flex ### Reduce Costs What if you could scan your equipment and assets six times faster, without a loss of accuracy? Organizations with about 100,000 assets can save up to $150,000 with the implementation of RFID-based asset tracking. With RFID, several tags can be scanned simultaneously, allowing you to scan an entire case in just seconds. ### Reduce Scan Time Powerful RFID scanning technology significantly reduces your scan time in the warehouse and optimizes your company’s time-to-value. RFID scanning capability puts the power of cutting-edge technology right in your hands. ### Up to 10x Speed Improvement! We estimate that customers who implement RFID tracking technology will see a 6-10 time speed improvement of asset ID capturing. Your warehouse staff will have more time to dedicate to valuable revenue-generating activities and working towards improving job accuracy, stock count, and efficiency. ### Missed the Webinar?Here’s Everything in One Place. Watch the full recording, get Chris’s summary of the biggest themes, and see what 100+ live event professionals said about where they are in their RFID journey. [Read the Recap & Watch the Recording](https://www.flexrentalsolutions.com/what-the-live-event-industry-really-wants-to-know-about-rfid/) ### Frequently Asked Questions ### Getting Started with RFID What is AV equipment tracking software and how does RFID improve it? AV equipment tracking software records the location, status, and movement of every piece of audiovisual equipment — from warehouse storage through job deployment and return. Traditional tracking uses barcodes that require individual line-of-sight scanning of each item. RFID improves AV equipment tracking by reading hundreds of tags simultaneously without line-of-sight, enabling bulk scanning of entire truckloads in seconds rather than minutes. For AV rental operations managing thousands of serialized items across multiple simultaneous productions, RFID transforms tracking from a manual warehouse task into an automated, real-time visibility system. Is Flex a SaaS solution or on prem? Flex is a cloud-based SaaS (Software as a Service) solution. There is no on-premises installation required , your team accesses Flex via web browser and the Flex5 Mobile App on iOS or Android devices. Does RFID come with the Flex solution or is it a module add-on? RFID is an add-on module within Flex. Your core Flex subscription covers barcode/QR scanning and inventory management. RFID capability is layered on top of that. Contact [sales@flexrentalsolutions.com](mailto:sales@flexrentalsolutions.com) to discuss adding RFID to your account. What is the price point of the starter package? The RFID Proof of Concept Kit is designed to give you everything you need to get started quickly and confidently. It includes a Flex Scan Pro all-in-one RFID reader with charging station, fully pre-configured to work seamlessly with Flex so you can begin testing right out of the box. The kit also includes a variety of RFID tags to help you evaluate real-world performance across different asset types in your warehouse, including cable tracking tags and housings in two sizes (10 of each), multiple label types from two different manufacturers (four variations, 10 of each), and flexible, washable tags designed for soft goods like drapes and linens. The goal of this kit is to give you hands-on experience across a range of use cases, allowing you to test read range, durability, and performance in your actual environment so you can determine which tag types and manufacturers are the best fit for your operation before making larger purchasing decisions. How to buy from the Netherlands — will there be customs costs? At this time, Flex is only able to sell RFID hardware within the United States. For customers outside the U.S., we recommend working with a regional distributor who can support your location. In Europe, we have a trusted partner in the UK that you can reach out to for assistance with Seuic AUTOID UTouch 2 UHF RFID Reader and Charger hardware. You can contact Jimmy Bhagwagar at [jimmy@jmprime.co.uk](mailto:jimmy@jmprime.co.uk), and they can help guide you on sourcing hardware appropriate for your region. In theory, does this process create a unique identifier for unserialized items, to a degree? No, what you’re actually doing is converting a non-serialized model into a serialized one. Once that change is made, you begin creating individual units under that model, each with its own barcode and RFID tag. This gives every item a true unique identifier per unit, rather than one barcode for the model with a quantity scanned. The benefit is that you move from simply counting quantities of non-serialized items to tracking each unit individually, while also gaining the speed and efficiency of RFID for scanning and validation. How does the RFID process integrate with serialized packages and their contents? What is the ideal process for accurate scans for items permanently assigned to cases? It doesn’t significantly change the existing process. You still scan the case in container builder mode to identify which case you’re working with, then add contents using either RFID reads or barcode scans. Once complete, you scan the case again to close it. For serialized packages with permanently assigned contents, those relationships remain intact, so when a case is scanned back in from a show, the system retains the expected contents. RFID simply provides a faster way to build what’s inside, while maintaining the same structured workflow you use today. So you don’t need rfid for contents if they are staying intact but you can use them also. Can RFID be used within Flex for both serialized and non-serialized? RFID in Flex is used at the unit level, which means it applies to serialized models only. For non-serialized items, the process is to convert the model to serialized, and then create individual units with their own barcode and RFID tag assigned. Once that’s done, those items can be tracked and scanned using RFID, rather than just being counted as bulk quantities. ### Hardware & Scanners Is an RFID tag just an alternative to a barcode sticker? An RFID tag isn’t a replacement for a barcode, it’s a complementary identifier assigned to each serialized unit. In most cases, we recommend that every unit have both a barcode and an RFID tag. This gives you flexibility in how you track and manage inventory: RFID enables fast, bulk scanning and automation in the warehouse, while the barcode provides a reliable fallback if a tag is damaged or if you’re in the field without access to an RFID reader. This dual approach helps ensure accuracy and continuity across different workflows and environments. Can you please share where to purchase RFID readers and tags? Where you purchase RFID hardware depends largely on your geographic location. For U.S.-based customers, Flex offers the Flex Scan Pro, which comes pre-configured and ready to work out of the box with Flex. For international customers, we typically recommend purchasing scanners through a regional distributor, and we provide configuration documentation to help get the device set up properly within Flex. As for RFID tags, these can often be sourced directly from manufacturers such as HID Global or through their distribution partners. Another good resouce for buying different test tags is https://www.atlasrfidstore.com. They have Can you change frequencies if you are getting interference from outside sources? No, RFID operating frequencies are regulated by government agencies and vary by country. In the U.S., RFID systems are designed to operate within the approved frequency bands, and those cannot be changed to avoid interference. Tags and readers are manufactured to comply with these regional regulations, so you can’t request U.S. hardware to operate on a different frequency band. Is the app used to calibrate the scanner a separate downloadable app? No, the configuration tools are not separate downloads, they come pre-installed on the device. The scanner includes three main apps: a UHF app for RFID configuration, a scan app for barcode settings, and the Flex app itself. The UHF app is used to configure key device behaviors such as launches on startup, whether RFID reads trigger vibration (enabled by default) or sound feedback (disabled by default), how data is sent to applications (Focus Mode with an “Enter” appended to each read), and RFID power levels (typically adjustable from 1–33 dB). These settings are preconfigured when the device is delivered. The scan app provides similar configuration for barcode scanning. Together, these apps allow you to seamlessly read both barcodes and RFID tags directly within Flex. In most day-to-day use, the only setting that typically needs adjustment is the RFID power level. What is the battery life on the Flex Scanner 2000? The Flex Scan Pro includes two batteries: a removable battery in the handle that powers the RFID reader and scanner, and an internal battery that powers the Android device. Both batteries charge simultaneously when the unit is placed in the charging cradle or connected via USB-C. A full charge will typically last a full working day, though actual battery life will vary depending on usage and RFID power settings. Can the scanner be an input to a PC or just the integrated Android device? The Flex Scan Pro is an all-in-one, integrated device where data from both the barcode scanner and RFID reader is sent directly to applications running on the built-in Android device. It is not designed to function as an external input to a PC and does not offer connection options like Bluetooth for pairing with desktops or other devices. For customers who need that type of flexibility, alternative hardware options, such as the Zebra RFD40, can connect via Bluetooth to phones, tablets, or laptops. If you’d like to explore those options further, we’d be happy to set up a call to review what would work best for your setup. ### Tags & Tagging Are RFID tags weather resistant? Would you recommend for outdoor industries like lumber? It depends on the specific tag, there isn’t a single standard for weather resistance across all RFID tags. Some are fully encased and designed for harsh environments like oil and drilling operations, where they’re exposed to extreme weather, moisture, and rough handling. Others are more basic labels intended for indoor use and won’t hold up as well outdoors. For applications like lumber or other outdoor industries, we recommend selecting tags specifically designed for those conditions and confirming durability, material, and rating directly with the tag manufacturer or vendor. Is there a tag for glass? Yes, there are RFID tags designed specifically for use on or with glass, but it’s important to use the right type of tag for that surface. Standard RFID tags don’t always perform well on glass because materials like glass and liquids can affect RF performance, so specialized tags are often required. For example, there are RFID “windshield” or glass-surface tags that use adhesives and antenna designs optimized for glass, allowing reliable reads through the material. There are also encapsulated “glass tags” (a different concept) where the RFID chip is sealed inside a glass housing for durability, these are commonly used in industrial or harsh environments and can be mounted or embedded into equipment. The key takeaway is that glass is a more challenging material than something like plastic or wood, so tag selection matters more. The best approach is to work with your tag vendor to choose a tag specifically designed for glass and test it in your real-world environment to confirm performance. What is the lifespan of smaller RFID tags/collars for cables and frequently handled items? Do they fall off or break easily? These tags are designed to be very robust and hold up well in real-world use. Customers have been using cable tags and collars for years without significant wear and tear. The RFID inlay is housed inside a protective casing, which helps shield it from typical handling, coiling, and transport. Under normal use, you can expect them to last for the lifetime of the asset. Of course, like anything, they’re not indestructible, extreme conditions like being run over by a forklift could damage them, but in day-to-day operations, they perform very reliably and do not commonly fall off or break. Could cable RFID housings be 3D printed to lower costs? In theory, you could 3D print a housing, but the commercial tags we recommend are engineered not just for fit, but for durability and RF performance. These are designed to have a long lifespan in real-world usage. There may also be intellectual property considerations when copying existing designs. If cost is a concern, we’d recommend working with tag manufacturers to find the right balance of price, durability, and performance rather than trying to replicate them. What is the best way to put tags on mics? Microphones are some of the most challenging items to tag with RFID, and the best approach depends on the type of microphone. Wireless beltpacks and handheld transmitters can often use RFID labels successfully, but we recommend testing sample tags first to confirm performance. Wired microphones are more difficult. Placing a tag inside the grille or element housing to hide it can affect the microphone’s frequency response, while placing a tag inside the body through the XLR connector typically results in poor read range because the tag is enclosed by metal. The smallest option I’ve found that may work is a very small, thin tag originally designed for medical instruments, such as the HID Sentry Instrument UHF RFID Tag, which could potentially be epoxied to the microphone housing. [https://www.hidglobal.com/products/sentry-pcb-tag.](https://www.hidglobal.com/products/sentry-pcb-tag.) In general, microphones require more testing and care than most other asset types to find a tagging approach that balances performance, durability, and discretion. The other way to track them is small 1/3 inch 2d printed barcodes inside the xlr connectors. Contact [sales@flexrentalsolutions.com](mailto:sales@flexrentalsolutions.com) for pricing on those. Is there a list of suggested tag vendors? Yes, there are a few vendors we highly recommend based on experience in the live event industry. HID Global offers an extremely wide variety of tag types, including options like Sentry Cable tags, labels, and tags designed for linens and drapes. A great contact there is Lisa Moore ([lisa.moore@hidglobal.com](mailto:lisa.moore@hidglobal.com)), who specializes in the AV industry, having someone who understands real-world use cases in our space is incredibly valuable. Another strong option is Metalcraft, which is highly recommended for durable barcode labels, with or without embedded RFID. A great contact there is Tonya Ristau ([tonyar@idplate.com](mailto:tonyar@idplate.com)). For customers looking to explore and test different tags, atlasRFIDstore is a great resource. They offer smaller sample packs so you can evaluate different tag types before committing. Just be sure to select UHF tags that operate in the appropriate frequency band for your region (in the U.S., typically 902–928 MHz). Can you show the best tag for XLR cables and what's the price point? For all cable, Flex recommends the Vizinex (HID Global) Sentry Cable Tag with housings. The ideal size is typically the 1/3” diameter opening for standard XLR cables. These are screw-together housings that clamp around the cable and protect a passive UHF RFID inlay, designed specifically to withstand real-world handling. This included a opening to captivate tie line to secure the coiled cable. The housings are also shaped with angled edges so they don’t snag when pulling cables through bundles. Housing sized go from.33″ diameter opening up to 1.3″. Pricing varies based on housing size, order volume, and whether you include printed elements like barcodes or logos on the tag. Generally, UHF RFID inlays range from about $1.00 to $2.00 per tag, and the housings are in a similar range depending on size and quantity. For more information and purchasing, you can reach out to Lisa Moore, [lisa.moore@hidglobal.com](mailto:lisa.moore@hidglobal.com) at HID Global. Average cost per tag metal safe sticker tags for larger assets? Will tag prices increase or decrease? The average cost for metal-compatible RFID label tags can vary depending on several factors, including the material (basic label vs. heavy-duty protected tag), whether color printing or branding is included, and the quantity being purchased. In general, UHF RFID labels for larger assets typically range from about $0.50 to $2.00 per tag, with higher durability and customization options increasing the cost. A great contact there is Tonya Ristau ([tonyar@idplate.com](mailto:tonyar@idplate.com)). ### Scanning Accuracy & Best Practices How big is the range? Do I need to keep cases a certain distance apart to avoid accidentally scanning nearby cases? UHF RFID typically has a read range of about 3–15 feet, depending on power settings, tag type, and environment. Because of this, running at full power is often not ideal, RFID can read farther than you actually want, increasing the chance of picking up unintended tags. The goal is to create a controlled read environment where only the items you intend to scan are within range. In practice, this means lowering the scanner power and aiming the anttena away from other tags during scanning workflows. The Flex Scan Pro allows you to adjust power levels to dial this in. It’s also important to consider whether you’re scanning loose items or items inside cases, penetrating into cases often requires higher power, which can increase the likelihood of reading adjacent items and may require additional spacing to maintain accuracy. What would be the process for content building using RFID? Will cases still need to be opened? For content building today, we still recommend using barcodes for cases as part of the workflow. Scanning the case barcode tells the app exactly which case you’re working with and, when using container mode, displays the required contents to complete that case. Once the items are added, you scan the case again to close it out. This intentional use of barcodes to open and close a specific case ensures accuracy and provides a fast, structured workflow across different case types. It also keeps the process consistent when prepping jobs and filling cases, including free-pick container workflows, while RFID is used to efficiently scan and verify the individual items going into the case. Still not seeing how this solves the cable issue if it struggles with large quantities or through cases. The key concept isn’t just how RFID reads cables, it’s when you choose to read them to get the most accurate results in both your inbound and outbound warehouse processes. Think of it like wireless microphones: you wouldn’t place antennas under the stage just because they’re physically closer to the transmitters. Obstructions reduce performance, so you place antennas where they have a clear, unobstructed path. RFID works the same way, reading through dense cable cases isn’t always the optimal moment. It’s not that you can’t do it, but you’re far less likely to achieve consistent, accurate reads. Cables may ship and return in cases, but that doesn’t mean the RFID read needs to happen while they’re inside those cases. There are natural points in your workflow that provide much better read conditions. During returns, when gear is being unloaded, cleaned, tested, and recoiled, before they are put back in the case, is an ideal time to capture accurate reads. Similarly, when building cases before storage on a shelf or show prep, cables are already being handled and counted individually, reading them just before they go into the case gives you the highest accuracy. Rather than forcing RFID to solve the most challenging scenario (reading dense cable cases), the goal is to use RFID at the right points in your process. When applied at the right time, it delivers highly accurate results without adding friction to your workflow. What do you recommend regarding the scan environment? Isolated scan zone, keep away from certain materials, etc.? The ideal scan environment is a controlled area with some separation from other tagged items, so you’re not unintentionally reading nearby inventory. Having a clean scan zone with fewer surrounding tags helps improve accuracy and confidence in what’s being read. It’s also important to balance the reader’s power settings, using only the amount of power needed for the task helps limit the read range and prevents picking up unintended tags outside your target area. What is the recommendation for converting from traditional barcodes to RFID? Do you have to re-barcode everything? It depends on how you want to implement RFID alongside your existing barcodes. In most cases, you don’t need to completely start over. Instead you can add RFID data to an existing barcoded asset. You don’t have to assign new barcodes, but in some cases it may make sense, especially if you’re upgrading to more durable labels or incorporating the barcode into an RFID tag housing for better protection such as the Vizinex Cable Tags and Housings. You can also preserve all of your existing serialized unit history by using the Flex App Inquiry Scan, you can scan the current barcode, pull up that unit’s record, and then updatethe data fields by adding the RFID tag to the unit (and updating the barcode if desired). This allows you to update RFID fields, without losing data, and without needing to re-barcode everything all at once. Can RFID tags cause problems with radio systems (IEMs, receivers, antennas)? As long as your current wireless systems aren’t operating in the 900–928 MHz range, interference shouldn’t be an issue. The RFID tags that we recommend are passive and only become active when powered by a reader on the correct frequency. ### Software & Roadmap Are there ways around the 100 RFID scan limit per batch in the app? Currently, the Flex5 Mobile app has a 100-tag limit per scan batch, and there isn’t a workaround for that today. That said, this limit is actively being reviewed and updates are planned. For higher-volume workflows, including portal-based use cases, we’ve begun testing RFID functionality within the web-based desktop environment, where different limits are being explored, so more flexibility is coming. It’s also worth noting that smaller scan batches can actually be beneficial. They make it easier for the user to review and validate for accuracy. As batch sizes grow, it is easier for the user to not review and errors to go unnoticed, often leading to lower data quality over time. When will Flex printing allow for writing of RFID IDs? We have a programmable RFID printer. The main reason most customers are not using printable RFID labels is durability. Printable / programmable labels typically don’t offer the level of protection needed to withstand the full lifecycle of live event assets. Most customers prefer tags with a protective clear overlay that improves durability while also allowing for color logo printing. It’s challenging to combine all of these requirements into a single printable solution, which is why pre-encoded tags with rugged protection are more commonly used. Is there an option to scan RFID in the web version of Flex? Can we set filters to ignore certain tags? Currently, RFID scanning workflows, such as Prep Pull Sheet, Manifest Return, and Free Scan In/Out, are only available in the Flex5 Mobile app on iOS, Android, and M-series Mac devices. We are in the early stages of developing RFID functionality for the web-based desktop environment (Safari/Chrome), but that is still in progress. At this time, tag filtering is not included in the initial phase of that development. We’d be interested to better understand your use case for filtering, as that feedback helps guide future enhancements. Is there a way to type in a specific RFID code to find a tag you can't physically scan? Currently, there isn’t a way to manually type or paste an RFID tag ID into the app to locate it. This type of functionality exists within the device manufacturers’ developer tools, but it’s not exposed in the standard user workflows today. On devices like the Flex Scan Pro and Zebra TC22, you can identify a specific tag from a list of tags that have already been read, for example, selecting one tag out of a batch of 60 and using the device to help locate it. We have requested the ability to paste or enter a tag ID directly for search and location, but that capability is not currently available in the standard applications. With the 100 scan limit, would you need to process and restart before pushing each case through a portal? Portals are not currently a released or fully supported product within Flex. Some customers are actively testing portal setups using workarounds, such as keyboard emulation to pass data into the mobile app or using APIs to send data directly to the backend, but these are not part of a standardized workflow today. Because of that, the 100-tag scan limit in the mobile app can be a constraint depending on how the portal is being used. We do have plans to expand RFID functionality into the web-based desktop client, along with improvements to tag read limits, which will better support higher-volume workflows like portals. That said, there is still ongoing work to refine portal accuracy, consistency, and the operational workflows our customers expect. It’s an area we’re actively evaluating, so stay tuned as development continues. Having RFID scan input on web app with keyboard emulation would be nice. RFID over API gets very call-heavy. Having RFID input directly into the web app via keyboard emulation allows both Flex and our customers to begin exploring portal-style workflows, giving us early functionality and valuable feedback on how these solutions could evolve. Today, using RFID over API can become very call-heavy, especially in higher-volume scenarios. As a result, we are exploring future web-based workflows that support more batch-oriented data handling, which would reduce the number of API calls and improve overall efficiency. If there are missing or damaged items, can you reflect those changes from the scanner or will that have to be input manually? There are two parts to this. During inbound RFID scans, if an item has already been marked as out of commission, the system will surface that information after the bulk scan is processed. If multiple items have notifications, each unit will be listed along with its associated status or alert. For newly identified damage or issues, the recommended workflow is to use the inquiry scan within the app. This can be done either in the warehouse or out in the field. This is also one of the key reasons we recommend having both a barcode and an RFID tag on each unit, if an RFID reader isn’t available, users can scan the barcode with the device camera to open the unit record and log maintenance or mark it out of commission. ### Portals & Advanced Workflows Do RFID portals work for live event warehouse operations? We have worked with customers testing a variety of portal configurations and have also conducted extensive testing internally. We offer two portal setups that can be rented for hands-on evaluation. What we’ve learned is that antenna layout, power settings, and reader configuration are highly dependent on the specific environment — there isn’t a single “best” setup that consistently delivers across all use cases. Based on our findings to date, portal solutions generally fall short of the near 100% accuracy required in the live event industry. Because of this, Flex continues to evaluate portal integration carefully, weighing the potential benefits against added complexity and cost. For most operations, handheld scanners remain the recommended starting point. What factors impact portal accuracy? Read performance is heavily influenced by several factors, including the type of container the tags are in, the density of items inside, antenna configuration, the distance between antennas, and the speed the gear moves through the portal. In general, slower movement improves read accuracy, but optimizing the environment is even more important. We’ve found that keeping antennas closer to the tags—such as spacing them 5–8 feet apart instead of 10–12 feet—can significantly improve results. It also helps to keep items within the “sweet spot” of the read zone for a short period of time. For example, briefly pausing and rotating a case can dramatically increase read completeness. That said, even with best practices, achieving 100% accuracy with portal reads is still challenging. What portal solutions have you tested? We currently have two portal setups that we use for internal testing, tradeshow demos, and customer rentals, allowing teams to evaluate performance in their own environment and workflows. We also plan to introduce more web-based/desktop interface capabilities in the future to support broader real-world testing. From a cost perspective, portals can be a significant investment. Depending on antenna types and configuration, a typical setup can range from around $5,000 for entry-level systems to $17,000 or more for a fixed dock door solution with reader and antennas. At this stage, handheld scanners remain the recommended starting point, with portals being an area we are actively exploring for future workflows. If you’d like to dive deeper, please reach out to sales@flexrentalsolutions.com to schedule a Zoom meeting and review your specific RFID portal questions and setup in detail. What about a conveyor belt RFID portal method (Times-7 SlimLine A6020)? Would this help with accuracy? We’ve had conversations with a customer currently using RFID handhelds who introduced this concept, and it’s definitely intriguing. A conveyor-based approach could help solve several common challenges, such as case interference and high tag density, since items would typically move through in smaller quantities, often one or two cables at a time, at a consistent orientation. That said, it introduces new considerations, like the size of the conveyor area. For example, is it wide enough to handle large items such as 100’ feeder cable coils? Do you have access to a conveyor belt system? It’s a promising idea, and one we’re continuing to evaluate. If you’re interested in testing it, we’d be open to loaning a Times-7 portal for a month to explore how it performs in your environment. This website uses cookies to ensure you get the best experience on this website Got it! ## RFID Proof of Concept Kit & Starter Package Source: https://www.flexrentalsolutions.com/flex-rfid-tracking-software/rfid-package/ ## RFID Proof of Concept Kit & Starter Package ### The Flex RFID Proof of Concept Kit is available now. ### In one simple, complete package We know finding the right RFID hardware and tags can be overwhelming, so we made it easy for you. Flex Rental Solutions created an RFID Proof of Concept kit that includes one handheld scanner and 7 RFID tag types so you can easily start implementing RFID for different inventory types common in the live event industry. We’ve done the work of sourcing, studying, and rigorously testing the best tags and hardware so you don’t have to. The entire kit is available as a one time-purchase, but the handheld scanner can be rented. See more benefits and get your RFID package! [Request a Quote Today!](https://www.flexrentalsolutions.com/request-demo/) ### Introducing the all new #### FlexScan Pro ### Learn More About What’s Included in the Package! ### FlexScan Pro All in One Reader The FlexScan Pro is an all-in-one RFID and barcode scanning device — no separate phone or sled required. Dedicated triggers for both RFID and barcode scanning make switching between modes instant and effortless. With instantaneous read speeds and built-in tag locator functionality, the FlexScan Pro is purpose-built to keep your warehouse moving. ### RFID Starter Tag Set - (10) MetalCraft Universal RFID Tag - 2 7/8" x 1 3/8" - (10) MetalCraft Universal Micro RFID Tag - 1 7/8" x 5/8" - (10) Xerafy Dot-On XS RFID Tag - (10) Xerafy Titanium Metal Skin RFID Tag - (10) HID LinTag Textile RFID Tag - (10) Viznex VIZH300 Sentry Cable II RFID Tag - (10) Viznex VIZH430 Sentry Cable II RFID Tag ### See how it works Watch Flex CEO Chris Stein review the RFID technologies you’ll receive as part of the kit. Flex Rental Solutions: Vizinex Labels Review Flex Rental Solutions: Metalcraft’s RFID Labels Review Flex Rental Solutions: Hubbell Cable Strain Relief Cable Tracking System Review Flex Rental Solutions: HID Global Laundry Tag Review Flex Rental Solutions: Vizinex RFID Sentry 2 Cable Tag Review ### Get your starter kit now. Flex RFID starter kits are in stock and available now, get yours today! This website uses cookies to ensure you get the best experience on this website Got it! ## StaffingPlus: Event Crew Scheduling & Labor Management Source: https://www.flexrentalsolutions.com/flex-staffingplus/ ## Flex StaffingPlus A seamless, integrated solution that creates a better experience for Flex customers and their crews. ### ACTIVATE YOUR 30-DAY FREE TRIAL NOW [Get started](https://share.hsforms.com/1fQr4mdRVSmyAAhcbKXirBA43vgy) ### Cody Volk​ ### General Manager​ ##### FM Systems “With Flex Staffing Plus, I was able to inquire about four roles on one show and six on another, receive responses, and confirm the jobs within ten minutes. With just a few button clicks.” ### Effortlessly Handle Event Staffing Flex StaffingPlus was designed to save time and minimize frustration by removing the bottleneck caused by traditional manual crew sourcing. Key features include: ### Availability Inquiry Easily find the crew members that have the skills you need and send availability inquiries to all of them with just a few clicks. ### Job Offers Once freelancers are confirmed available, Flex StaffingPlus users can instantly send job offers with a single click. ### Call Times Enhancing generic start and end dates, Flex StaffingPlus enables specific call and end times for each freelancer, and generates finished daily Call Sheets. ### Purchase Orders Flex StaffingPlus allows users to automatically generate Purchase Orders from the staffing line item of each job. ### Gantt View Load any job into Flex StaffingPlus that requires staffing resources with Gantt view. ### Real Time Notifications Receive real time notifications to responses to job inquiries and job offers from within Flex or via email. ### Introducing Flex StaffingPlus ### Chris Stein ### Chief Executive Officer ##### Flex Rental Solutions “The Pandemic changed the way the event industry manages their workforces and staffs their jobs. And when we hear our customers have a bottleneck or pain point preventing them from achieving more success, we want to help them solve it.” ### Recognize the benefits of Flex StaffingPlus ### All-In-One Solution Inquire about availability and send offers from within Flex. Save hours of reaching out individually to fill a role. ### At-a-Glance Inquire about availability and send offers from within Flex. Save hours of reaching out individually to fill a role. ### Simplify Workflow Inquire about availability and send offers from within Flex. Save hours of reaching out individually to fill a role. ### Pricing Introductory pricing now extended! Start now with a 30-day free trial! Continue with our introductory pricing offer of $100 per month, including all StaffingPlus features and unlimited contact inquiries. ### Flex StaffingPlus Demo Watch a recording of the Feb 28 Launch Webinar, presented by our own Branden Rosenlof – Product Manager for Flex StaffingPlus. ### Ready for some extra credit? Check out our Introduction to Flex StaffingPlus! [Get FlexABLE: StaffingPlus](https://www.flexrentalsolutions.com/get-flexable/flex-staffingplus/) ### Frequently Asked Questions Can we customize the email sender name that our contractors see? Yes! In the updated Staffing Settings, you can now set a custom “From” name (e.g., your company or staff member name), manage email template naming, and control user permissions to ensure your communication is both branded and secure. *Pro Tip:* Use a hybrid sender name like *“Chris @ Flex Productions”* — this blends familiarity with professionalism and boosts open rates. Can I send SMS / text messages instead of emails? Not at this time. StaffingPlus communication is email-based. However, emails can be read on any device, and with template customization, you can keep them short and mobile-friendly. *Pro Tip:* Encourage crew to add your sender address to their contacts — it reduces “I didn’t get the email” issues. Can the emails we send include venue info, other dates and times, etc.? Yes. You can customize templates to include venue details, load-in instructions, parking info, and more. Staffing Settings lets you tailor each template to your workflow. *Pro Tip:* Put logistical details in your templates once — it saves you from repeating them across every job. Can I schedule shifts before sending inquiries or booking someone? Yes. Once a role is on a Crew Call, you can add shifts before sending inquiries or making bookings. With the latest update, you can now break each day into **multiple shift segments**. This works in both the Contact List (single job) and Crew Dashboard (multi-job view). *Pro Tip:* Use the Dashboard for managing multiple overlapping jobs, but confirm single-job accuracy in the Contact List before sending inquiries. Can I schedule multiple shifts per day? Yes! StaffingPlus now supports multiple shift segments per day. This makes it easy to schedule split calls, staggered start times, or back-to-back shifts for the same crew member. *Pro Tip:* Label shifts clearly (e.g., *“Lighting – Load In”*, *“Lighting – Show Call”*) to reduce confusion. What’s the difference between Contact List and Crew Dashboard scheduling? Use the **Contact List** when scheduling a single job — it’s ideal for focusing on one event. Use the **Crew Dashboard** for a Gantt-style view across multiple jobs. Both now support multiple shifts per day. *Pro Tip:* Think of Contact List as your **microscope** (detail on one job) and Crew Dashboard as your **wide-angle lens** (big picture across jobs). For positions with a Qty larger than 1, does that count as multiple roles for pricing purposes? Or just one position, one charge? As an example, does a single line item with six stage hands count as one inquiry or six?Yes. A role with Qty greater than 1 will be treated as multiple slots that need to be staffed, but it will be counted as a single inquiry. *Pro Tip:* Double-check headcount in your Dashboard when staffing large crews — it’s the easiest way to spot gaps. Can I edit multiple daily shifts or call times in bulk? Yes. Bulk editing lets you adjust several shifts at the same time. This is especially useful when updating multiple split shifts or aligning start times across a crew. *Pro Tip:* Apply bulk edits first at the Contact List level, then use the Dashboard to fine-tune across jobs. Can I move or adjust shifts after they’re created? Yes. In the Contact List, edit shift details directly to change start or end times. In the Crew Dashboard, you can click into a shift bar or drag-and-drop it along the timeline. *Pro Tip:* Take a screenshot of your Dashboard before big edits — it doubles as a quick staffing report for production meetings. What filtering options are available on the Staffing Dashboard? The Dashboard includes filters by status, job, and date range. With the Gantt-style view, you can also see multiple shift segments per day, making it easier to spot coverage and overlaps. *Pro Tip:* Combine filters with a narrowed date range (e.g., a single week) for the cleanest view. What can I still do to staff a line without the StaffingPlus module enabled? You can still assign roles and manage crew manually in Flex. StaffingPlus adds automation, inquiries, confirmations, and the Dashboard view, but the core staffing workflow remains available. *Pro Tip:* Even if you start without StaffingPlus, you can prepare your team by using consistent role naming and Contact Lists. What happens when a contractor replies to the staffing email instead of clicking the link? Replies will be sent to the staffing email inbox you’ve configured. However, the best way for contractors to respond is through the inquiry buttons, so Flex can automatically track responses. *Pro Tip:* Train crew to use inquiry buttons — but always monitor replies for last-minute changes. How do I communicate changes to any contact who has already been sent an inquiry or offer? Or who has been staffed? Use StaffingPlus to send an update email. With multiple templates available, you can send reminders or last-minute updates without creating confusion. *Pro Tip:* Keep a dedicated “update” template ready — so you can resend details with one click when changes happen. Can I personalize or segment email templates for confirmations vs. reminders? Yes. StaffingPlus lets you create and manage multiple email templates in **Staffing Settings**. This means you can build a confirmation template for new bookings, a reminder template for upcoming shifts, and even follow-up templates if details change. You can also customize the **“From” name** and subject line to match your brand or personal identity, so messages feel more familiar to your crew. By segmenting templates this way, you ensure that every message is clear, relevant, and easy for freelancers to act on. *Pro Tip:* Keep reminder templates short and mobile-friendly — most crew members will be reading them on their phones right before a job. Can there be multiple job inquiries or offers in one email? No. Each inquiry or offer email is tied to a specific role on a specific job. This ensures clarity for crew members — they always know exactly which job and shift they are being asked to accept. *Pro Tip:* If you need to staff multiple jobs at once, send inquiries individually. Crew often respond faster when each message is simple and focused. Can you still assign a contact to a role without sending an availability inquiry or offer? Yes. You can assign crew directly without sending an inquiry. This is most common for full-time employees or highly reliable freelancers. *Pro Tip:* Use direct assignments sparingly — inquiries reduce no-shows by ensuring crew confirm availability. If I assign a full-time employee to a role, does that count as an inquiry? No. Assigning a full-time employee does not generate an inquiry — they’re considered confirmed. *Pro Tip:* Tag full-time staff in your Contact List for quick filtering. Can a freelancer provide their availability in other ways besides responding to an inquiry? Typically, availability is managed through inquiries. If a freelancer reaches out directly, you can update their response manually. *Pro Tip:* Encourage freelancers to always reply through Flex inquiries so their availability is tracked automatically. This website uses cookies to ensure you get the best experience on this website Got it! ## Flex Gear Tracking Solutions | Equipment Tracking Software Source: https://www.flexrentalsolutions.com/event-rental-software-features/flex-gts/ ### GEAR TRACKING SOLUTIONS ## Gear Tracking Management Software ### Get your free 30-day trial [Get started](https://www.flexrentalsolutions.com/flex-gts/request-demo/) ### Gear Tracking Essentials for In House Pros Once you’re managing enough gear, memory and spreadsheets stop keeping up. Assets go out and you’re not sure what came back. Flex Gear Tracking Solutions gives operations leaders control over critical assets across the entire enterprise, with all the inventory management features you love and none of the financial or sales tools you don’t need. It’s the ideal option for companies of all sizes that want simple, powerful, cloud-based tools to track and manage inventory. When you can trust what your system tells you about your assets, everything downstream gets easier, and Flex GTS is built to scale when you are. ### “Flex is invaluable for budgeting & planning. Our executives can easily see where things stand & we can make changes on the fly." ### Mark Titus Senior Events Operations Manager [Read More](https://www.flexrentalsolutions.com/flex-rental-solutions-customer-spotlight-monster-energy/) ### Best-in-Class Core Operational Features ### Simple Asset Control With our simple inventory manager you can view important information like availability, container location, item location, quantity on hand, barcodes, and serial number. ### Contact Management Manage your employee, customer, vendor, labor, and venue relationships all in one location. ### Location Management Improve operations with built-in support for virtual items, racks, kits, and cases. With barcode and RFID scanning support you can prep and return gear, as well as free scan in and scan out. ### Pull Sheets With our simple inventory manager you can view important information like availability, container location, item location, quantity on hand, barcodes, and serial number. ### Maintenance Tracking Log and record repairs, updates, and cleaning. Create maintenance procedures so you never miss critical inventory maintenance. Get a full view of an item’s maintenance history. ### Task Management Never miss an important deadline on your to-do list. Flex GTS keeps you productive and accountable with simple task management features. [Schedule a Demo](https://www.flexrentalsolutions.com/flex-gts/request-demo/) [View Pricing](https://www.flexrentalsolutions.com/event-rental-software-features/flex-gts/plan-pricing/) CUSTOMERS 0 + ASSETS UNDER MANAGEMENT 0 + QUOTES ENTERED 0 + SCANS TRACKING ASSETS 0 + ### Gear Tracking Solutions For Every Industry ### Customer Spotlight: Monster Energy With the recent celebration of its 20th Anniversary, Monster requires a, well, monster operation to create, manage, and execute its event strategy. Monster’s Event Operations (for all of its brands including Monster Energy, Ultra, Rehab, Juice, Java, Full Throttle, NOS, Reign, True North and more) are managed from a warehouse in Rialto, CA via the company’s own in-house production company… [Read More](https://www.flexrentalsolutions.com/flex-rental-solutions-customer-spotlight-monster-energy/) ### Customer Spotlight: Hardin-Simmons University The old saying goes, “Everything’s bigger in Texas.” After speaking with Zachary McNair, on Hardin-Simmon University’s Media Services Team, we’re inclined to agree. Only instead of steaks or maybe landmass, what’s bigger about HSU is its heart… [Read More](https://www.flexrentalsolutions.com/customer-spotlight-hardin-simmons/) ### Get Started Now And discover how Flex can help your business succeed. [Book a Demo](https://www.flexrentalsolutions.com/flex-gts/request-demo/) [Free Trial](https://www.flexrentalsolutions.com/flex-gts/request-demo/) ### No IT pro needed and ready to scale when you are! - Unlimited Users - Free Support - Cloud Based - Automatic Data Backup ### No matter your industry, Flex will help your company succeed. - K-12 & University Education - Healthcare & Medical Facilities - Businesses and Corporations - Churches and Houses of Worship And the list goes on; hospitality, event centers, nursing homes, manufacturing, technology and more. Regardless of your industry, Flex Gear Tracking Solutions is the ideal inventory and asset tracking system for businesses and organizations that need simple, yet powerful, tools for managing their assets. ### Ready for a More Streamlined Approach? When you can trust what your system tells you, every decision downstream gets easier: Prep, planning, and every count you’re working from. Contact Flex today to request a demo, or start a 30-day trial and sign up with no obligations attached. And if you ever have any questions about using Flex, we’re here for you with complimentary support. ### Is Flex Gear Tracking Solutions Right for You? Book a demo with a member of our sales team- let us know what your most pressing asset tracking obstacles are and how we can help you overcome them. We will answer your questions, and [equip you with the information you need to find the right asset tracking solution for you](https://www.flexrentalsolutions.com/equipment-rental-software/). ### Frequently Asked Questions Are Pull Sheets available in Flex GTS? Yes, Pull Sheets are available in Flex GTS so you can easily see all the equipment that needs to be pulled for a given job. How about manifest? Are those available in Flex GTS? Yes! Manifest are available in Flex GTS and can be created once the equipment is prepped on the pull sheet. From there the manifest tracks the inventory items that have been scanned out and are expected to be returned. Can you leverage Quoting and Invoicing capabilities within Flex GTS? No, Flex GTS is a version of our software specifically designed for operations leaders who need to track critical assets across the entire enterprise. It has all of the inventory management features you love **without the financial and sales functionality.** If the [financial and sales capabilities](https://www.flexrentalsolutions.com/event-rental-software/) are critical to your business then [Flex Rental Solutions](https://www.flexrentalsolutions.com/) is the right product for you. Is it possible to use Flex GTS to do crew scheduling? Not at this time, but if availability inquiries, sending job offers and/or crew scheduling are critical features for you and your business then [Flex Rental Solutions](https://www.flexrentalsolutions.com/) is the right product for you. And chances are the [Flex StaffingPlus](https://www.flexrentalsolutions.com/flex-staffingplus/) module can save you time by creating more efficiencies in your workflow. Does Flex GTS support Purchase, Rental, or Labor PO's? No, Flex GTS was specifically designed for those that don’t require financial and sales functionality. If generating purchase, rental, or labor purchase orders is important to your business then [Flex Rental Solutions](https://www.flexrentalsolutions.com/) is the right product for you. This website uses cookies to ensure you get the best experience on this website Got it! ## Asset Inventory Management & Tracking Software Source: https://www.flexrentalsolutions.com/event-rental-software-features/flex-asset-solutions/ ### FLEX ASSET SOLUTIONS ## Enterprise Asset Management Software ### Activate your 30-day free trial now.​ [Get started](https://www.flexrentalsolutions.com/flex-asset-solutions/request-demo/) ### Managing Your Corporate Assets Efficiently Saves Time & Money When you are acquiring assets faster than you can track them, small things start to go missing and the numbers you rely on stop matching reality. Once that gap opens, it costs you in replacements, downtime, and decisions made on counts you cannot trust. Flex Asset Solutions gives enterprise teams real control over every asset, from acquisition to retirement. It was built in the most demanding asset environment there is, live events, and refined into a best-in-class solution for enterprise businesses. ### Getting Flex set up was a 10 out of 10 experience. We had it up and running in just a few days — all on our own. The setup process even helped us complete a full audit of our asset inventory, which was a huge bonus. ### Najja Edwards Product Manager Riverside Epicenter [Read More](https://www.flexrentalsolutions.com/meet-riverside-epicenter/) ### Best-in-Class Core Operational Features: ### Quick Setup Get up and running in a matter of days, not weeks or months. ### Increase Efficiency & Accuracy Ensure your assets are being used to their fullest. Acquire more only when truly needed. Cut down on operating costs. ### Improved Accuracy Improve your data accuracy and stop relying on paperwork to track your data. ### Improved Tracking & Notification Always know where your assets are assigned. Notifications of upcoming due dates. Easilly track maintenance and depreciation. ### Easy to Use Navigating your assets shouldn’t be hard and it isn’t with our intuitive software. ### Minimize Losses & Downtime Simple workflow. Time saving features. Intuitive product design. [Schedule a Demo](https://www.flexrentalsolutions.com/flex-asset-solutions/request-demo/) [View Pricing](https://www.flexrentalsolutions.com/event-rental-software-features/flex-asset-solutions/plan-pricing/) CUSTOMERS 0 + ASSETS UNDER MANAGEMENT 0 + QUOTES ENTERED 0 + SCANS TRACKING ASSETS 0 + ### Asset Inventory Management Solutions for Every Enterprise Business ### Like churches. Struggling to keep track of gear across ministries, campuses, or weekend services? Flex Asset Solutions helps houses of worship take control of their inventory with simple, scalable asset tracking. Whether you’re managing soundboards, projectors, or volunteer checkouts, learn how the right system can reduce loss, improve accountability, and support seamless worship experiences. ### Or event centers. Riverside EpiCenter was at an inflection point. Given the ongoing growth of the business they were continuing to buy more and more new equipment. At the same time they didn’t have a proper way of managing it. The concern was that sooner or later things would start to walk away or disappear and require a costly cycle of replacements. Now they have a proper system in place to help them manage their burgeoning inventory of assets. Flex can not only support today’s needs, but also scales to meet the challenges of the future growth. ### Get Started Now And discover how Flex can help your business succeed. [Book a Demo](https://www.flexrentalsolutions.com/flex-asset-solutions/request-demo/) [Free Trial](https://www.flexrentalsolutions.com/flex-asset-solutions/request-demo/) ### No IT pro needed and ready to scale when you are! - Cloud-Based with Unlimited Users - Automatic Backup - Free Support - Complimentary Onboarding - Supports Multiple Locations - Location-Based Security Permissions ### Flex helps you manage your enterprise assets regardless of industry - Healthcare - Places of Worship - Education (Universities & Schools) - Oil, Gas & Energy - Construction - Manufacturing ### Why is enterprise asset tracking important? Asset inventory tracking is a critical component to any organization’s success. Having the peace of mind that this foundational element is solid not only creates confidence, it limits loss, maximizes utilization, and supports growing and thriving operations. ### Trade headaches for peace of mind. Are you buying more assets to support your business growth? Have you found that small things have started to go missing? All good signs that it is time to take a look at how you are managing your assets. Flex can help. ### Frequently Asked Questions Which type of assets can you track with asset inventory management software? Understanding the various types of asset management is essential for selecting the [right system for your specific needs](https://www.flexrentalsolutions.com/equipment-rental-software/). Here are the most common asset management types and the resources they handle. - Fixed Asset Management: This type of asset management gives you real-time data on the location and condition of your fixed or tangible long-term investments, like machinery, equipment, tools, furniture, and devices. Fixed asset management optimizes the utilization and lowers the maintenance costs of these items. - Enterprise Asset Management:For a comprehensive approach to tracking, you can use this type of asset management for the upkeep of tangible assets from the time you purchase them until you sell, retire, or dispose of them. The utilities and automobile industries are two of our most prominent clientele because they both have numerous sophisticated pieces of equipment. - Digital Asset Management: This asset management approach focuses on digital assets, which are digitally stored intangible resources like media, content, and intellectual property. - IT Asset Management: This asset management type deals with the monitoring, maintaining, and upgrading IT assets, including software and hardware, to maximize value and ensure technology remains current. Flex Asset Solutions offers a simple physical asset management solution that we can tailor to the unique needs of your business. Our software supports unlimited users, improving transparency and accountability in your company. We also provide free onboarding training to ensure everyone in your organization gets the most out of our asset management solution. Our satisfied customers come from various industries, from production corporations to school districts. These customers enjoy the benefits of our asset management software, including ease of use, improved tracking, decreased downtimes, and increased accuracy. How do I determine the best asset management software for my business? To determine the best software for asset management, organizations must first assess their particular needs and evaluate the software’s capabilities to fulfill them. To determine your business needs, you must look at your current assets and how you use them in your workflow.  Consider these factors when selecting the right asset management system for your business:  - Integration and Scalability: Choose an asset management solution that can be set up quickly, easily integrated into your organization, and scale as your business evolves. - Features: The best asset management software provides basic monitoring features such as asset tagging, tracking, and in-depth reporting - Cloud Enabled: A must-have feature in modern asset tracking is cloud compatibility. Cloud-based asset management software allows your business to access your data—anywhere and anytime. - Security: Asset tracking solutions deal with a large amount of data, including purchase details, warranty information, license details, and more. Safeguarding this information is critical to protect your business, so choose a tracking solution with robust security features. - Support: While asset management software should provide a user-friendly interface, occasional downtimes or issues can be inevitable. The best asset management software comes from providers that offer quick and timely customer support. As you evaluate your options, take note that some asset management tools are much better than others. At Flex, we offer a simple asset management solution that works well with your existing systems and can be customized to meet your specific needs. Our asset management software is cloud-based, enabling you to access data anywhere in the world, including on your mobile device.  Here are some features you’ll enjoy when you use Flex Asset Solutions:  - Quick Setup - Easy Auditing Capabilities - Depreciation and Asset Retirement Management - Cross-department Tracking Capabilities - Simple Staff Training Procedures Do we pay for upgrades, and how do we get new features? With subscription pricing for Flex Asset Solutions starting at $100/month, this package lets you track up to 500 assets and can be used by unlimited users. When you need asset management upgrades, we can adjust your account during onboarding. Our experienced customer support team will walk you through the process and inform you of any changes to your billing amount.   Clients can use our release notes to learn about new features, upcoming asset management upgrades, and additional integrations. Our solutions are always improving, and we encourage clients to fill out our [customer feedback form](https://docs.google.com/forms/d/e/1FAIpQLSfbh5B5ZEoPIVuoM35egaoyhLtyHYqOr0Ji7C6JUhOEfRrM0Q/viewform) if they have ideas or requests.  Our asset management solution can help your business streamline operations, reduce costs, and keep downtime to a minimum. Here are some signs your business needs asset management software:  - Your company is growing rapidly - Inaccurate spreadsheets are costing you money - Your organization is experiencing frequent asset loss or misplacement - Assets are frequently breaking down or needing maintenance - There is a lack of coordination between teams regarding asset management By incorporating Flex Asset Solutions into your asset management strategies, your business can start managing its assets effectively. Our centralized solution allows for an unlimited number of users, so that all of your team members can access information about your assets. As your business needs change, we scale alongside your operations through accessible and easy-to-implement asset management upgrades.  At Flex, we ensure you get the information and support you need. Our subscription plan includes complimentary onboarding training and unlimited email support. Clients also choose among several training opportunities to help them make the most of Flex Asset Solutions, including Flex Webinars, Online Training, and Project Management Training. We also provide an inventory import template so you can get started with managing your assets right away.  Is there a free trial available? Yes, Flex Asset Solutions’ comes with a no-obligation 30-day free trial has no contracts or commitments.  Moreover, this free trial includes access to all Flex features without restrictions. This means you’ll enjoy all our asset management software capabilities—including ease of use, improved asset tracking, seamless integration, and powerful auditing—without limits.  At Flex, we provide businesses with optimum asset management solutions, so they can maximize the value of their investments and focus on developing their core competencies. When you don’t worry about asset inventory management, you have more control over your operations and more room to innovate.  Flex Asset Solutions can help your business:  - Streamline operations - Minimize downtimes - Reduce cost - Increase return on investment - Grow and scale - Save time When you sign up for your [free trial](https://www.flexrentalsolutions.com/request-demo/), you’ll only need to provide some basic information, such as your full name, contact details, and work details. After clicking the submit button, one of our experienced team members will reach out to you. Flex uses the information you provide to serve you better and ensure you get access to our latest offerings, news, and updates. We respect your privacy, and you can unsubscribe from Flex updates at any time.  Our 30-day no-obligation free trial can help determine if our solution fits your particular business needs. Our happy clients come from various industries and have different ways of running their businesses.  If you want to see Flex Assets in action, you can also [schedule a demo](https://www.flexrentalsolutions.com/request-demo/) with our team members. We can demonstrate how you can customize Flex Asset features to fit your processes, how to use our solution to improve your operations, and answer any questions you may have. How do I add assets to the system? Flex Asset Solutions is designed to be flexible and intuitive, helping your company get started with asset management as soon as possible. Our experienced team members will guide you through the asset import process during onboarding. There are two primary ways you can import your assets into the system: - As a new Flex customer, our expert team members can help you do a large-scale importation of your inventory and contacts to streamline the setup process. However, you also have the option to inventory your assets one by one. Flex Asset Solutions allows you to easily add assets as you go. - If you are using another rental management system before Flex, our support team can help translate your existing inventory into the Flex system. New customers get the initial data import of their inventory, contacts, and RFID details as a complimentary service with Flex. In addition, we offer data importation services and support batch imports of inventory and contact records. Currently, this service is performed by our support team upon request. Customers can contact Support with any import requests. We also offer several training opportunities to help your company maximize your investment. Flex Asset Solutions helps with efficient asset management so your company can maximize its resources, minimize losses, and save time. Our seamless asset importation options allow you to get the system up and running quickly. With Flex, your business can enjoy the following benefits: - Easy setup - Powerful auditing capabilities - Improved tracking - Reduced costs - Increased ROI - Better asset depreciation management This website uses cookies to ensure you get the best experience on this website Got it! # Integrations ## Software Integrations Source: https://www.flexrentalsolutions.com/flex-support/software-integrations/ ## Flex Works With the Tools You Already Use Flex is built to be the operational backbone of your rental business, not the only software you have to use to run it. Our integrations connect Flex to the tools you already rely on for accounting, contracts, payments, scheduling, and sales, so your data moves where it needs to without manual re-entry, separate logins, or workarounds. Every integration below is built or supported by Flex. If you’re looking for something we don’t have yet, our REST API means you or a developer partner can build it. That’s how integrations like Pro Subrental Marketplace came to be. ###### ACCOUNTING ### Keep your books and your bookings in sync. The Flex + [QuickBooks](https://quickbooks.intuit.com) integration eliminates the manual handoff between operations and accounting. Complete integration supports quotes, invoices, payments, credit memos, sub rentals, and purchase orders, with payments automatically applied to their corresponding invoice or quote in QuickBooks. Invoices, payments, and purchase orders can also be configured to use QuickBooks job costing functionality. Your operations team works in Flex, your accountants work in QuickBooks, and the data stays consistent across both. [Get started with QuickBooks in Flex](https://helpcenter.flexrentalsolutions.com/hc/en-us/articles/4422707250327-QuickBooks-Online-Overview-and-Key-Concepts). [Learn more about Flex + QuickBooks](https://www.flexrentalsolutions.com/flex-quickbooks/) ###### PAYMENTS ### Accept payments in Flex, settle directly to your bank. [PayEngine](https://www.payengine.co) is Flex’s integrated payments platform, giving you the ability to capture credit card, ACH, and other electronic payments directly from quotes and invoices. Payments reconcile back to Flex automatically, including refunds, chargebacks, and partial payments, so your AR records always reflect what’s actually been collected. For rental operations dealing with deposits, partial payments, and complex billing cycles, integrated payments mean less time reconciling and more time delivering events. [Get started with Flex Payments](https://www.flexrentalsolutions.com/flex-payments/). [Visit PayEngine](https://www.payengine.co) ###### Contracts & E-Signature ### Send, sign, and store contracts without leaving Flex. Flex’s Contracts & E-Signatures feature is powered by [DocuSign](https://www.docusign.com). Send any Flex element (quote, contract, agreement) for signature in a few clicks. Recipients are auto-populated from the Flex client data already on the document, signature status syncs back to Flex, and every envelope ties to the originating project so your team has a single source of truth: the quote, the signed contract, and every related document live together. Your contracts are branded, legally compliant, and signable from any device, with deal cycles shortened from days to minutes. [Learn more about DocuSign in Flex](https://www.flexrentalsolutions.com/event-rental-software-features/event-rental-sales-quoting/contracts-esignatures/). [Visit DocuSign](https://www.docusign.com) ###### Sales & CRM ### Bring your HubSpot deals into Flex without the re-keying. Flex’s CRM integration connects to [HubSpot](https://www.hubspot.com) so your sales team keeps working in HubSpot while operations works in Flex. Import contacts and companies from HubSpot into Flex, match and sync existing records, create Flex elements directly from HubSpot deals, and update deal stages in HubSpot from connected Flex elements. For revenue teams running pipeline through HubSpot, the integration means deals come into Flex with the context they need already attached: company history, contact owners, deal notes, and any custom properties you’re using to track the opportunity. The integration is currently in open beta. [Get started with HubSpot in Flex](https://helpcenter.flexrentalsolutions.com/hc/en-us/articles/35617758316695-CRM-Overview-and-Key-Concepts) to see what’s working today and how to connect your account. [Visit HubSpot](https://www.hubspot.com) ###### Sales & CRM ### Run your pipeline in Salesforce, deliver in Flex. Flex’s CRM integration connects to [Salesforce](https://www.salesforce.com) so your sales team keeps working in Salesforce while operations works in Flex. Import contacts and companies from Salesforce into Flex, match and sync existing records, create Flex elements directly from Salesforce opportunities, and update opportunity stages in Salesforce from connected Flex elements. For enterprise rental operations running Salesforce, the integration eliminates the most common pain point of multi-system workflows: stale, mismatched, or duplicated customer records. [Get started with Salesforce in Flex](https://helpcenter.flexrentalsolutions.com/hc/en-us/articles/35617758316695-CRM-Overview-and-Key-Concepts) to see what’s working today and how to connect your account. [Visit Salesforce](https://www.salesforce.com) ###### Subrental & Inventory Sharing ### Put your idle inventory to work in a global subrental network. [Pro Subrental Marketplace](https://www.prosubmarket.com) (PSM) is a global subrental network purpose-built for live events, and Flex is its founding integration partner. Publish your Flex inventory directly to PSM, and let operators discover, request, and put your underused gear to work. Match your Flex gear to PSM inventory and you are live in the marketplace. As more operators join the marketplace, the network value compounds. Over time, Flex customers will also be able to source from PSM when they need to fill a shortage on a job. Read more about Flex + PSM. [Visit Pro Subrental Marketplace](https://www.prosubmarket.com) ###### Crew & Scheduling ### Schedule the right crew for every job, automatically. [CrewDriver](https://crewdriverapp.com) automates the back-and-forth of crew calls so you stop spending days on texts and call-outs for every gig. Build a quote or project in Flex, and CrewDriver picks up the crew requirements, works your call lists, and confirms staffing around the clock with no apps for crew to install and no portals to log into. [Riggit](https://www.flexrentalsolutions.com/riggit-uses-crewdriver-labor-scheduling/), one of the largest non-union labor providers in Western Canada, uses Flex and CrewDriver together to schedule crews from a single specialist to teams of 150+. Less time chasing labor. More time delivering events. [Visit CrewDriver](https://crewdriverapp.com) ###### Productivity ### Your Flex schedule, on every device you already use. Flex syncs schedule data one-way into [Google Calendar](https://calendar.google.com), so your projects, events, and key dates show up in the calendar you already check fifteen times a day. Once connected, any Flex calendar you have access to can be synced, with what gets sent fully configurable. Useful for solo operators, project managers, and account reps whose day moves between Flex and other tools. [Get started with Google Calendar in Flex](https://helpcenter.flexrentalsolutions.com/hc/en-us/articles/9829578301335-Google-Calendar-Overview-and-Key-Concepts). [Visit Google Calendar](https://calendar.google.com) ###### Workflow Automation ### Connect Flex to thousands of apps, no code required. Flex’s [Zapier](https://zapier.com) integration connects your rental operations to Slack, Gmail, Google Drive, and thousands of other apps. Trigger a Slack message when an invoice is marked paid, push quote details to Google Drive when a quote is confirmed, or fire an email when a PO ships. Build the automations that match how your team actually works. Triggers are built on Flex Workflow Actions, so the automations follow the same operational logic your team already uses inside Flex. [Get started with Zapier in Flex](https://www.flexrentalsolutions.com/flex-zapier-getting-started/). [Visit Zapier](https://zapier.com) ###### Custom Integrations & Developer Resources ### Build Your Own Don’t see what you need? Flex’s REST API lets you (or your developer partner) build custom integrations on top of the platform. Some of our most innovative customers have built warehouse dashboards, custom CRM connectors, and AI-powered automations using the API. The Pro Subrental Marketplace integration was built the same way: PSM used Flex’s APIs to architect a marketplace that meets Flex customers where they already work. If you’re building something on Flex, we’d love to know about it. And if you’re thinking about it check out the [API Getting Started Guide](https://helpcenter.flexrentalsolutions.com/hc/en-us/articles/4419036656151-API-Getting-Started-Guide). This website uses cookies to ensure you get the best experience on this website Got it! # Pricing ## Inventory Management Software Price - Smart Budget Choices Source: https://www.flexrentalsolutions.com/plan-pricing/ ## Flex Rental Solutions Pricing Try Flex’s equipment tracking software free for 30 days. ### Starting from $510 per month Streamline rentals, sales, and operations across your organization. Quote, book, plan, and execute jobs, projects, and more. [Start Now](https://www.flexrentalsolutions.com/flex-rental-solutions/request-demo/) ### All the features you need to succeed Flex supports unlimited users, meaning you and all of your employees can access the software as needed. You’ll be able to free up your time by delegating tasks, and everyone in the company can see the same information at once. You can manage all of your inventory and warehouse activity from one easy-to-use hub, rather than dealing with a disjointed system where things often fall through the cracks. Flex can integrate with Quickbooks for finance management. [Book a Demo](https://www.flexrentalsolutions.com/flex-rental-solutions/request-demo/) ### All of our subscription plans include a no-obligation, 30-day free trial The trial includes access to all plan features without restrictions. All of our subscriptions also include one complimentary inventory import using our inventory import template. Ready to try Flex for yourself? Sign up for your 30-day Free Trial today! [Free Trial](https://www.flexrentalsolutions.com/flex-rental-solutions/request-demo/) ### “No other software is as flexible and when you’re not flexible, you’re not scalable.” ### Arteen Kharrat Founder and CEO [Read More](https://www.flexrentalsolutions.com/customer-spotlight-ampd-entertainment/) ### Questions? Contact us at [sales@flexrentalsolutions.com](mailto:sales@flexrentalsolutions.com) or [801-420-1706 x 1](tel:801-420-1706,1) CUSTOMERS 0 + ASSETS UNDER MANAGEMENT 0 + QUOTES ENTERED 0 + SCANS TRACKING ASSETS 0 + ### Customize your plan with add-ons Options for companies with multiple locations, multiple businesses, and more complex needs. ### Additional Location - $150 Add a second warehouse or business location for just $150. Subscriptions with multiple warehouses enabled will also receive Transfer Order Functionality and Location Based Security Permissions. Add three to five more locations for an additional $100 per location. Anything after the fifth location is $75 a month. ### RFID - $100 Powerful RFID scanning technology significantly reduces your scan time in the warehouse and optimizes your company’s time-to-value. Add RFID Scanning to enable this functionality in your mobile apps and to start scanning your inventory with RFID. [Learn More](https://www.flexrentalsolutions.com/flex-rfid-tracking-software/) ### Flex StaffingPlus - $100 Flex StaffingPlus streamlines event staffing by eliminating manual bottlenecks. Key features include instant availability inquiries, one-click job offers, detailed call times with daily Call Sheets, automated Purchase Order generation, Gantt view scheduling, and real-time notifications. Flex adapts to your operations, making staffing faster, more organized, and less stressful. [Learn More](https://www.flexrentalsolutions.com/flex-rental-solutions/flex-staffingplus/) ### Flex Beta Site - $50 Test and experiment in Flex without fear of impacting your live data with a private company Test Site. We can provide you with a carbon copy of your current Flex system as a test site: a private place for you and your team to try out new features, train new employees, and make process improvement decisions on a site built with your inventory and workflow, all without impacting your day to day business. ### QuickBooks™ Integration - $50 QuickBooks™ Integration is provided using the Intuit Web Connector Kit. Complete QuickBooks™ integration supports quotes, invoices, payments, credit memos, sub rentals, and purchase orders. Payments sent from Flex to QuickBooks™ will automatically be applied to their corresponding invoice or quote. Additionally, all invoices, payments, and purchase orders can be configured to use QuickBooks™ job costing functionality. ### Additional Corporate Identity - $50 A corporate identity is the identity of your company. Multiple corporate identities can be at a single business location. For example, if an audio/video rental company also operates a recording studio from their warehouse, they can set up a new corporate identity for the recording studio and bill their clients under the name of the recording studio corporate identity. ### Flex Payments - $25 FLEX Payments unifies quotes, invoices, and payments into one platform, boosting accuracy, trust, and efficiency. With next-day credit card funding and PayEngine-powered security, businesses can manage cash flow easily and process transactions safely. FLEX streamlines financial operations, helping you work smarter, faster, and with greater confidence. [Learn More](https://www.flexrentalsolutions.com/flex-rental-solutions/flex-payments/) ### Custom Report Development - 
$240/Hour Tap into Flex’s powerful data to create custom reports, quotes, and proposals. Work with our developers to bring your vision to life. ### Flex Training Services Flex’s team of product specialists are available to ensure you’re getting the most value out of Flex with training services and custom reports. ### Project Management Special pricing available for bulk training hours and different training packages. Contact us for options. ### Online Training - $165/Hour Purchase one-time online training to get technical help and implementation support. This website uses cookies to ensure you get the best experience on this website Got it! # Customer Stories ## Wizard Studios in New York uses onsite training to level up Source: https://www.flexrentalsolutions.com/wizard-studios-in-new-york-uses-onsite-training-to-level-up/ ## Wizard Studios in New York uses onsite training to level up - February 20, 2017 Photo courtesy of Wizard Studios [Wizard Studios](http://www.wizardstudios.com/) in New York knew that they were only scratching the surface of Flex — and if they were going to optimize their business by unlocking Flex’s more advanced features they needed to enlist the help Flex’s very own Senior Learning Specialist, Branden Rosenlof. Branden, apart from being our very own guru, is also a seasoned professional in the AV and event management industry — so he knows how to remedy the roadblocks affecting most businesses in the industry. Wizard is a fast growing event production company.  The company has almost doubled in size in the last four to five years. They hope to add another three to four employees this year as well. Since they’ve been experiencing rapid growth, they needed to improve efficiencies to make sure nothing fell through the cracks. “We’ve been using Flex for about three years now, we wanted to make sure we were using it the most efficient way possible.  We wanted to learn all the shortcuts to building quotes faster,” said Rebecca Abernathy, Production Administrative Coordinator for Wizard. To facilitate the onsite training, they broke up training into two days. The first day Branden trained the production team on how to build seamless work flows for quotes, essentially automating some of the tasks associated with producing quotes. “He helped us set up a builder quote, which automatically makes suggestions for different packages.  After you make all of your selections your quotes is essentially complete,” said Rebecca. The second day was dedicated to equipping the Operations team with the knowledge they needed to successfully enter inventory into the system, properly scanning inventory in and out, and creating cheat sheets. “Our goal is for everything to be scanned in and out using Flex, Branden showed our Operations team the benefits of using manifests, and how to categorize inventory items so they can be tracked accurately.  He also showed us how to create “cheat sheets” for items that are not serialized such as HDMI cables.  Our operations team couldn’t wait to apply these new tools” said Rebecca. On site training provides Flex users with one-on-one personalized training especially designed to meet their unique business needs. Beforehand, we try to learn the customer’s pain points, goals, obstacles to success, and any implementation roadblock that may be preventing them from using Flex to its full potential. We become invested in our client’s success from beginning to end. [Want to level up with Flex onsite Training? Contact us today!](https://www.flexrentalsolutions.com/request-demo/) ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight This website uses cookies to ensure you get the best experience on this website Got it! ## OPAV recognized as one of the fastest growing companies in the U.S. Source: https://www.flexrentalsolutions.com/op-av-customer-spotlight/ ## OPAV recognized as one of the fastest growing companies in the U.S. - July 31, 2017 *This blog is part of our signature “[Customer Spotlight](https://www.flexrentalsolutions.com/flex-customer-spotlight-robert-huskey-evolve-media-group/)” series, highlighting the work, accomplishments and personalities behind some of our most forward-thinking av production and equipment rental customers.* In 2007 Jesse Durlin started putting on shows, but it wasn’t until 2008 that he incorporated [OPAV](http://www.op-av.com/), formerly Orlando Productions.  Like most entrepreneurs he started his av production and equipment rental business from his garage, but in just a few years he doubled the size of the company. Almost ten years later, the company has received recognition as an [Inc 5000 company](https://inc.com/inc5000) two years in a row- a prestigious distinction awarded to the fastest growing companies in the United States. OPAV has 35 full-time employees in their headquarters in Orlando and hundreds of part-time, freelance employees across the country. “We demand to be different- for us to differentiate from our competitors in this space, is how we project our voice through the crowd, the noise.” Said Brandon Berry, OPAV’s General Manager. “Jesse started this business with a passion to do good and incredible technical expertise, and so it is our duty to be an extension of this same passion, in everything we do here.” The growth of the av production and equipment rental company can be attributed to many things — mainly their vision, creativity, and commitment to their clients and their team. OPAV’s Show In A Box quickly grew into their Flat-Rate AV division, a unique business model giving customers a consistent rate and av production and equipment rental packages for conferences and seminars. OPAV delivers 100-500 events every year through this model. “We wanted to give our clients a competitive price they can afford, it also allows them to budget cash flow for the price they know they’re going to get,” said Brandon. They run the full gamut of events at OPAV, from large corporate events, to touring, concerts, & festivals, and even house of worship events. This diversity uniquely positions OPAV to deliver a wide range of v production and equipment rental services to their clients. They’re also big proponents of giving back to the community in any way they can. They were highly involved in helping organize [The Orlando United Day on the anniversary of Pulse](https://www.usatoday.com/story/news/nation/2017/06/12/live-stream-residents-gather-orlando-remember-pulse-victims/102793980/), partnering with [Edgefactory](http://www.edgefactory.com/), The Walt Disney Company, and other local companies to provide a fitting tribute. In addition they are involved with many local charity events throughout the year — such as the Metro Business Association PRIDE Gala, Second Harvest Food Bank of Central Florida, Runway For Hope, and many others. ### Reputable av production and equipment rental OPAV is known for working with some notable clients. Most recently, they partnered with Delaware North and [Buzz Aldrin’s ShareSpace Foundation](https://sharespace.org/) for the[Apollo 11 Anniversary Gala](https://asef.buzzaldrin.com/gala/) on the 48th anniversary of the Apollo 11 Mission. The foundation is committed to driving education in Science, Technology, Engineering, Arts, and Math (STEAM) by providing unique and inspirational learning tools to school children and teachers across the nation, and world. They rely on Flex inventory and rental management to help them manage the large volume of events and rentals. “Flex  saves us time and money, by allowing us to promptly estimate events for clients, and keeps us current on our inventory, allowing us to know what we can cross rent to others,” said Berry. The av production and equipment rental company has been a Flex customer since 2012 and really weren’t using any other equipment rental software to manage their inventory or rental processes, “we started using it and gradually really started getting into it.” “We are never complacent. We are always innovating. We are creatives, professionals, masters of our crafts. We find the way– no matter what” said Brandon, “…Even in how we treat our clients and employees, we make them feel like they’re a part of our family.” OPAV likes to celebrate that unity as a family, by hosting events throughout the year such as Gear & Beer, where they discuss the up-and-coming products, designs, and trends in the audiovisual industry; Their annual Memorial Day Cookout open to all friends & family members; And their epic Christmas Party, which last year drew over 600 guests from across the country. “There is always an epic story to share,” added Brandon. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight This website uses cookies to ensure you get the best experience on this website Got it! ## Gallagher Staging and Productions drives new standard for the AV industry Source: https://www.flexrentalsolutions.com/gallagher-staging-customer-spotlight/ ## Gallagher Staging and Productions drives new standard for the AV industry - January 30, 2018 Rihanna’s Custom Set for the iHeart Radio Music Awards [Gallagher Staging & Productions](http://www.gallagherstaging.com/) continues to set the bar for premier events across the nation, owing much of their success to the hardworking and talented team they’ve established six years ago. With safety as their key ingredient, the Gallagher Staging team has built both custom and rental stages and structures for the most iconic brands, artists, and venues in the world. In 2011, father and son Joe and Joey Gallagher launched the company in southern California. Together, the duo has over 30 years of experience in the industry and works with thousands of repeat customers. Gallagher Staging currently runs five locations across the country: Los Angeles, San Francisco, Nashville, Las Vegas and Florida. “Our growth is based on the personal relationships we build with the customers we service. Ensuring proper care of our customers keeps them coming back,” said Adam Swingler, Business Development Executive at Gallagher Staging. KAABOO Festival In 2017 alone, Gallagher tackled many memorable jobs across the board. At KAABOO Del Mar, Gallagher built multi-level VIP platforms, a pool deck with an inset pool, a tetrahedron entrance structure, multiple 30-foot tall mural canvases and multiple 3-sided audience video structures​. They fabricated custom set elements for Green Day’s Radio Revolution Tour, leading to their 2017 Set Construction Company of the Year Parnelli Nomination. Gallagher even brought their skills to the football field and manufactured the custom tunnel for the Los Angeles Chargers. Muppets Most Wanted Premiere Structure Among their impressive client list includes massive corporations Disneyland, Universal Studios, Google and Apple. With no sign of stopping anytime soon, Gallagher kicked off 2018 building a custom truss structure for Super Bowl 52 in Minneapolis, Minnesota. To accommodate clients’ needs, Gallagher recently expanded its Nashville Fabrication Shop, furthering their custom manufacturing capabilities. This expansion called for the company to implement a whole new sector in [Flex](https://www.flexrentalsolutions.com/inventory-management-features/). **Pushing the Limit** Gallagher’s ability to fabricate custom set elements and structures in order to meet any vision imaginable sets them apart from the rest. “We can always provide a solution to our clients’ needs. If they want to transform a park into a concert venue or convention center into a multilevel seating structure for presentations, we can do that for them,” said Swingler. Whether the client calls for their performance stage to resemble a forest made up of 30-foot tall foam-sculpted trees or requests a mobile 60-foot wide castle to travel with them on a music tour, Gallagher efficiently executes the job. “We can also offer support for large structures that can house video walls, audio and lighting,” said Swingler. Just last year, the team provided a huge custom shade structure for the Purple Stage at Hard Summer 2017 – accommodating the venue change only *one week *prior to the festival. **Their Biggest Accomplishment is The Team** It is only because of their strong team Gallagher Staging has reached where they are today. Although they have won several Parnelli Awards and Top Dog Awards for the Staging and Set Construction Company of the Year, Swingler believes their biggest accomplishment is the assemblement of the great individuals representing Gallagher Staging – all 130 of them. Each year brings new challenges ahead for the Gallagher team and calls for them to embed utmost safety and environmental stewardship in everything they do. “Not only do we plan on exceeding levels of product, customer service and quality, but we’re implementing even more protocols and requirements to ensure the safety of our staff while eliminating any possibility of our actions negatively affecting the rest of the world,” said Swingler. Rather than sitting back and waiting for changes to happen on their own, Gallagher Staging plans on driving a new standard for the industry. **The Engine Behind the Powerhouse Staging Company** Gallagher Staging originally implemented [Flex for inventory management](https://www.flexrentalsolutions.com/flex-gts/) and gear tracking when the company was eight months old. After overcoming a slight learning curve, Gallagher continued to extend Flex capabilities to other parts of their operation, from planning to manufacturing, scheduling, scanning and invoicing. “I have pushed the boundaries of what elements can do by utilizing them with our Manufacturing side of the business,” said Swingler, “it is not much different than the Rental process other than the fact the rental returns to us and a manufactured item is shipped and does not return.” A big customization win for him was being able to automatically schedule[production tasks](https://www.flexrentalsolutions.com/manual/flex-menu-options/system-settings-menu/production-tasks.html). “I created a logistic flow that enables me to schedule production tasks that show up on my Google Calendar,” added Swingler.  Swingler says [Flex support](https://www.flexrentalsolutions.com/flexsupport/) has been instrumental in helping him achieve some of his software goals. “I know the Flex support techs by name,” said Swingler, “Randy is helping us right now with streamlining workflows, it has been very helpful.” ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight This website uses cookies to ensure you get the best experience on this website Got it! ## TRAVIS Inc. puts on corporate theater for Fortune 500 companies Source: https://www.flexrentalsolutions.com/travis-inc-puts-on-corporate-theater-for-fortune-500-companies/ ## TRAVIS Inc. puts on corporate theater for Fortune 500 companies - January 16, 2017 Travis Reedy of [TRAVIS Inc.](http://travisav.com/) is currently designing, planning, and executing [TD Ameritrade](https://www.tdameritrade.com/home.page)‘s national conference. It’s a large event accommodating 3,000 attendees, 50 rooms, and multiple sessions. The dynamic stage is 100 feet wide and is accentuated by combining sophisticated LED technology with old-fashioned carpentry. The whole event took his team 8 months to plan. But, he says he does much more than event planning and management – it’s corporate theater. Reedy holds a degree in Theater with a focus on Staging Design, which means he executes every event with the creative flair of an artist and the exacting precision of stage director. This year TRAVIS Inc. will be celebrating 20 years as a leader in event execution and corporate theater industry. Fortune 500 companies hire TRAVIS Inc. to handle every step in the event planning process, from event design and messaging, to audiovisual and lighting equipment, to stage production, to hiring speakers and onstage talent, to handling all the details the day of the event. He helps organizations put on sales conferences, product launches, award galas and more. As a full-service technical production company, the staff takes clients such as Walmart, Heineken and Harley-Davidson from the event design to the execution stage. “We try to keep everything turnkey for our clients,” said Travis. It’s that dedication to his clients that earned him the prestigious 2015 Best Supplier Award from [Illinois Meetings + Events Magazine](http://il.meetingsmags.com/). Travis says he will everything to make a client’s vision a reality – even when they want to replicate an idea they saw at the Academy Awards without Hollywood’s budget. “We’ll definitely try and make it happen for them,” said Travis. He can see his visions come to life through carefully crafted staging, sophisticated technology, visuals, and decorative details – but the challenge is always the intricate logistics of executing high-caliber events for Fortune 500 companies. The logistics, Travis says, is where Flex comes in handy. “There is a lot of planning that goes on into putting on these events, always a lot going on, we’re using Flex to keep us organized,” said Reedy, “it’s why we’re so happy with Flex, we can do everything from the discovery phase, to messaging, to the pre-production phase.” He says he has been using Flex for over four years now, and although he has used others – like Intellievent and Rental Point – he said no one can compare to Flex’s extensibility, customization opportunities, and reliability. “It’s one thing that has really helped us out a lot, Flex has a really good ear to listening to what people want in the software and making it happen, there has never been an instance where they’ve said ‘No, we can’t do that’ and if a request doesn’t merit a global feature update, they’ll customize it for you, many competitors just said ‘That can’t be done,'” said Reedy. He likens it to making the perfect cookie. “It’s kind of like a cookie recipe, you want to make sure the cookie is baked to perfection, you need to carefully manage the process step by step, all the way to post event, that can be a challenge, the great thing about Flex is that it really removes all those challenges,” he said. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight This website uses cookies to ensure you get the best experience on this website Got it! ## NPi AV boast enviable roster of reputable clients Source: https://www.flexrentalsolutions.com/npi-av-production/ ## NPi AV boast enviable roster of reputable clients - September 29, 2017 The quality, caliber, and quantity of  av production equipment [NPi AV](http://npiav.com/)  has in their inventory is quite impressive. In fact they have 600 LED panels — 400 of those are high resolution screens. They also have some pretty impressive mobile stages. It’s what makes them one of the most sought after full-service AV production companies in Cleveland, OH. And when it comes to providing clients with the ultimate experience, they don’t cut any corners. ### History behind NPi AV [Joe Thompson](http://npiav.com/about-npi/staff-biographies/) founded the company in 1992 after serving for seven years as a forward air controller in the United States Air Force. He went on to work as Banquet Manager and Food and Beverage Director in the Hospitality and Event Industry. He observed the quality and service level of the AV vendors and knew he could do better. “So he started his own business and built the company to what it is today,” said Alex Kay, Project Manager at NPi. Now the company has grown to 40 full-time employees with an enviable list of reputable repeat clients — like the Cleveland Indians, Cleveland Browns, Cleveland Clinic, The Rock and Roll Hall of Fame, The American Heart Association, and more. ### They put on some big conferences as well For the past several years they’ve been involved with technology and media production behind [Content Marketing World](http://www.contentmarketingworld.com/) — the premier conference for [digital marketers](https://serp.co/content/what-is-content-marketing/). “We’ve been doing it for a while now, we take over the Cleveland Convention Center, there’s a bunch of pull sheets and documents we need to make it happen,” said Kay, “there is a lot of preparation that goes into knowing what the needs for the exhibitors are, knowing who needs what microphone or what piece of gear, and allocating that gear to that space at the right time.” The show itself goes from September 4th to the 8th. “It takes a few days to load in and load out,” said Kay. “We also created some in-house content for them, they always have a fun intro video to open the conference.” Although entertainment is not their bread and butter, they’ll help put on some spectacular shows for the right client said Kay. One of those is EST Fest in August hosted by hip-hop artist Machine Gun Kelly. The two-day festival attracted 5,000 attendees. NPi AV was responsible for audio, video, and lighting for the three stage locations: the Main Stage, and Acoustic Lounge, and a DJ Stage. They’re also big supporters of helping nonprofits reach their goals. “We love working with nonprofits – we’ll either help them out by giving them some extra equipment, a solid discount, or sometimes both depending on the situation,” he said. They’ve provided AV and production services for organizations like the Greater Cleveland Sports Commission, The American Heart Association, Cleveland Browns Foundation, First Energy, and NEOCycle. ### They manage all AV production through Flex NPi AV has been using Flex for over four years now. Kay said the biggest benefit of using Flex is increased productivity and organization. “Being able to keep everything organized and know exactly what we have on hand  is extremely useful,” said Kay who uses features like [Alternatives and Substitutions](https://www.flexrentalsolutions.com/starterkit/week-2/inventory/alternatives-and-substitutions.html) to resolve inventory shortages when they don’t have a certain equipment on hand. Kay said another important feature is [Rental POs and Purchase Order](https://www.flexrentalsolutions.com/starterkit/week-3/purchase-and-rental-pos/index.html) to manage the cross rental process. “Organization is key to keeping the company running smooth,” he said. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight This website uses cookies to ensure you get the best experience on this website Got it! ## Leading rigging company uses Flex and CrewDriver for crew scheduling Source: https://www.flexrentalsolutions.com/riggit-uses-crewdriver-labor-scheduling/ ## Leading rigging company uses Flex and CrewDriver for crew scheduling - December 13, 2018 Once [Riggit](http://riggit.com/) started using [CrewDriver](http://crewdriverapp.com/a?utm_source=Flex&utm_medium=Newsletter&utm_campaign=dec2018)’s intelligent crew scheduling automation – they couldn’t imagine how they had done business without it. Today they use CrewDriver for crew scheduling to instantly schedule crew for gigs both small and large, requiring teams from a single specialist to a full contingent of 150 and more. But when [CrewDriver and Flex partnered](https://www.flexrentalsolutions.com/spend-less-time-scheduling-crew-with-crewdriver/) to make it easier for users to transfer data between softwares, it took the Riggit customer experience to another level. For Riggit, using CrewDriver aligns with their ethos of quality and safety. Riggit, founded in 2000, was a response to what the owner — Rick Smith — deemed a lack of safety awareness in the live event industry. “It’s incredibly unregulated, anybody can hang anything in a venue and do a show with zero certification,” said Matt Lees, General Manager. “Rick had had enough of people hanging things up with strings, so he started a company to focus on rising stars and bringing in people who were like-minded.” Not long after, Rick turned Riggit, a boutique specialty company handling rigging, lighting, and labor, into one of the largest non-union labor providers in Western Canada. ### Bringing together inventory management and crew scheduling It took hard work, integrity, and the right tools. Tools like Flex and CrewDriver, to marry [inventory management](https://www.flexrentalsolutions.com/inventory-management-features/) and crew scheduling in a way that made his whole operation flow smoothly. “With the exception of big rock and roll shows — which are quite complex — we do all quoting through Flex,” said Matt, “now that it’s part of our company culture as far as quoting is concerned, we have some good historical data, we can look at longer term trends and how our equipment has been utilized in the past.” As one of the earliest adopters, they started using CrewDriver over five years ago. Initially, using it exclusively to schedule labor for big rock shows at large arenas that required a large crew. “It was just a time saver,” said Matt, “we would be texting and calling crew, sometimes over 300 people because some will say yes, and others are not available, it would take us days because we would be doing some blanket booking, sometimes sending twenty to thirty texts at a time and waiting for a response.” He said being able to automate confirming crew around the clock is an amazing benefit. Most crew finish shifts late at night, so prior to CrewDriver they’d be waiting for someone to hit their desk at the office before getting a confirmation. “These are people who are working 24/7, they just got off some gig for somebody else, we want them to be able to take the call and time shouldn’t play a role in whether they can accept an offer or not,” said Matt. ### Intelligent Crew Scheduling Matt said one of the most valuable features of CrewDriver is the intelligence behind it. That and collecting data to make assumptions based on how they book crew, and learning what their hit rates are for placements resulting from offers. The [Flex to CrewDriver export](https://www.flexrentalsolutions.com/partners/) has also allowed him to eliminate additional steps highly prone to human error. “We would quote a show, where you have the risk of human error, a sales executive would share that quote with me, I would put that information in CrewDriver where I or one of my coordinators could make an error, any time in that process where we could remove human error is a plus,” said Matt. “And now I click a couple of buttons and all that info seamlessly transfers into CrewDriver,” he added. Used by permission, Valve Corporation Photo credit: Steve Kidd Photography. ### Riggit takes on big names They’ve supplied crew for the likes of Andrea Bocelli and Lady Gaga, but Matt said nothing compared to working with The International 2018, DOTA2 World Championship held this year at Rogers Arena in Vancouver.  For those of you not in the know, DOTA is a multiplayer online battle arena video game and these tournaments are absolutely huge. TI 2018 is the single biggest event held at the Rogers Arena, to date. Weighing over 194,000 lbs. on more than 140 points and total truss lengths measured in kilometers. The number of shifts totaled 1,655 with over 16,000 hours worked. In total, there were 307 people who worked an average of 9.7 hours per shift all within a ten-day period. “The total hours worked was staggering, virtually every shift was booked through CrewDriver” said Matt. “I can’t imagine working without it. The grief and hassle it saves is colossal. If you’re booking crew for productions of any size, I’d call it a necessity.” ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight This website uses cookies to ensure you get the best experience on this website Got it! ## You haven't seen tents quite like this Source: https://www.flexrentalsolutions.com/stout-tent-customer-spotlight/ ## You haven’t seen tents quite like this - April 30, 2018 Flex’s newest customer, [Stout Tent](https://stouttent.com/), is disrupting the tent rental business with dreamy, Instagram-worthy tents that are made with an eye for quality, comfort, and detail. They’re used at big corporate retreats, music festivals, weddings, and other one-of-a-kind events. Owner Caitlyn Stout and her husband saw an opportunity to provide high quality canvas bell tents tents in the US market. “My husband and I were looking at tents in a European magazine and we really wanted one for our backyard,” said Stout, “but we weren’t happy with the material or the stitching.” Her husband was a parachute rigger in the US Army and had experience sewing parachutes — he knew he could do better. “He started tightening stuff up and fixing the door of the tent, so it would close more evenly,” she said. In 2013, the couple started manufacturing them and selling them while they both worked full time jobs. Then two years later they got a call from the Santa Barbara Zoo. “They wanted 37 tents for an event with real mattresses,” remembers Caitlyn. And at that moment their event rental business was born and has grown organically since. ### They work with some high profile clients They do more than 20 events throughout the year. They’ve worked with Toyota for their [Hotel Tacoma marketing event](http://www.eventmarketer.com/article/toyota-hotel-tacoma/) which brings dirt-sport athletes, outdoor adventurers and social media influencers to the desert hills of Hualapai, AZ. They even equip the tents with bathrooms and other amenities and comforts. “We’ve been so fortunate to work with them, we do custom builds for their tents, and it’s always a logistics challenge since we essentially take over the mountain top and it’s completely off the grid,” said Stout. They’re also creating a massive tent village for FORM, a multi-day music festival in Arcosanti, AZ. ### Using Flex to streamline their rental management Stout said they started using Flex after realizing their spreadsheets were just not cutting it — they needed to find rental management software to manage their inventory and streamline their rentals processes. “We just love the flexibility it provides and the ability to forecast some things, like if we’re short on mirrors and down comforters for our tents, not having to worry about rush shipping and knowing I can get all those details squared away ahead of time,” said Stout. She said in her business presentation is everything so being able to create aesthetically pleasing custom quotes is a big reason she loves Flex for rental management. “The quoting portion of Flex has been amazing,” said Stout, “you can get a really quality looking quote to your clients very quickly and it eliminates a lot of the back and forth emails that used to happen before.” Having deeper control over her inventory and how it’s being used is also great, said Stout. Flex also facilitates movement of tents and accessories from their two warehouses. “Some of our tents are expensive and we need to track how much they’ve been out from an ROI standpoint but also retire them if we need to,” said Stout. Suggestion and pricing customization as part of [Flex’s rental management features](https://www.flexrentalsolutions.com/inventory-management-features/) has also allowed Stout Tent to improve the efficiency in which they conduct business. Although Caitlyn says Flex has a bit of a learning curve, “once you get the hang of it, it’s pretty easy.” She relies on Flex’s library of video tutorials and documentation to get the answers she needs. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight This website uses cookies to ensure you get the best experience on this website Got it! ## Cornerstone AV: Turning to live streaming and being resilient Source: https://www.flexrentalsolutions.com/cornerstone-av-live-streaming/ ## Cornerstone AV: Turning to live streaming and being resilient - October 28, 2020 The live events industry was the first to shut down in March when Covid-19 reached pandemic status. State and federal governments prevented meetings, events, or gatherings of any size from happening. Some of those mandates continue to this day. One of those companies, [Cornerstone Technologies in Utah](https://cornerstoneav.com/), was no different. Almost immediately, they had customers calling needing to cancel events and looking for answers. Chad Fraughton, VP, and Executive Producer knew he had to get creative if his business was going to survive. His first order of business was ensuring the safety and health of his staff. He sent them home temporarily so they could assess their own personal affairs as the pandemic upended every aspect of our lives. But, then, he put his head down and got to work. Reinvention and pivoting were the words of the day six months ago, as much as they are today. ### Embracing live streaming and virtual events Luckily, Chad already had experience and background in broadcasting, and Cornerstone as a whole had already been [producing virtual and live streaming events](https://cornerstoneav.com/blog/advantages-virtual-events/) even before the pandemic. He recognized it was an advantage not many of his competitors had. For Chad and Cornerstone, it was a matter of showing that they could do it at scale. Both new and old customers alike called Cornerstone for answers and solutions to converting their live events into virtual ones. “We walked client after client through what we had and what we could offer, you could see the light bulbs go off, we were providing solutions, and that gave them comfort,” said Chad. “We’re going into a new frontier here, we saw that people who previously never had a budget for live events, now had a budget for virtual events,” said Chad, “we found opportunities we never found before, it’s not all bleak, we’re catering to a whole new audience and a whole new opportunity.” ### Bouncing back and being resilient Chad’s advice for companies looking to get back to business or grow their business during this time is to stay resilient and get creative with what they have. “Focus on the tools you have and what your clients need, you need to be a guiding beacon of hope,” he said. “I don’t think there is one particular way of doing things, we were already having some of these communications with companies,” said Chad, “we have a lot of returning clients come to us for help, no one knows what to do, and they are looking for a trusted voice.” He said that the key is not getting hung up on what you used to do but staying present in the moment and finding opportunities with the tools and resources you have at your disposal. “Don’t look at recreating your business, look at recreating yourselves,” said Chad, “we went from selling events to selling concepts.” ### Broadcasting and live streaming their biggest event of the year When one of their biggest clients, Young Living International, called to cancel one of their biggest events of the year, Chad knew he had to get creative. Could they pull off a virtual event at the same caliber and production value as the live one? There was really only one way to find out: by doing. But Chad was confident. For him, it was either go big or go home. “The senior event staff looked to us to find a solution,” said Chad, “we spent many long days drafting a vision for this event, which resulted in a 65-page document and a promise to the client that we would not compromise on quality.” In less than two weeks, they transformed their 135,000 sq. ft. facility into a full-service production and film facility with five unique studios, complete with interchangeable sets, the main stage, and even dressing rooms for speakers and onstage talent. The entire 4 days of 7 a.m. to 8 p.m. broadcast took 45 days to shoot and 42 hours to produce. It features performances, breakout sessions and workshops, a morning show, and a late-night talk show. “That was a roll of the dice, no one knew what the future might be, but we still invested in broadcast equipment that would improve the look and feel of the entire experience, 4K resolution panels, camera tracking systems, and virtual and augmented reality…we became a high-end broadcaster.” Proper inventory management and sales alignment are as critical as ever, said Chad. [Flex](https://www.flexrentalsolutions.com/inventory-management-features/) is a critical piece of the puzzle, even in a live streaming world. “Knowing what gear is assigned to each virtual production, knowing our costing, and more importantly keeping things organized,” said Chad, “Flex is still a big part of our day-to-day production.” That roll of the dice (and their hard work) paid off: they received a Stevie award for the event and glowing recommendations from their client. It also helped open up a lot of doors for new business. But broadcasting and live streaming weren’t all they did. From the beginning of the pandemic, they looked at transforming and repurposing every part of their business to adapt to market demands. “We owned semi and trailers, we identified a massive need for truck drivers and delivery of raw products, materials, and essential items,” said Chad, “so we worked with our Transportation division to pivot in that direction.” “There is no real recipe for how to do this, we used the tools we already had to fill a demand, I considered that our first success story,” Chad added. He also repurposed the fabrication division to build in-store displays for retailers and others that needed it. But he knows that for other companies like his, things are not looking as bright. He and his team have been fierce advocates for the events industry as a whole and helped champion the representation of the live events industry professionals in the CARES Act. “We presented to our state and in Las Vegas as well,” Chad said. He attributes his success even in turbulent times to his team’s dedication and also his upbringing. “I was raised from a place of survival, I didn’t grow up with a whole lot,” said Chad, “I have a very good sense of survival and self-preservation. Growing up, I played football, not because I loved football but because I wanted an education.” “Twenty-seven years of building a company with the tools that I have and the love that I have for my people,” said Chad, “I have a responsibility to them, I don’t take that lightly, that is survival, I had to do whatever it took, you can deliver me the worst news, a bad scenario, and I’ll think ‘what can I do right now to offset the situational trauma this will cause.’” ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight This website uses cookies to ensure you get the best experience on this website Got it! ## Customer Spotlight: Delicate Productions and the Sound of BottleRock Napa Valley Source: https://www.flexrentalsolutions.com/customer-spotlight-delicate-productions-and-the-sound-of-bottlerock-napa-valley/ ## Customer Spotlight: Delicate Productions and the Sound of BottleRock Napa Valley - July 23, 2026 Over Memorial Day weekend,[BottleRock Napa Valley](https://www.bottlerocknapavalley.com/) came back to the Napa Valley Expo for a sold-out, three-day run from May 22 to 24, 2026. Around 120,000 fans turned out across five stages and more than 80 performers, with Foo Fighters, Backstreet Boys, Lorde, and LCD Soundsystem leading the bill. If the weekend sounded — and looked — as good as it did, there’s a reason for that. The audio and lighting came from[Delicate Productions](https://delicate.com/), a Flex customer and one of the brands in the[Live Events](https://liveevents.com/) family. And this was far from their first time. Delicate has shaped the sound and look of BottleRock since the very first festival back in 2013. That first year, the festival’s founders were new to the business and up against a real problem. You can’t drop a 120,000-person event into the middle of downtown Napa, a few blocks from homes, restaurants, and tasting rooms, and simply turn up the volume. Napa runs one of the tightest noise ordinances anywhere. Delicate solved it with engineering rather than guesswork, designing directional, steerable line-array systems that fill the festival grounds with sound while keeping it from spilling out into the neighborhood. The gear has changed plenty over the years, moving from the early Martin Audio rigs to the d&b audiotechnik and L-Acoustics systems they run today, with cardioid sub arrays handling a lot of the quiet work in the background. Lighting has grown right alongside it. Year after year Delicate has continued to put top tier fixtures in our lighting rigs utilizing their inventory across all locations. Highlighting some of their relationships with products such as Ayrton, Robe, GLP, and Acme just to name a few. Their approach has always been to create a robust infrastructure per stage to support all of the artist packages and remains a key focus point when it comes to designing the lighting rigs.  What hasn’t changed is the result. Year after year, the festival gives fans the energy they came for — in what they hear and what they see — and still stays inside its limits. “BottleRock is a great example of what the Live Events brands can pull off together,” stated Brian Boyt, General Manager for Delicate. “Delicate handled audio and lighting across the festival’s stages again this year, working alongside sister brands[Zenith](https://zenith.com/) and[Gemini](https://geminilsv.com/) for overall support. It’s a single-source approach that takes a sprawling, multi-stage festival and runs it as one coordinated show. Our pooled resources make it more efficient for us and our clients.” More than a decade in, Delicate makes one of the hardest jobs in live production — audio and lighting alike — look routine. Congratulations to the whole Delicate crew on another strong weekend in Napa, and to everyone who helped put BottleRock 2026 together. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in #FlexAlt, Customer Spotlight, Flex5 This website uses cookies to ensure you get the best experience on this website Got it! ## Meet: Michele Cogan and All Access Source: https://www.flexrentalsolutions.com/meet-michele-cogan-all-access/ ## Meet: Michele Cogan and All Access - March 27, 2025 [](https://3rep.com/) ### Meet Michele Cogan Michele Cogan, Inventory Manager at **All Access**, has spent over **14 years** in the live events industry, witnessing the evolution from **handwritten quotes on napkins** to **sophisticated inventory systems**. Her job? Ensuring every piece of equipment—from **massive stage structures to the smallest cables**—is exactly where it needs to be. And as she puts it, **Flex Rental Solutions is the tool that makes it all possible.** ### A Day in the Life of an Inventory Manager (and Mom) Michele’s day starts early, juggling two roles: **Inventory Manager and mom to two boys, ages 9 and 5**. Just like in the warehouse, her home life requires constant pivoting—one minute she’s making sure trucks are loaded, the next she’s negotiating about putting on shoes. At work, **the warehouse floor is her second home**, where she splits time between tracking inventory at her desk and troubleshooting issues in real-time. The live events industry runs **24/7**, meaning plans can change in an instant. “You have to be able to pivot,” Michele explains. “It’s a constant game of detours. If you get frazzled and take things personally, you won’t last.” That ability to adapt carries over to parenting. “I wish I could say it makes me more patient at home,” she jokes, “but kids are a whole different challenge.” ### Why Inventory Managers Swear by Flex Michele has seen it all—manual spreadsheets, clunky software, and workarounds that never quite worked. But Flex changed everything. - Everything in One Place – Before Flex, inventory tracking was a mess. Now, it’s all in one system. - Intuitive & Easy to Use – “I’ve taught old dogs new tricks, and new dogs pick it up instantly.” - Real-Time Visibility – Michele can quickly check schedules, track returns, and ensure everything is where it needs to be. - Accuracy That Saves Time – “We can look back at 14 years of jobs and find everything we need. Most companies don’t have that.” She also loves the **flexibility **that Flex provides. The **custom calendars, sorting tools, and live updates** have become essential. But like any power user, she still has a **wish list**—like a **return manifest feature that shows a percentage of items returned** instead of just “prep” or “returned.” ### The Right Tools Make the Difference Michele’s job is **part logistics, part problem-solving, and part crisis management**. With tight deadlines, last-minute changes, and gear moving between continents, **Flex gives her the control she needs.** Some of her favorite moments? Being part of **live TV filming** like **The Voice**, **historic events** like the **Super Bowl**,** major music festivals** like **Coachella**, and even seeing legendary bands like **The Eagles** still hitting the stage. But for her, **the real satisfaction comes from solving the day-to-day puzzle**—tracking what’s coming, what’s going, and ensuring everything is in its right place. ### Advice for Future Inventory Managers According to Michele, success in warehouse management comes down to three things: - Thick Skin – “You can’t take things personally. Just get the job done.” - Adaptability – “Expect the unexpected. And be ready to change plans—constantly.” - A Good Team – “You can be the best at what you do, but without a solid team, it won’t matter.” And when it comes to inventory management? **Having the right tools—like Flex—makes all the difference.** ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight, Flex Rental Solutions, Flex5, Rental Software This website uses cookies to ensure you get the best experience on this website Got it! ## Customer Spotlight: AV Productions Source: https://www.flexrentalsolutions.com/av-productions-customer-spotlight/ ## Customer Spotlight: AV Productions - February 20, 2025 [](https://3rep.com/) We’re kicking off the year in style—catching up with Chicago-based AV Productions, CEO Marvin “Marv” Worst. AVP is celebrating its 20th anniversary in 2025 and with a URL like avproductions.com, you KNOW they’ve been around for more than a minute. AV Productions is an audiovisual company with deep roots providing in-house (and out of house) services and solutions for hotels. Servicing more than forty properties, AVP has served more than 15,000 clients (15,000!) and helped produce shows in nearly every state. In 2024 alone, the company did more than 2500 shows. And what are all those shows? They include corporate events, trade shows, social galas, fundraisers, roadshows, festivals, and concerts. Said Marv, “If it’s a live event, we do it.” As AVP celebrates twenty years, Marv just notched forty years in the business. And the AVP staff has more than 1,000 combined years of live events experience. Clients include hotel properties, event planners, brand managers, and more succinctly, “anybody that is responsible for producing an event.” It’s easy to get the picture. AVP gets it done for whoever needs it done. Prior to Flex, AVP was using Salesforce, “which worked until it didn’t.” He mentioned that Salesforce was fine for the quotes and invoicing but had nothing to do with inventory management or the workflows we needed to run our business. “An industry buddy told me about Flex.” Then comes the part of the story that is so very Flex. Marv explained, “I remember this very well: While on a plane to Clearwater with my family for Thanksgiving, I checked the Flex website, looked at the intro video, and knew it was exactly what I needed. I called Chris and he picked up the phone on Thanksgiving weekend. I signed on immediately.” And once AVP signed on, they were all in. AVP is a power user of Flex. “We really know the platform like the back of our hand, and the recent integrations with Quickbooks, Flex Payments, and StaffingPlus are amazing. Soup to nuts, Flex has everything we need. We are lifetime members over here.” We certainly didn’t mind as Marv continued, “Like Chris picking up the phone Thanksgiving weekend, you not only listen, but you want to.” He told the story of how one of Flex’s favorite features, bundling, came into being. “We wanted to be able to scan a single case filled with multiple items. We shared that with Lisa, and she made it happen.” (NOTE: Thousands of Flex users are grateful to AVP for this and from now on Marv is to be known as, “The Bundle Godfather.” We need to get him a pinky ring.) Okay, let’s get into this 20th Anniversary celebration. As we look ahead in 2025 and the future, what is AVP hoping to see? By now, we had come to expect a heck of an answer from Marv. He didn’t disappoint, “If you ask my family, they are looking for me to retire, but they have nothing to do with this. So that’s not happening.” (NOTE: This conversation was on the record. It’s staying. Best of luck, Marv.) Aside from domestic bliss? “We’re aiming to expand nationally with more in-house location business. We’re now in San Antonio. We would like to get into Florida.” And then in one of those comments that tells you all you need to know about a person or a company, Marv offered, “When we first started AVP, I had the opportunity to get some hotels in other states. I passed on them because we weren’t ready at the time. The last thing you want to do is get a hotel and not be able to service it. We’ve gotten to that point where I feel we could just keep getting more and more and more. You know, you’re only as good as your team. We’ve got the right guys in the right spots.” Cheers to that. Marv mentioned that they are also ready to take on more road shows. “We have one longtime customer who goes to five different cities. It’s New York, DC, San Diego, Chicago, and Atlanta. Boom, boom, boom, boom, boom. They all go in a row every five years. More of those.” We figured it might be an impossible ask, but we wanted to know about any favorite events they might recall. “We did a show for a long time customer at a hotel where we’re not in-house. The in-house company at the hotel was hitting our client with a lot of fees so we had to redesign the show after the contract was signed. We wound up doing something totally different than they’ve ever done before and they loved it. [](https://www.flexrentalsolutions.com/wp-content/uploads/2025/02/IMG_0008-scaled.jpg) [](https://www.flexrentalsolutions.com/wp-content/uploads/2025/02/IMG_6367-scaled.jpeg) [](https://www.flexrentalsolutions.com/wp-content/uploads/2025/02/IMG_6232-scaled.jpg) [](https://www.flexrentalsolutions.com/wp-content/uploads/2025/02/av-compressed.jpg) And the favorite bit about Flex? “The thing that I like most about Flex is if you need something… it’s going to get done.” We can say the same about AVP. Happy 20th Anniversary, AV Productions! ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight, Flex Rental Solutions, Flex5, Rental Software This website uses cookies to ensure you get the best experience on this website Got it! ## How the Past Due Widget Simplifies Warehouse Management Source: https://www.flexrentalsolutions.com/past-due-widget-simplifies-warehouse-management/ ## How the Past Due Widget Simplifies Warehouse Management - January 30, 2025 [](https://3rep.com/) ##### We sat down with Jesse Van Swol of Pittsburgh-based 3Rep Audio Visual & Lighting to learn more about his challenges as a Warehouse Manager, and how our new Past Due Widget not only saves him time, but also creates more efficiencies for the entire company. Warehouse Managers face immense challenges: managing inventory accuracy, coordinating logistics, and ensuring smooth equipment check out and return processes—all while under tight deadlines. Flex Rental Solutions’ new [Past Due Widget](https://helpcenter.flexrentalsolutions.com/hc/en-us/articles/360052319674-Navigating-the-Layout-of-Flex)is transforming how Warehouse Managers work by streamlining inventory oversight and improving operational efficiency. Warehouse Managers juggle complex responsibilities: - Identifying Missing Items: Tracking missing inventory often involves sifting through multiple manifests and pull sheets manually. - Handling Large Volumes of Returns: High-demand periods can result in extensive backlogs, including pages and pages of missing inventory from multiple shows. - System Cleanup: Many teams inherit poorly configured inventory systems, creating additional work to fix outdated or incorrect entries. - Unserialized Items: Keeping track of non-serialized items can add extra complexity to their processes. The Past Due Widget helps simplify some of these pain points by offering several key benefits: - Centralized Tracking: Warehouse Managers now have a “central hub” to view and address missing items across all shows. As Jesse noted, “I have a central hub now where I can access all the information, see what’s missing, and there’s less room for me to miss something.” - Efficiency Gains: The widget significantly reduces time spent hunting for missing items. Tasks that previously took hours can now be completed in minutes. Jesse mentioned, “On a big show, it could easily save me an hour. During busier times, it’ll save me a day and a half’s worth of work.” - Improved Workflow: By highlighting missing items immediately, the widget ensures issues are addressed promptly. Jesse reported that checking the widget daily is now part of his routine: “I check my email, get my coffee, and click the Past Due tab.” - Enhanced Communication: Direct links to items make it easier to coordinate with teams and resolve discrepancies, preventing potential losses. Jesse shared a specific example of the widget’s impact: during the return of multiple shows, their team faced a backlog of fourteen pages of missing items. Thanks to the widget, he quickly identified and resolved the discrepancies, reducing the list to just a few pages by lunchtime. “It was really quick to get it down to one or two pages,” emphasizing how intuitive and effective the widget is. But because we’re Flex, we wanted to know how we could make it even better: - Expendables Management: Adding a checkbox to include or exclude expendables in the Past Due list would reduce clutter. (NOTE: We’re already in process on this.) - Better Organization: Introducing headers or collapsing options for shows in the widget could make it easier to focus on specific events. ##### Jesse shared a specific example of the widget’s impact: during the return of multiple shows, their team faced a backlog of fourteen pages of missing items. Thanks to the widget, he quickly identified and resolved the discrepancies, reducing the list to just a few pages by lunchtime. “It was really quick to get it down to one or two pages,” emphasizing how intuitive and effective the widget is. But because we’re Flex, we wanted to know how we could make it even better: - Expendables Management: Adding a checkbox to include or exclude expendables in the Past Due list would reduce clutter. (NOTE: We’re already in process on this.) - Better Organization: Introducing headers or collapsing options for shows in the widget could make it easier to focus on specific events. The Past Due Widget has become an indispensable part of daily routines for Warehouse Managers, saving time, reducing errors, and simplifying complex processes. As Jesse put it, “For me, it’s probably the most helpful feature Flex has added in the last few years.” If you’re ready to optimize your Warehouse Manager’s operations, contact Flex Rental Solutions to learn how the Past Due Widget can work for your team. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight This website uses cookies to ensure you get the best experience on this website Got it! ## Streamlining Operations with Flex Payments: A Case Study Source: https://www.flexrentalsolutions.com/streamlining-operations-with-flex-payments/ ## Streamlining Operations with Flex Payments: A Case Study - December 19, 2024 When businesses integrate new technology into their operations, the impact can be immediate. For one of our clients, Jason Weldon, the CEO of [Synergetic](https://sslproductions.com/), adopting [Flex Payments](https://www.flexrentalsolutions.com/flex-payments/) was a game-changer, improving efficiency and simplifying processes. Here’s their story in their own words. **Saving Time Right Out of the Gate** Jason shared that the biggest immediate impact of [Flex Payments](https://www.flexrentalsolutions.com/flex-payments/) was its ability to consolidate and automate multiple steps into one seamless process. Previously, handling payments involved: - Visiting a separate payment site. - Copying the link and sending it to the customer. - Manually checking the bank’s site for payment confirmation. - Inputting the payment details back into Flex. Now, all those steps are eliminated. “With one click, it does it all. A big time saver,” he noted. Payments are handled directly within the Flex interface, making the process faster and more efficient. **A “Night and Day” Difference** Before integrating [Flex Payments](https://www.flexrentalsolutions.com/flex-payments/), the payment workflow was fragmented. The difference between using separate systems and the integrated solution was described as “night and day.” “There were too many steps to get paid and then still having to input everything into Flex,” he explained. “Now, with one click, we can see everything in Flex.” This streamlined approach has allowed the team to focus on higher-value tasks instead of repetitive data entry. **Immediate Benefits in Real-World Scenarios** The value of [Flex Payments](https://www.flexrentalsolutions.com/flex-payments/) became apparent from the very first transaction. Previously, the team had to rely on their accounting department to confirm ACH payments. Now, payment status updates are instant and automatic. “It just pops up in Flex that it was paid and is already entered in the customer payments.” He also praised the clean and user-friendly interface for their customers, making payments quick and hassle-free. **A Surprising User Experience** What stood out most during the initial experience? “The steps you thought about and how clean the user experience was for a customer making a payment,” he said. The intuitive design and thoughtful automation exceeded expectations. **Seamless Onboarding and Support** Getting started with [Flex Payments](https://www.flexrentalsolutions.com/flex-payments/) was straightforward. “It was very easy and quick,” he reported. The onboarding process was supported by the Pay Engine team, who were responsive and helpful. “They get back to you quickly, which is important in this business. We didn’t have to wait days for a response.” **Why It’s a “No-Brainer”** When asked what he’d say to a peer considering [Flex Payments](https://www.flexrentalsolutions.com/flex-payments/), he didn’t hesitate: “It was no additional charge, it eliminated so many steps, they matched our current fees—it was a no-brainer. Not sure why everyone isn’t doing it.” ### Get Started Now And discover how Flex Payments can make your business more efficient. [Sign Up Now](https://share.hsforms.com/13yWk7wMZS1uKU3Dv5RyHrw43vgy) [Learn More](https://www.flexrentalsolutions.com/flex-payments/) **Conclusion** [Flex Payments](https://www.flexrentalsolutions.com/flex-payments/) has proven to be a valuable solution forSynergetic Sound, saving time, reducing stress, and streamlining payment workflows. Their story highlights the tangible benefits of integrating payments directly within the Flex platform and the importance of thoughtful design and responsive support in delivering a seamless experience. Are you ready to experience the same efficiency and simplicity? Contact us to learn more about [Flex Payments](https://www.flexrentalsolutions.com/flex-payments/) today! ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight, Flex Payments This website uses cookies to ensure you get the best experience on this website Got it! ## Meet Keynote Event Services Source: https://www.flexrentalsolutions.com/meet-keynote-event-services/ ## Meet Keynote Event Services - October 31, 2024 “We used Good Shuffle but began to outgrow it as our company grew.” So began our conversation with Spencer Russell, CEO, Keynote Event Services. “We got on board with them in 2018 or 2019. While we were happy with Good Shuffle initially, its goal is not to be the most sophisticated platform. We started to run into challenges with issues like transfers between warehouses, serialization, and barcoding, not to mention RFID, and knew we needed something more robust.  Spencer and Keynote looked at every platform as they considered a move; Rentman, Rental Tracker Pro, Intellivent, and more before deciding on Flex. “I had heard of Flex for the longest time. We even considered it before choosing a more entry-level offering, but we didn’t think we were ready.” When asked about onboarding Spencer shared, “The level of customer care and training that we’ve gotten from Flex is second to none. Because it’s so comprehensive, Flex can feel overwhelming in the early days. Its flexibility is it’s greatest advantage in the long run, but it can feel daunting to start. Nick, our trainer, has taken the time to help us learn how to connect all the dots.” And what are his favorite dots? He quickly rattled off serialization and search. “Search has been great. We’re currently working on resolving shortages on a more regular cadence. We’re figuring out the best way to go through inventory on a two-week basis and calculate shorts that we need instead of just looking at it and being caught by surprise, “Hey, this job three days from now, do we have sub rental?” In addition to Spencer, the company’s sales director, production director, operation director and managers, as well as the warehouse staff all spend time with Flex every day. Of course, the company’s three-person accounting team is in Flex constantly. “Our whole team loves it. That’s for sure.” Because we always want to know where we can be better, we asked Spencer what kind of improvements he would like to see. He pointed out that he’s looking forward to the updated Quickbooks integration that is coming soon. Before we wrapped up the conversation, which went well over time (thank you, Spencer!), he mentioned two more things. First a word of advice to new Flex customers (we love that), “Pick the places that add the most value to start and you can mature from there.” Second should be no surprise, “Nick is just phenomenal. He’s like a wizard in there. If word gets back around, give him a name drop for me. He deserves it.” You got it, Spencer. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight This website uses cookies to ensure you get the best experience on this website Got it! ## Customer Spotlight: Pynx Productions + Flex StaffingPlus Source: https://www.flexrentalsolutions.com/pynx-spotlight/ ## Customer Spotlight: Pynx Productions + Flex StaffingPlus - August 28, 2024 One of the common themes that Flex founder and CEO, Chris Stein, is constantly hammering is iteration, iteration, iteration. (Is that three?) Because of this, when we launch a product like [StaffingPlus](https://www.flexrentalsolutions.com/flex-staffingplus/), it’s a starting line. The work is really just beginning. So, as we sat down with Mike D’Eri and Diego Torres of Pynx Pro to talk about how things were going with StaffingPlus, not only were we eager to hear about the way the product had improved their staffing operations, but also how we could make it even better moving forward. To be honest, the latter is more important. Pynx planner, Diego Torres, told us that [StaffingPlus](https://www.flexrentalsolutions.com/flex-staffingplus/) has definitely saved time and energy around assigning jobs, job offers, and invoicing. And in what may be the ultimate sign of something working Mike D’Eri added, “I usually only hear from him when something is going wrong and I’m hearing from Diego a lot less now.” This is especially key as Pynx has experienced massive growth recently. June alone was up twenty percent. As a power user of StaffingPlus, Pynx had already offered significant feedback to Chris and our customer success team. “Within thirty days, there was an update addressing some of the issues that we had talked about.” Mike added, “Those kinds of updates in such a short period of time are always encouraging.” ### “I usually only hear from him when something is going wrong and I’m hearing from [him] a lot less now.” When we pointed out how grateful we were for their time and candor, Mike said, “Yeah, definitely. This can’t get better unless we tell you what’s going on.” Amen. This is true for all of our products. We cannot be the operating system of choice for the live events industry without open, collaborative feedback and partnerships. Mike and Diego have provided more feedback about highly specialized situations that they’ve experienced. We’re continuing to iterate and just as we updated StaffingPlus after thirty days, we’ll do it again and again and again. We’re excited to keep sharing all that Staffing Plus is capable of as we continue to have these conversations. Are you using StaffingPlus? We’d love to hear about your experiences. Reach out and [share your feedback](https://airtable.com/appLIBihLzZ8gGbhR/shrNGqNMshwxxJFc1) on how it is working for you. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight, Flex StaffingPlus This website uses cookies to ensure you get the best experience on this website Got it! ## How AMP’D Entertainment successfully implemented RFID Source: https://www.flexrentalsolutions.com/ampd-spotlight/ ## How AMP’D Entertainment successfully implemented RFID - July 25, 2024 Flex CEO Chris Stein interviews Tyler de Leeuw, Quality Control Manager from AMP’D Entertainment, in a fascinating conversation about the company’s groundbreaking journey with RFID technology. RFID is often seen as a magic bullet for solving warehouse issues, but Tyler shares how a thoughtful, incremental implementation has brought real, tangible benefits to their operations. AMP’D Entertainment began integrating RFID into its workflows about a year ago, initially focusing on tagging the most significant and time consuming quantity of items, cabling. This decision allowed them to streamline their return processes significantly despite the spatial limitations of their warehouse. Tyler emphasizes that the biggest challenge was getting the returns department to trust the new system and adapt to the nuances of the technology. The integration has already led to impressive results-cutting cable return times by up to two-thirds and vastly improving inventory accuracy. We hope you enjoy it! ##### When discussing RFID with potential users, there is a common sentiment that RFID is this magic technology that will solve a company’s warehouse problems. Your team set realistic expectations and focused on incremental implementation, which is delivering excellent results. What was your implementation timeline? We started tagging our cables with RFID in June of 2023. It was a major summer project. We brought some staff on specifically for it. We started implementing scanning workflows once we had a good portion of it tagged. We have a pretty small warehouse for our capabilities, which is great because everything’s pretty close by, but also terrible because everything is near other items in the warehouse. So we had to figure out where we would scan and which teams and items we would implement it with first. ##### Are you talking about the department or personnel? Did you need to make any physical changes or cordon off a warehouse area to enable it to work?  Department specifically. Was this going to be something we wanted on the return or outbound of jobs? Ultimately, we decided that inbound returns were where we would focus because they were less time-sensitive. And we decided to start with cables as our workflow puts them towards the end of the return process. ##### What did the changes to the workflow look like?  Our returns department is based literally out of one of the loading bays. They have immediate access to the yard. It was that way before we started thinking about RFID. Integrating RFID was pretty simple because they could just step outside and let the scanner go to work without worrying about being so close to the cable racks. The most significant change was getting the returns department to trust the information from the RFID reads. Through testing the power settings on the scanner itself and showing the returns department a more of the technical aspect of how the scanner works, they now understand how they can get a good scan. Have you started to extend RFID usage beyond returns? We’re still focused solely on returns. We’ve run some R&D in the prep process. If we had more space to sequester prep, returns, and storage, we’d be ready to start prepping with RFID today. We just physically don’t have the space.  ##### Beyond the prep side, is there anything else you are thinking about? What comes next after cables? I think maybe the next thing we would do is fabrics and drapes. It takes a long time to find and scan the barcode, especially when the barcodes are at the bottom or folded inside.  ##### Let’s discuss the benefits. Are you seeing returns on this investment?  I would say it’s probably cutting down our cable return time to maybe a third compared to barcode scanning. It’s saving us hours beyond what we anticipated. We can allocate our turnaround time savings to other tasks. It’s accuracy, with speed. ### “…[RFID is] probably cutting down our cable return time to maybe a third compared to barcode scanning. It’s saving us hours beyond what we anticipated. We can allocate our turnaround time savings to other tasks. It’s accuracy, with speed.” ##### Where else does this effort show up to impact the business?  One area it shows up in our Audit process. It is inevitable that an item will be missed on return whether you use BarCode scans or RFID reads. We send our clients missing reports. If they come back and question a specific unit, we can find that unit’s RFID Identifier and then enter that into a Zebra tool that lets us use the scanner as an RF Geiger Counter. We can go through the warehouse and zone in to find that one unit in the warehouse. It’s increased the speed of these unit audits. Auditing before RFID was a manual process of hand-scanning all units of that model. This is a tremendous time saver.  ##### How does senior management feel about this project?  They are entirely on board. Our team’s been very supportive of getting us what we need. A lot of this has come from the top. Arteen, our owner, is always looking for seconds in time savings on repeated processes to make everything more efficient. He’s loving what’s going on with this.  ##### Okay, last question. If another company came to you and asked if they should do RFID and why? How do you sum it up?  It’s dependent upon the company. If you’re a company coming to me and asking me if you should do RFID and you’re respectively serialized to the extent that we are, I would say, absolutely do it. With the understanding that there will be a learning curve, your savings in the long run will be significant. If it’s a company that is not as serialized as us, I would still say yes, but I would caution them against thinking RFID is a magic pill because there will be an extensive process change outside of the RFID realm.  ##### Thank you so much for your time. We appreciate this opportunity to learn more about your RFID efforts and look forward to helping you become more integrated. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight, RFID This website uses cookies to ensure you get the best experience on this website Got it! ## Customer Spotlight: Legal Media Inc (LMI) Source: https://www.flexrentalsolutions.com/legalmedia-spotlight/ ## Customer Spotlight: Legal Media Inc (LMI) - March 7, 2024 When we ask you to imagine a live event, we’re guessing that most of you easily conjure up images of concerts, sporting events, awards shows, and corporate banquets. But, did any of you think about a courtroom? We’re guessing no. But, when you stop and think about it, what’s more “live event” than a trial? We asked our customer, Houston-based [Legal Media, Inc. (LMI)](https://www.legalmediainc.com/), if they would give us some evidence (sorry, we couldn’t help it) of how Flex helps in their legal work. And to stay on theme we decided to put Francesca Cerrato, Partner and Senior Designer at Legal Media, under questioning and do it deposition style. ##### Can you please tell us a little bit about Legal Media? If you’ve served on a jury recently, or seen video from a court case, you may have noticed computer screens throughout the courtroom. Legal Media makes the “magic” happen on those screens. Presentation in legal proceedings is the work of our trial consultants. Witnesses testifying by video come from our multimedia techs, and our designers create the graphics that are shown. The products and services we offer help attorneys communicate effectively in all kinds of cases, in venues throughout the U.S. Using specialized software to present documents, recording and editing video depositions, and designing visual aids to educate and persuade has been our work since the late 1990s. Then in 2023, we added A/V equipment rental to our suite of services. ### Francesca Cerrato ###### Partner, Senior Designer ##### How did A/V rentals become part of your suite of services? New courtrooms are constructed with technology built in, but older ones were not, and some matters, such as mock trials, mediations, and arbitrations, aren’t even held in courtrooms, and require custom A/V solutions. We sometimes struggled to find equipment vendors who could provide what we needed, when we needed it, for a reasonable fee. Over time, we began to draw more and more on our own experience and in-house A/V technology. Developing our people and inventory has given us control over an important aspect of our work. We test everything we want to try on our own projects. Once we’re comfortable, it becomes part of the rental inventory. Many of our clients are our fellow trial consultants. Rather than buy, store, maintain, ship, set-up, and support A/V equipment, they prefer to use an outside company. They’re free to focus on the aspects of the job they like, outsource the rest, and pass on the cost to their client. ©2023, Legal Media, Inc. Arbitration in Houston, TX ### “Flex made it easy to build our customer database and get our rental inventory set up and organized.” How did you manage this before becoming a Flex customer? Before Flex, we were using Excel. The limitations were obvious, so we started looking for a platform that could help us manage inventory and serve as the foundation for a service we knew had the potential to grow. Flex made it easy to build our customer database and get our rental inventory set up and organized. We are approaching one year with Flex, and getting more out of it as we go. It allows our team to focus on the job at hand – configuring and testing A/V systems and providing tech support. We’re able to generate quotes and pull sheets quickly, getting equipment checked out and delivered in a seamless, organized way. At the end of the process, we use it to generate invoices that are sent to QuickBooks. How has your experience been to date with Flex? Whenever we’ve had questions, Flex support has been excellent. The platform is robust and full of features, and we look forward to using more and more of its capabilities. We’re looking forward to some improvements on both phones and tablets, for the web and in the mobile app. It would make using Flex on the go easier. With such a strong resource to build on, we are excited about what the future holds! Thank you and keep up the great work, Flex team!! ##### Flex is proud to have worked with Legal Media since 2023. ©2024, Legal Media, Inc. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in #FlexAlt, Customer Spotlight, Flex5 This website uses cookies to ensure you get the best experience on this website Got it! ## Customer Spotlight: Nighthawk Video Source: https://www.flexrentalsolutions.com/customer-spotlight-nighthawk-video/ ## Customer Spotlight: Nighthawk Video - June 26, 2023 ## Meet Nighthawk Video [Nighthawk Video](https://nighthawk-video.com/) is born from innovation. Its’ DNA can be traced to the early 1980s when Herbie Herbert, the manager of Journey, using video screens & cameras changed the Rock & Roll concert experience forever. Prior to Herbie & Journey pioneering live video, concerts were purely an audio, stage set and lighting experience.  Concerts became a journey (no pun intended and #iykyk) toward something much more. Founded by a group of industry veterans, “with the vision to combine and offer the very best in personalized and customized services with the latest in display technologies, and solutions,” Nighthawk describes itself as a “boutique video company.” Yet, as John Schaeffer, Nighthawk’s Operations Director listed the company’s clients- “boutique” hardly seemed to fit.  The Eagles, Lady Gaga, Paul McCartney, The Rolling Stones, Muse, KISS, Farm Aid, The Lumineers, James Taylor, KPOP superstars J Hope & Suga (members of BTS), and a long list of others all tap Nighthawk for its premium live event custom video solutions.  Which includes camera systems, custom fly packs, state of the art Saco LED, video crews and video direction. Nighthawk was launched in November of 2020. So naturally after hearing that list of clients for a two-and-a-half-year-old company, we had to ask: How? John laughed, but didn’t blink, as he said, “We have a core team that has built trust through decades of relationships. We will never compromise what we do just to get bigger and make more money, and our clients know from their past experiences with our team.” Nighthawk is a rare live event industry pandemic success story. As John explained, “The pandemic allowed us to pause and reset.” And since November of 2020, Nighthawk has grown and grown. And well, grown some more. “We’ve issued more than 600 POs for new equipment since we started,” John told us.  Of course we had to ask how Nighthawk found Flex? John explained that the core team was using a Flex competitor (rhymes with “it blew”) at their previous company. And Nighthawk was prepared to go with still another (rhymes with “get bent”), but neither worked well enough.  John said, “We were far down the road with (the latter platform) and deep into our fourth or fifth onboarding session when it became clear that it wouldn’t be able to do what we needed it to do. We checked out Flex and were immediately sold.” He continued, “After our experience with the other platform, I tried to find as many danger points with Flex as possible. I couldn’t find any.” By mid to late January, Nighthawk was submitting purchase orders and on its way.  John highlighted Flex’s speed and user-friendliness. “I can show co-workers something two or three times and they will have it. They can learn it and use Flex on their own. When you’re as lean and efficient as we are, it’s an operational blessing.” Like many other customers, Nighthawk is a power user of the Flex’s customized serial packages. As we were wrapping up, we asked him if there was anything we missed. He took a deep breath and said, “I don’t think so. Our vibe is good. We’ve got a team of professionals on the road that keep it all in the family and are driven by passion, purpose, and our ethics. What else is there?” What else indeed. Enjoy Festival Season. Flex is proud to have worked with Nighthawk Video since their launch in 2020. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight, Flex5 This website uses cookies to ensure you get the best experience on this website Got it! ## Customer Spotlight: OPAV Source: https://www.flexrentalsolutions.com/customer-spotlight-opav/ ## Customer Spotlight: OPAV - May 24, 2023 ## Meet OPAV As the technical director for [Orlando-based OPAV](https://op-av.com/), a live event production company, with specialized experience in nationwide end-to-end production, Ian Paul is a damn nice guy. We were fortunate to spend a few minutes with him the day after he celebrated his ten-year anniversary with the fifteen-year old company. A Flex customer since early 2017, Ian recounted how it went when he started in 2013. “When I first started at OPAV, I was given handwritten notes on a legal pad with what inventory to pull. I’d load the truck and deliver it all myself.” Have to admit, this is the first we’ve heard of “operations by legal pad.” Spreadsheets? Sure. Word docs? Maybe. But a legal pad? Wow. “But when we first brought in Flex as our first real stab at getting more professional and organized, there was no looking back.” In those days, OPAV had one 10,000 square foot warehouse with maybe 500 pieces of inventory coming in and out each day. Now, OPAV has 35,000 square feet of space and is looking to double that. “There’s no aspect of Flex that we don’t use every single day,” Ian explained.  Although Covid had an impact on the company, which fell to six employees after growing to forty, OPAV is back to full operations. More than forty employees are responsible for events like the [WJRR Earth Day Festival](https://wjrr.iheart.com/featured/earthday-birthday/), [Tours for Kevin Hart](https://www.kevinhart2022.com/), corporate events for TD Bank and Reuters Events, and even “Small $15K events with one breakout room and a flipchart.” OPAV is even in-house at a hotel, which highlights one of Ian’s favorite parts of Flex. “We are consistently challenged with creating new workflows. Flex’s options to create customized structures is astronomically helpful.” (Yup, astronomically. Legal pads and astronomically. Those are going to be the two big takeaways from this chat!) And now OPAV is working on its biggest event in the company’s history: **FlexCon ’23!** (NARRATOR: This is not the biggest event OPAV has ever worked on, but we’re slightly biased.) That’s right, we tapped OPAV to help us pull together [our upcoming June 12-13 event in Orlando](https://www.eventbrite.com/e/flex-rental-solutions-presents-flexcon-23-tickets-601758424647). This is the rare Spotlight where we get to write from the perspective of the platform and the customer – with the customer using our platform to produce the event. It’s all very meta. Suffice to say, we’ve loved every second of our experience with OPAV. And, in fact, we’re going to be creating “making of” behind the scenes content about building our own event in Flex. As Ian explained, our relationship works because, “Our relationship is veryfamily-esque.” This is not only true because through the years a couple of OPAV employees have moved over to work for Flex. It’s true because that’s just the way things are done.  As we wrapped things up with a conversation about APIs, we thanked Ian for his time. Because Ian Paul is a good guy – he deflected the gratitude and thanked us instead. This isn’t the first Flex-Customer mutual admiration society moment. We know it won’t be the last.  Thanks, Ian. Thanks, OPAV. See you in Orlando. Flex is proud to have worked with OPAV to make customers their priority since 2017. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight, Flex5 This website uses cookies to ensure you get the best experience on this website Got it! ## Customer Spotlight: Pynx Productions Source: https://www.flexrentalsolutions.com/customer-spotlight-pynx-productions/ ## Customer Spotlight: Pynx Productions - April 8, 2023 ### Meet Pynx Productions Not gonna lie. This might have been one of our favorite spotlight interviews to date. Not only because Mike D’Eri, owner and CEO of [Canada-based production company, Pynx Productions,](https://pynx.ca) had amazing things to say about Flex. And not only because Mike tried one of our competitors and the onboarding alone was such an epic fail that he backed out, but because…well, yes. That’s exactly why. Those things and more. But let’s start at the beginning. Pynx has been around since the 1980’s and started out as the original video dance company in North America. (If that description brought a smile to your face-we know how old you are.) For years, the company somewhat painstakingly operated using Filemaker Pro. (Again, for those of a certain age!)  In 2014, Pynx built a massive stage for a client and began creating custom solutions, which created an entirely new trajectory of opportunity and growth. And then…that’s right (say it with us): The Pandemic. Shutdown. Innovate. Pivot.  Mike and Pynx created a virtual event production and streaming  broadcast business-work that is still thriving today. As descri bed by Mike, “That market is go, go, go, go.” And it was this  booming business that led Mike to realize that the company’s expanded inventory required better management tools. Filemaker Pro just wasn’t cutting it. “First we tried (insert competitor’s name here) and it was a hot mess,” Mike explained. “We tried it for three months and it was painful. The onboarding process alone was a disaster, as they couldn’t even get our tax tables right. I was on the verge of a nervous breakdown.” (NOTE: We’ve been in this business for a long time and one thing we know for sure: It’s not good if your product makes your client feel insane. We work very hard to avoid that.) A nearby client recommended Flex and as soon as the onboarding process started, Mike knew “This is it. This is the solution. And it just keeps getting better and better.”  Mike pointed out that he especially appreciates the high level of support. “I mentioned an issue we were having with a feature and not only did you listen to our concerns we saw the fix in a release shortly thereafter. We’re a small company and to be heard like that is everything.”  He went on to praise Nick Nazario, our Customer Success Manager. The truth is we love that. Yes, we will put our product up against anybody. We’ll go feature to feature and UX to UX with anybody. But what gives us the deepest satisfaction is when our true key differentiators-our people and our dedication to our clients’ success-are front and center. Mike told us that Flex changed his whole life. “I spent years running buckets of water to fill a pool. Flex allowed me to build a pipeline that invites others to help fill that pool.” He told us he has more time to work on business development. “What used to take hours in Filemaker Pro, takes minutes in Flex. It has literally changed my life. I just don’t know how we did it before.” He said company morale is at an all-time high. That there’s more collaboration, which has operations moving more efficiently on the job site. And he told us that he’s sleeping better than he ever has.  Flex: We help you sleep better. Maybe he’s on to something. Mike said the best thing about Flex is the accountability. “Now I know who had our gear and when they had it. Flex created a new trend for our company of gear coming back. All the answers are at my fingertips.” He pointed out that accountability extends to his staff, too. “Everyone has their own piece of it.” Flex has even led to the hiring of the company’s first warehouse manager.  Mike concluded, “We used to do five DJ events. Now we can build five stages every night. I just  didn’t think it was possible to scale this quickly. We’re still a small company, but the work we are doing now is setting us up to become a monster.” For us-it really doesn’t get better than this. This is what we mean when we say “Your Success Is Our Flex.” Thanks, Mike. Truly.  Flex is proud to have worked with Pynx Productions to support and scale to meet their aspirations since 2022. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight, Flex5 This website uses cookies to ensure you get the best experience on this website Got it! ## Customer Spotlight: Quest Audio Visual Source: https://www.flexrentalsolutions.com/customer-spotlight-quest-audio-visual/ ## Customer Spotlight: Quest Audio Visual - November 17, 2022 ## Meet Quest Audio Visual As we spoke with Ryan Peddigrew, director of business development for Toronto-based Quest Audio Visual, there were a few key figures that popped up:  – 10-year Flex customer – 1,000,000 + scans – 10K+ events – 15+countries Still, there was one number that really stood out: 1. As in one family. Which, according to Ryan, is exactly what Quest AV is and what makes it a different kind of place to work. “Even as we’ve grown, we’ve continued to promote from within and are big on employee recognition. Every department works together, relies on each other, and our successes are dependent upon each other.” Adding, after a brief pause for emphasis, “We all win together.” Quest AV got its start because of a newspaper article. In 1986, Quest AV’s founder (the current president’s father, there’s that family thing again!) read an article in the Toronto Sun. The headline declared, “Computers are the way of the future.”  In a not-so-basic “and the rest is history” moment, Quest AV immediately began renting computers. A few years later, the company added wholesaling. In 2007, Quest AV expanded into audio visual production and live event tech support. Now, Quest AV has grown to a staff of more than 30 generating $15MM in revenue with its computer parts and sales business and has been recognized as one of Canada’s Fastest-Growing Companies every year since 2015. “One thing that has remained constant-besides the family vibe-is how we pride ourselves on being flexible. Each and every clients’ needs are unique,” explained Ryan when talking about Quest AV’s growth. Quest AV’s team supports a number of Toronto venues, where they handle everything-soup to nuts. “Our bread and butter is corporate events,” Ryan explained. “And we also work closely with event planners, live acts, and experiential agencies.” Quest AV’s work has not gone unnoticed. In late September, the company was recognized with a 2022 [Canadian Event Award](https://canadianeventawards.com/2022-award-recipients/) for the work it does on the Transpacific Maritime Conference (TPM)  in Long Beach, CA. Quest AV brought several trailers and a crew of more than 50 staffers to produce the annual event. Quest AV also won a 2021 award for its work on the Big Data and AI Toronto Virtual Conference. With all of this success, what is it about Flex that Ryan loves most? He made us blush a little with his answer, “Flex empowers me.” Mic drop, anyone? And his favorite feature? “We do business in more than 15 countries, the ability to process different payments in different currencies is a big thing. And the customs manifests are a huge advantage for us.”  Quest AV is on the verge of leveling up its marketing and engagement. With a new website on the way, Ryan said the company  is showcasing itself as “an adaptive, modern, professional, high class production company. We will work with anybody. We wear their shoes and give them all the credit. That’s what gets us going as an organization.” Finally, like many of our clients, Ryan mentioned Covid and how the pandemic devastated the industry. “We pivoted and partnered with a virtualproduction company, which required us all to wear new hats . We had an account manager working with our web developer. A project manager designed landing pages. We transformed half of our warehouse to a live production studio-including a full kitchen set. Our leadership team invested in the unknown for the clients and we came out of Covid intact and with new capabilities.” Ryan suggests that even with its growth, rich history, and awards, Quest AV is just now ready for its close up. Concluding, he said with a hint of pride that one often only finds in family, “It’s time for us to really harness the power of what we do, reintroduce ourselves to the market, and really show off all that we represent.”  Cue Sister Sledge. Flex is proud to have worked with Quest Audio Visual, and support them and the lengths they go to service their clients since 2012. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight, Flex5 This website uses cookies to ensure you get the best experience on this website Got it! ## Customer Spotlight: EPiQVision Source: https://www.flexrentalsolutions.com/customer-spotlight-epiqvision/ ## Customer Spotlight: EPiQVision - October 6, 2022 We’re not exactly sure how else to start this piece about Toronto-based A/V production house, [EpiQVision](https://epiqvision.com), except to say that President/Owner, Jordan Benson, is a genuinely good dude. We’re proud that all of our customers are good people (they are, after all, in the business of creating memorable experiences that make our lives better), but Jordan is as authentic and down-to-earth as they come. EpiQVision is a little different from most of the company’s we’ve profiled, in that they partner with hotels, conference centers and event spaces to provide venue management and staging services. As explained by Jordan, “We help our clients achieve their financial goals by helping them monetize their venue to its fullest.” This business model requires some unique capabilities to deliver at scale like variable commission schedules, discount structures, being able to white label services and manage inventory across venues. Given 14 different inventory locations, it’s no surprise that Jordan calls out pull sheets and transfer orders as his favorite Flex features given the resource efficiencies they create. “We set up each property as a location inside of Flex. We track all of our inventory in real time. We always know where our assets are.” He added with a laugh, “Our unreturned asset reports are especially crucial.” Obviously, Covid crushed the conference business. Which brings us to one of those reasons we think Jordan is so cool. When we asked him about his favorite events, he said, “Coming out of Covid, we were fortunate enough to participate in some events where our clients were thanking their employees for their work and efforts.” We all know it was especially difficult being in the service industry during Covid. Any other favorites? Jordan continued, “We do a lot of charitable work for organizations like Journalists for Human Rights. We’re especially fond of participating in those.” Jordan went on to discuss how Covid created opportunities for EpiQVision to tap into the “hidden talents” of its staff. In particular they were able to launch a few integrations leveraging the Flex API’s. The first powers a TV sized dashboard in their warehouse showing all the jobs that are awaiting prep, in progress and that have already shipped. Need to see what’s net or change a priority? This makes it easier for the whole team to stay on top of. They were also able to build custom Hubspot integrations into Flex to better manage the sales pipeline and velocity. It sounded so unique, we set a follow-up interview to learn more. There are times when the customer is the teacher (and we love when they are). “This is one of the things we love most about Flex,” said Jordan. “Your willingness to listen to the client is pretty great.” Covid also provided an opportunity for Jordan to develop and launch, JUNōO, a virtual event platform. “We were able to assist our venue partners by creating 3D locations and virtual worlds. In 2021, one of our clients hosted a small on-site gala, and we simultaneously produced a complete virtual gala.” He added, “That was super cool.” The Toronto International Film Festival (which is happening as we write this draft) is the second largest film festival in the world and, as you might expect, EPiQVision is deeply involved. What excites you about an event like TIFF? Jordan’s answer added to our appreciation for his energy, “It’s great for all production companies in Canada. We get to collaborate with great partners from the U.S. and Europe who bring new ideas and push outside our comfort zones.”  EPiQVision has some big plans moving forward. “Two of our major partners have expanded into Florida and we’re looking at some key opportunities in that space. Plus, with our local venue management relationships, we’re exploring additional opportunities throughout the United States.”  Stay tuned. We’re all for nice guys finishing first. Flex is proud to have worked with EpiQVision, and support its “service first” mentality since 2014. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight, Flex5 This website uses cookies to ensure you get the best experience on this website Got it! ## Customer Spotlight: Firehouse Productions Source: https://www.flexrentalsolutions.com/customer-spotlight-firehouse-productions/ ## Customer Spotlight: Firehouse Productions - September 22, 2022 “From the beginning it has been all about the best. It wasn’t about anything more. It wasn’t about anything less.”  That’s how Brian Olson, founder of New York-based [Firehouse Productions](https://firehouseproductions.com/), set the tone for the company. It’s also how Mark Dittmar, Vice President of Sales, set the stage for our conversation. As Flex was founded by a guy who believes that “good enough – isn’t,” we were hooked. He was talking in our language. Driven by perfection and innovation, Firehouse set out not only to build a business, but a culture. Mark explained “the shopping cart moment” to us. “You know when there’s a wheel that’s wobbly on a shopping cart?” he asked. We nodded. “Well, if you work for Firehouse, when we notice a wobbly wheel on a case – we fix it in the moment. If latches don’t latch-we drill it out, and put in a new latch. Not later. Always in the moment. Without hesitation.” We were curious if the clients noticed these details. “Oh yes. On the off chance it’s not right they give us nonstop crap for it. Because the gear always works.” He went on to explain that it doesn’t matter who the client is-from B’Nai Mitzvah celebrations to the Music Video Awards and trade shows to the NBA, the gear always works. He also said they wipe down every piece of equipment after every gig. “It’s just the way we do things. You’re only as good as your last show.” Commitment to Excellence. Check. Amazing innovation. Check. Extraordinary culture. Check. All of this resulted in amazing growth. Firehouse started in 1994 (in an actual Firehouse) in Greenpoint, Brooklyn. Mark walked us through the history of Firehouse and its early roots with top 90’s acts like the Cure, Depeche Mode, Tears for Fears, and Peter Gabriel. He told us how Firehouse’s founder, Brian Olson wasn’t happy with the fact that monitors were typically made out of whatever was left over from the PA system – so he built his own. JBL bought the license. He also told us that Brian was the one of the first audio engineers to ever use in-ear monitors. Of course this is a live concert staple now, but Brian and Firehouse were among the first movers. (It’s a little mind numbing to try wrapping our heads around this. It’s legendary.) And now? Offices in Vegas and NYC. Tens of thousands of square feet of warehouse space. Forty full time employees and 150 freelancers that are like family. “Because not everyone can do it the way we need to do it.” And yet, with clients like the VMAs, I Heart Festival in Vegas, Global Citizens, the NBA, NHL, and more, Firehouse is still, “a boutique company built on personal relationships” Mark added, “Growth for the sake of growth is dangerous. So, we’ve turned down more work in the last three months than we’ve taken. It’s easy to lose your identity.” With everything back in full force, how does Flex help Firehouse keep up? “Flex is involved with every aspect of our business. Finance, operations, sales, project management, everyone has their hands in it. It’s the lynchpin that holds the company together. Flex is our Bible. We couldn’t move at the speeds we do without it.” Speaking of that speed Firehouse operates with the mindset “Put a lot of effort into keeping it simple.” Take the VMA’s. 5 semis of audio equipment, 180 boxes in the air, 4 fiber optics networks, a crew of 54 people and limited amount of time for setup. Mark walked us through how every event is like LEGO building blocks. “It looks incredibly complicated, but every show is built from the same blocks. So, we’ve worked very hard to put a ton of effort into simple solutions that we can perfect.” Leveraging suggestions, event folders and more, Flex has been fine tuned to do just that. And our CEO, Chris Stein, loves it. Mark shared that this is key to allowing Firehouse to “punch above its weight”. Mark left us with a final thought that we all sometimes forget. “This is a business built on experience and it’s easy to get overly dependent on technology. Sometimes, you just have to pick up the phone.”  It’s a good reminder, and one of the reasons we love sharing these profiles. It’s a touchpoint. A reminder that at the end of the day, we’re all in the relationship business. From our relationships with our customers to their relationships with their customers, and all the way to the ultimate relationship with an audience. We’re all creating something special together. And the success of Firehouse and all of our customers is our Flex. Firehouse Productions has been a Flex customer since 2016 when it became clear Excel spreadsheets could no longer serve as an physical asset tracking system (and even that was a big step forward from magnets on a whiteboard). We look forward to seeing Firehouse continue making magic with Flex5. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight, Flex5 This website uses cookies to ensure you get the best experience on this website Got it! ## Customer Spotlight: Monster Energy Source: https://www.flexrentalsolutions.com/flex-rental-solutions-customer-spotlight-monster-energy/ ## Customer Spotlight: Monster Energy - May 31, 2022 * “Do you mind if I share the screen to show you something?” This wasn’t the start of our conversation with Mark Titus, Sr. Event Operations Manager for [Monster Beverage](https://www.monsterenergy.com/), but the question certainly took us all to the next level. Mark then shared a spreadsheet that outlined the deadlines, milestones, and progress of the nearly 100 events in which Monster would be participating in the next three months* (including the 11 happening over the weekend of our chat). “It’s a lot,” he deadpanned. “We’ve quadrupled in size in a short amount of time.” We just sort of blinked in silence as we tried to figure out what to ask next. (The thought bubbles above our heads might have looked like cartoon profanities, *“Holy #$%&*#&%!”*)  With the recent celebration of its 20th Anniversary, Monster requires a, well, monster operation to create, manage, and execute its event strategy. Monster’s Event Operations (for all of its brands including Monster Energy, [Ultra](https://www.monsterenergy.com/us/en/products/monster-ultra), [Rehab](https://www.monsterenergy.com/us/en/products/monster-rehab), [Juice](https://www.monsterenergy.com/us/en/products/juice-monster), [Java](https://www.monsterenergy.com/us/en/products/java-monster), [Full Throttle](http://www.drinkfullthrottle.com/), [NOS](http://www.drinknos.com/), [Reign](https://reignbodyfuel.com/), [True North](https://truenorthenergy.com/en-us/) and more) are managed from a warehouse in Rialto, CA via the company’s own in-house production company. All of Monster’s assets, including trucking and transportation, originate from here. Mark explained, “Our most common assets are our 32′ x 24′ trusses and we have a couple of two-story stages that we use for some of our bigger events and sponsorships.” No surprise given they’ve grown the number of assets and events managed by 400% Monster’s ability to scan these stages and trusses as a bundle is one of Mark’s favorite Flex features.  What are those events and sponsorships? You know them. They are the likes of [AMA Supercross](https://www.supercrosslive.com/) (for which Monster is the title sponsor), [Outdoor Motorcross](https://promotocross.com/), [Nascar](https://www.nascar.com/), [UFC](https://www.ufc.com/), [X-Games](http://www.xgames.com/), [Stagecoach Festival](http://www.stagecoachfestival.com/), [Professional Bull Riders (PBR)](https://www.monsterenergy.com/us/en/sports/professional-bull-riding), [Strongman](https://www.monsterenergy.com/us/en/sports/strength), and, and, and, and. “Our operations, marketing, and products are set up to own extreme sports,” Mark added matter of factly, and without a hint of arrogance. “Anything related to that lifestyle-we’re there.” Monster’s music, sports, entertainment, and regional marketing teams are responsible for being in the field and distributing product (lots and lots of product) at these major events. “We’re a little different, probably, because we don’t have outside customers,” explained Mark. “Our field marketing and brand teams are our clients.”  With so many activations and the most exacting of clients, Monster uses Flex to put together quotes based on what the teams hope to achieve at each event. “Flex is invaluable for budgeting and planning. Our executives can look at a budget and easily strike or add elements to an activation.” He added that this is especially crucial for something like NASCAR, for which Monster budgets 38 separate tour stops. “We can make changes on the fly this way.” * Monster also uses Flex to run reports to determine which assets create the most long-term value. “We’ve stopped ordering extra parts that we thought* we needed and now only order the parts we *know* we need.” Mark told us he really put this to the test in 2020 when he needed to increase his truss inventory. “We ran a report to determine how often we used different sized sticks of truss. It turned out we seldom used the five-footers. So, when we placed the order, I asked for the minimum number of that length. That saves money.”   Before wrapping up, Mark told us a couple of things that we really loved. For starters, Monster’s in-house video production studio, Studio M, has started using Flex. (We look forward to that conversation in due time.) And, he told us that with so many events taking place at any one time, Monster sometimes needs to sub-rent. Mark relies heavily on Flex customer, All-Access Staging and Production. The success of our customers is our success. But when they help each other succeed? That’s just rad. Finally, we circled back to the story of the six-city tour that included going to Fort Worth for the Pro Bull Riders finals, to Norfolk, VA, to St. Louis for NASCAR, Nashville for the Country Music Awards, to Chicago and then Grand Junction, CO-all with one truck and with each event requiring a different set up. We asked one last question, “How do you even load/unload trucks that are heading out to multiple events with completely different activations?” Without missing a beat, Mark said, “We’re certified Tetris masters.”  That’s our kind of Flex. #### Flex is proud to have worked with Monster Energy, and all of their brands, and its passionate support of those pursuing the extreme in their lives since 2017. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight, Flex Rental Solutions This website uses cookies to ensure you get the best experience on this website Got it! ## Customer Spotlight: Stage Sound Services Source: https://www.flexrentalsolutions.com/customer-spotlight-stage-sound-services/ ## Customer Spotlight: Stage Sound Services - June 20, 2022 It started with one pair of old speakers. One pair of old speakers that were rented for parties, to clubs, to bands…to whomever needed one pair of old speakers. That was then.  Nearly three decades later, Cardiff, UK-based [Stage Sound Services](https://www.stagesoundservices.co.uk/) employs more than 70 people and is one of the most trusted production resources for the legendary London live theater industry. After Stage Sound Services recently posted about its three millionth Flex scan, we wanted to learn more about their success. General Manager, James Lewis, who has been with Stage Sound Services for nearly 14 years didn’t hesitate when we asked him to share the biggest reason for the company’s growth. “Tech support. React quickly.” Because Cardiff is two-and-a-half hours outside of London, Stage Sound Services knows that reliable, fast customer service is the key to the company’s spotless reputation. “Our job is to get our customers what they need,” James further explained. “In addition to running vans back and forth between Cardiff and London every day, we understand the importance and value of constant, transparent communication. Frankly, this is where Flex comes in.” Even with 70 people and a massive warehouse, Stage Sound Services runs lean. The key to being able to manage thousands of assets is knowing where they are at any given moment. “It’s been an evolution. With our small team, we all knew where everything was, but as we grew, we weren’t even sure if things were barcoded.” This is a growing pain that we hear about over and over again. “Flex helps us do a much better job tracking when jobs aren’t returned on time, and reminds us when items are about to come due.” James continued, “And perhaps the surprise advantage of Flex is how it helps us with any financing audits. When the auditors want to know exactly where the assets are, we can show them instantly. Flex makes audits easy. It didn’t used to be like that.” James told us that, “Flex is the backbone to the company now. We can’t do anything without Flex.” Of course we love hearing that. But perhaps the most powerful part of our discussion wasn’t about what Flex is doing right for James and Sound Stage Services-it was learning how we can help Sound Stage Services succeed even more. As we get ready to launch our Customer Advisory Panel-this is exactly what we want. This is how we get better…together.  After a couple of difficult years, the London theater scene is back in full force and Stage Sound Services, (and sister companies, including [Stage Lighting Services](https://stagelightingservices.com/), which also uses Flex) is running at full capacity. We’re proud to celebrate their success and look forward to helping implement many new ideas as Flex continues to innovate and evolve with our customers. Because…Your Success Is Our Flex. #### Flex is proud to have worked with Stage Sound Services, and its customer service focused team since 2012. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight, Flex Rental Solutions This website uses cookies to ensure you get the best experience on this website Got it! ## Customer Spotlight: Roundrock Technology Source: https://www.flexrentalsolutions.com/customer-spotlight-roundrock-technology/ ## Customer Spotlight: Roundrock Technology - July 5, 2022 * Founded in 2003, [Roundrock Technology](https://roundrock.technology/) (formerly TOURtech) was one of Flex’s first 10 customers (thank you!). Founder and CEO, Allen Cook (like any good tech company) started in his garage with a dozen bar codes, and since then things have grown a bit. The company now manages thousands of assets and works on international events like Riot Games [Valorant’s Champion’s Tournament](https://valorantesports.com/) (in Iceland), [League of Legends](https://www.leagueoflegends.com/en-us/) in South Korea, and for brands/organizations like [AEG](https://www.aegworldwide.com/), [Live Nation](https://www.livenation.com/), [NFL](https://www.nfl.com/), [Verizon](https://www.verizon.com/), and more.  The truth is we were eager to speak with Allen not only because Roundrock has such a long history with Flex, but also because the organization once decided to leave Flex and try a competitor. Only to come back. Obviously, the opportunity to learn about that experience is rich with key lessons. Not only for us, but also for anybody thinking about Flex or other solutions. So, why the switch? In full transparency, it’s easy to ask questions like this when a customer comes back, but we wanted to know. (And note: We’re not going to name names here. If you/your company wants more information – feel free to reach out to us or to Allen.)  “Frankly, we were frustrated by Flex4. We survived downturns after 9/11, the financial crisis, real estate crash-we bore them all. The pandemic just hit differently. We weren’t prepared for a global shutdown of our entire business and we wanted to look at any/all options.” Allen went on to tell us that he spent thousands of dollars to implement the system and then spent more per month than he was spending with Flex. The system was more complicated, less adaptable, more cumbersome to build quotes, yadda, yadda, yadda. (You get the idea.)  Allen concluded, “We spent a year with (company) and switched back to Flex. Everything is easier with Flex.” Allen realized what his company needed to overcome the pandemic wasn’t a new platform, it was new offerings. So they established a software development arm to help manage their deployments, a permanent install division, and IT Depot, a 3rd party logistics solution custom built for the industry.  IT Depot captured our interest. We’ve heard from other customers that they struggle to get their gear to the right place at the right time. Sometimes because they are supporting east coast events from a west coast warehouse. Others just don’t have the proper, dedicated warehouse space to do so. Enter IT Depot. Instead of a mad scramble everytime you need something you can rely on Roundrock’s decades of asset management expertise to manage that for you. They house your gear in their warehouses and get it to you on demand. Live Nation was an early customer and has realized immediate benefits. We liken it to Amazon fulfillment for our industry. Interested? Reach out and ask them for the Flex special introductory offer 😉 Along with these new offerings came the need for a new brand. “We stopped touring almost a decade ago and the industry thought of us as wifi people. We have diversified our business.'” TOURtech became Roundrock to reflect its changed focus to festivals and big corporate events and expertise as “IT for the Entertainment Industry.” Though they still hang out on the road with the Grateful Dead and the Dave Matthews Band from time to time 😉 As you can see Roundrock Technology has reimagined itself in many ways. Yet Flex still remains a key part of their future. Why? “We love Flex because it’s so damn flexible. Flex starts simple and adapts to your working model rather than forcing one on you.” He added, “Flex grows as you’re ready to grow. Frankly, we wish we had better understood the full power of the platform sooner.” Naturally, we asked if he had any suggestions for how we could better help with that? “It’s just about having the time to dig into all the bits. Still, I would definitely* recommend hiring Flex to provide training to more efficiently adapt the system into your specific workflow. I don’t think I can stress that enough.” Allen shared that the power of Flex is in its accuracy and the confidence that gives to his staff and clients. “In retail, you can delay store opening with limited impact. But when you’re on tour and working festivals, there’s no option for delay. And really, no acceptance of anything less than perfect.”  Speaking of perfect, we’re not and we know that. But we will keep working, growing, building, iterating, and innovating to get closer. We don’t feel like we succeed unless our customers succeed. And stories like Roundrock prove that we mean it. Of all the points of pride we feel about our platform, Allen’s acknowledgement that our Customer Support is also superior is where we feel it most. #### Flex is proud to have worked with Roundrock Technologies and its innovative team to “do the job plus a little bit more” since 2010. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight, Flex Rental Solutions This website uses cookies to ensure you get the best experience on this website Got it! ## Customer Spotlight: Show & Design Group Source: https://www.flexrentalsolutions.com/customer-spotlight-show-design-group/ ## Customer Spotlight: Show & Design Group - August 12, 2022 The Show & Design Group success story begins where many begin – in a spare bedroom with a few bits of this, a little of that, not much money, and the nagging feeling that something bigger and better was waiting to be built. That was then (2015). And as principal owner, Lew Aronoff recently shared with us, now looks very, very different. “In seven years, we’ve grown out of that bedroom and two other locations into a company with more than 20 employees doing work for the likes of National Geographic, Encore, The Venetian, N’SYNC, 3G, and more.” And what is that work? “In our sweet spot, we’re a ‘design & execute’ company. That’s where we shine,” explained Aronoff. “We have CAD capabilities, a team of designers, and with 11 tractor-trailers, we now have our own trucking department, which we also use Flex to manage.” We wanted to know more about this trucking thing because it was the first customer we’ve spoken to that manages trucks as an asset. Sure, there have been several that have their own trucks, but tracking trucks “like a light kit” was a first. “We started with the trucking around September, 2021,” Lew said. “Trucking allows us to be competitive in faraway lands!” Lew further clarified that “faraway lands” meant the lower 48. He continued, “We’ve already had gear and trucks in every state. It’s both a rental and execution value-add that creates separation from competitors.” It should come as no surprise that we like the idea of Flex being so flexible that it provides the operational structure to run a transportation business. And that kind of flexibility is the very thing that Lew loves most about Flex.  “I did a little research, but Flex really was the best solution. Life before Flex was a never ending challenge of spreadsheets and post-it notes. With more than 50,000 skus now, it’s impossible to fathom operating without Flex.” He added, “Flex has so many different ways to do things, once you figure out the best way the platform works for your needs, it creates efficiencies you didn’t even know you needed or wanted!” So what does this all look like? We asked Lew to pick a date and tell us what was going on (or out). Randomly, he looked back at June 19th. “Oh wow. We had a bunch of local stuff for dance productions, and a backyard party, but we also had trucks out for .38 Special, Christie’s, and Encore. We also designed and produced four Infocomm booths, not to mention a bunch of subrentals going out” That’s a heck of a day. Finally, what is the biggest surprise you found working with Flex. “Well, Flex helps us minimize loss because it’s easy to track items. When you can quickly identify missing assets, it’s much more likely that you’re going to get it back. Plus, Flex helps us confidently know what we should buy more of. If I want to know what my most used asset is I can run a report for that. My most profitable asset? That as well. If we didn’t have Flex, I don’t know what we’d be doing.” #### Flex is proud to have worked with Show & Design Group and its team to “take events to the next level” since 2019. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight, Flex Rental Solutions This website uses cookies to ensure you get the best experience on this website Got it! ## Customer Spotlight: Quince Imaging Source: https://www.flexrentalsolutions.com/flex-rental-solutions-customer-spotlight-quince-imaging/ ## Customer Spotlight: Quince Imaging - March 8, 2022 We’re all familiar with the extravaganza that is the Super Bowl Halftime Show or other special one-off events. And not to take anything away from the intricacies of such events, but perhaps they benefit from the greatest of all unheralded production assets: Time. Imagine putting on a show day in and day out – without time.  When you’re a professional hockey team in Las Vegas, there’s a certain amount of pressure to step up your live event game. The Las Vegas Golden Knights have become legendary for their pre-game productions. And a big part of their show is Flex customer, Quince Imaging. But let’s take it a step further and, well, up the ante (this is Vegas, after all). Imagine being tasked with not only crafting a legendary pre-game production, but crafting a legendary pre-game production on opening night. And THEN (yeah, we’re doing it) doubling down, as this game is against the newest team in the NHL, the expansion Seattle Kraken.  It’s not every day the National Hockey League (NHL) welcomes a new franchise to the league so to play host to the first Seattle Kraken game at T-Mobile Arena presented a rare and unique opportunity. Andrew Abrams, Sr. Executive Producer, Production & Venue Technology with the Vegas Golden Knights, envisioned creating a larger-than-life experience to commemorate the event. As leaders in sports projection technology, the Quince Imaging team were called upon to help bring that vision to life. “The Golden Knights came to us with a vision of what they wanted to do,” said Quince’s Director of Innovation, Eric Gazzillo. “Not only did we need the Golden Knight to vanquish the Kraken, but the pressure was extra high as it was the first NHL game ESPN had broadcast since 2004.”  Needless to say-the Golden Knight won the battle (as did the Golden Knights, 4-3). It was a huge success with the opening production [generating significant media buzz](https://www.livedesignonline.com/projection/vegas-golden-knights-and-quince-imaging-sculpt-3d-kraken-debut-nhls-newest-team?mkt_tok=Mjk0LU1RRi0wNTYAAAGAiZVX_xYrVd-1S72BVbwg_y2Tw6gMYdR3y_GwYqIgxvWF8vYPrwaF_XEvJaD9nUK_cSpm_19RHMmpdnZa2bFyr-zFGxNK919_TnqDflRrc1oVWemKV-4&mrkid=121458669) (social and otherwise).  What’s even crazier still? Eric and team were planning the event from Iceland, where they were deep in production on an eSports live event, which has become an important vertical in Quince’s overall business. Said Gazzillo, “We’ve started in eSports about four and a half years ago, just as it was starting to explode and expand.” When asked how Flex helps Quince’s work internationally, he said, “The complexity of the events in places like Iceland, Singapore, and Germany creates challenges around shipping and receiving logistics. Customs paperwork and manifests have to be perfect and Flex gets it right every time. Flex is critical to our success.” As Quince continues to innovate and expand – whether in video production, staging or more permanent installations, we think they might consider changing their name from Quince Imaging to Quince Imagining. Here at Flex we’re rooting for the Golden Knights to continue its great season-just to see what Quince might imagine for the Stanley Cup Finals. #### Flex is proud to have worked with Quince Imaging, celebrating 25 years of innovation, and its world-class team to empower clients to bring their visions to life since 2015. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight, Flex Rental Solutions This website uses cookies to ensure you get the best experience on this website Got it! ## Customer Spotlight: Accurate Staging Source: https://www.flexrentalsolutions.com/flex-rental-solutions-customer-spotlight-accurate-staging/ ## Customer Spotlight: Accurate Staging - November 8, 2021 As Los Angeles, CA-based [Accurate Staging](https://www.accuratestaging.com/) likes to say “We make it happen!”. And that’s exactly what the company does. From Super Bowl parties to music festivals, and awards shows to car shows, Accurate designs and fabricates stages, structures, and sets for every component in entertainment, production, and touring since 2001. Look no further than this incredible [time-lapse video](https://www.youtube.com/watch?v=1F0jpja2UjU) showcasing the build of the broadcast staging for The Ultimate Surfer from Kelly Slater’s Surf Ranch to see their work in action. Jose Cantu, President of Accurate Staging, and his team have been using Flex since 2012. When speaking to Accurate operations before Flex it sounded a bit like a scary movie. “We used a bit of Google Calendar, some Excel, and…” he paused before finishing, “every day we were just winging it.” And while that was working, lots of phone calls, guessing where things were and knowing how many jobs they could handle was hampering growth. Thankfully, alleviating these types of fears is exactly the reason why Flex was created! When asked about the most immediate advantage Flex provided his organization, Jose didn’t hesitate, “We were able to use it wherever we were.” He continued, “We travel a lot. We could be anywhere in the world with reliable internet service and have access to Flex.” Not to mention the ability to copy quotes, manage versions, track history and save changes to the cloud which solved many of yesterday’s challenges. “It immediately made life so much easier.” And if those were the biggest immediate advantages, what was the biggest surprise? “Quickbooks integration.” Jose shared that integrating with Quickbooks saves the company at least $50,000 annually. “We were able to centralize our entire accounting operation in our Los Angeles office, which meant saving on labor costs in Nashville and Atlanta.” He pointed out that teams don’t love change…until they do. So while they didn’t utilize the Quickbooks integration immediately, they can’t get enough of it now. Jose said that Flex allows Accurate to say yes to more jobs. When we pushed for detail he shared that Flex has simplified the workflow, which saves time, and makes it easier to share the workload. “Now that all of our operations are in the cloud multiple team members can seamlessly work on the same deal. No single person ever becomes the bottleneck.” With 40+ employees that’s opened the door for additional opportunities. He concluded his thought with, “Flex has allowed us to expand into new areas we might not have considered.” Including new locations. Accurate Staging opened in Nashville in 2007 and recently bought a building and is focused on growing in Atlanta to support the burgeoning production needs of the local corporate and TV industries, “We have gear and capabilities all over the country. Flex has helped us create efficiencies to get more value out of that gear by putting it to use in more places, more often.” Whether that is sharing assets, sharing staff, or even on trucking Flex has “saved us a lot of money.” What’s next for Accurate and Flex? Again, Jose didn’t hesitate, “RFID & barcode scanning. We lose up to $50,000 a year in assets and we don’t often know it’s gone until it’s too late.” He explained that it’s been difficult to get the system implemented because they are just too busy making things happen. “We don’t have time!”  The good news is that our own Lisa Fossler was on the call and she jumped right in. “I’m taking notes and we can get this done by…” and she launched into a plan to help Accurate adopt RFID & barcode scanning quickly and efficiently; including getting Flex’ers on site to support the team. That is probably exactly why Jose ended the call with a glowing referral. “I love it, Flex makes everything so much easier. It has been a godsend.” #### Flex is proud to have worked with Accurate Staging and its passionate team to support their growing market presence, since 2012. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight, Flex Rental Solutions This website uses cookies to ensure you get the best experience on this website Got it! ## Customer Spotlight: All Access Source: https://www.flexrentalsolutions.com/flex-rental-solutions-customer-spotlight-all-access-staging/ ## Customer Spotlight: All Access - November 17, 2021 * Being called upon to provide staging and production services for The Voice*, *America’s Got Talent*, *Dancing with the Stars*, and stadium tours for the likes of The Rolling Stones creates expectations to deliver a world-class experience. Whether it is TV, a tour, a festival, corporate events, or crazy rooftop parties the bar is set at perfection, and little else is acceptable. It’s next-level pressure, and what Michele Cogan and the team at Torrance, California-based [All Access Staging and Production](https://allaccessinc.com/) face every day. “Thank goodness for Flex,” said Michele. “It opened the door to so much. For the warehouse guys to get more organized, the sales team add detail on their quoting, and it goes further to invoicing and accounting. Not only does it give the ability to forecast and plan but it creates consistency in our workflow, and has a huge impact on all aspects of our business.” And as All Access has continued to grow, starting with a single warehouse and now up to 3 which are “bursting at the seams”, Flex has scaled with them to support the journey. Whether it is more inventory, more jobs or intercompany PO’s between their fabrication company and rental company Flex has been up to the task. “There’s no way we could have done this without Flex. Flex creates opportunities to expand.” Speaking of expanding, All Access manages over 5,000 4′ x 8′ decks. For years Michele and team struggled to manage these until Flex 5 was introduced.  “To finally have a snapshot view of our overall scheduling is amazing. Being able to better forecast is a game changer. “ When asked about favorite features, Michele shared that the whole product has a lot of great features, “I can’t just name one!” Pressed further, a self-described “inventory nerd,” she especially loves the Flex inventory catalog and the ability to edit 100s of items at a time. As for learnings she would share, “Don’t ever start your barcoding with the number zero!” Anything else? “Use Flex as it’s meant to be used. It has all the features you need.” It’s no secret that the live event and production businesses took a massive hit as a result of the pandemic, but as cities and states continue to reopen Michele shared “everything is taking off.” All Access is well positioned to keep up with the demand as everything seems to be coming back all at once. “We keep getting bigger, keep doing larger events.” And for a company that has [done the Super Bowl for the last ten years](https://allaccessinc.com/looking-back-decade-of-halftime-shows/) that is saying a whole lot! At the conclusion of our conversation, and as a longtime customer and power-user, Michele spoke to the Flex Customer Support Experience. “I’ll be honest, there was a time when I struggled with customer support. But, the organization has won me back. Flex has made huge progress and support is now on it every time I need them.” Thanks, Michele. We’re working hard to deliver a world class Customer Support Experience. And we’re thrilled to hear that our customers are feeling more supported than ever before.  #### Flex is proud to have worked with All Access, a premiere staging and production services company, and its team to turn concepts into reality since 2010. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight, Flex Rental Solutions This website uses cookies to ensure you get the best experience on this website Got it! ## Customer Spotlight: 3G Productions Source: https://www.flexrentalsolutions.com/flex-rental-solutions-customer-spotlight-3g-productions/ ## Customer Spotlight: 3G Productions - December 2, 2021 The team at Las Vegas & Los Angeles-based 3G Productions used the pandemic to streamline operations. With new management and a renewed focus on creating an even better experience for its clients, the organization has one message as the lights turn back on in the Live Events industry, “We’re back and better than ever.”  Although the company has been around for 17 years, new ownership has created an internal hum of excitement and opportunity. CEO Keith Conrad, summarized, “We have new people in the organization, as well as company veterans in new seats, which results in fresh energy and perspectives. Our warehouses are buzzing!” When 3G started working with Flex in 2014, it was primarily an audio company but had broader ambitions and was seeking a platform and partner that could grow with them. The company evolved and added lighting, video, and rigging services. They added a location in Miami, One warehouse became two, then three. Until the pandemic hit “and then everything came to a screeching halt.”  With its industry on a forced hiatus, management asked, “How can the show go on when the show isn’t going on?” Keith explained, “We used the pandemic to clean up our systems to create better efficiencies, discover revenue opportunities, reduce loss, and deliver a better return on asset value.” According to Grant Archer, 3G’s VP of Administration, “We call Flex our ‘Centerpoint of Truth.’ When it’s used properly, it’s your best friend. Without it, we’d be in pretty bad shape.” They rely heavily on several features, including: Quickbooks integration, calendaring, and custom reporting. Keith said, “Flex has become our operations platform, we’ve built our process and procedures on its functionality.” Like many of our customers, Dan Phillips. Director of Purchasing & Inventory at 3G, shared that he finds our bundling functionality particularly valuable. Grant expanded, “That functionality is great for our sales team. Having the packages pre-configured so nothing can get missed really sets them up for success–especially with new team members just getting started.” Keith added, “When we first started we didn’t realize how powerful Flex really was. Only recently did we understand the full potential of the platform and it was an eye opening moment of excitement.” Since, 3G has aimed to use Flex to its full capability, from quote to invoice and everything in between. Even [leveraging outside Flex expertise](https://www.flexrentalsolutions.com/flex-support/flex-consultants/) to assist. Keith continued, “We’re excited to dig deeper into equipment utilization, subrentals, and Flex’s P&L capabilities. I think we’re just starting to scratch the surface on some of the more interesting features.”  With its new leadership, new internal structure, and new energy, 3G is ready for its closeup. Keith concluded, “I won’t sugarcoat this. A lot of people have been through hell in this industry in the last two years and our hearts go out to all who have suffered. We are inspired to have weathered the pandemic and are proud to be emerging as a stronger company.” #### Flex is proud to have worked with 3G,a full-service production company, and its passionate team put the “extra” in extraordinary since 2014. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight, Flex Rental Solutions This website uses cookies to ensure you get the best experience on this website Got it! ## Customer Spotlight: AMP’D Entertainment Source: https://www.flexrentalsolutions.com/customer-spotlight-ampd-entertainment/ ## Customer Spotlight: AMP’D Entertainment - September 24, 2021 ## Meet AMP’D Entertainment AMP’D Entertainment has been transforming events for more than a decade. With clients like FOX Sports, HBO, Fender Music, Golden Globe Awards, and the iconic Beverly Hilton, AMP’D has provided lighting, audio, video, staging, rigging, and more for premier events like awards shows, sporting events, fundraisers, concerts, galas, trade shows, and every other type of event that involves a live audience.  Founded by Arteen Kharrat, AMP’D has more than 27,000 assets under management that have been scanned in and out of the warehouse more than one million times. This has led to AMP’D writing and managing more than 5,500 completed orders in the last three years, while generating consistent, meaningful revenue growth. All of this was done with Flex as its most important, foundational piece of technology and software. Flex makes it all possible day in and day out. **What excites you about your business? **** **All of it! From the initial phone call, the first site-survey, developing plans, coming up with strategies to meet clients’ needs to trucking logistics, we love every step of the process. Nothing beats watching a client’s face light up when they see it all come to life! Not to mention, the load out and the truck doors closing. Safe to say, we get excited about every aspect of our business.  **But if you had to boil it down? **Ultimately, I greatly enjoy two things: servicing people’s needs and logistics. That’s what we love and that’s what we do all day, every day; handling non-stop logistics and continuously servicing people’s needs. These are the core components to success in our business.  Whether it’s a theatrical show to take someone on a journey, a concert filling the audience with joy, a fundraiser with a message that touches enough people’s hearts that they donate just a little more than they planned on – it’s all a form of service. **Your work creates meaningful impact. **Yes. Many of our projects are large scale fundraisers for non-profit organizations. Galas. As a result, our crews in the shop and in the field are constantly thinking about ways to make the audio that much more clear, or the video that much more provocative, or the lighting that much more exciting, because we know it may capture somebody’s heart and inspire them to donate $50,000 instead of $10,000. Or even $100,000.  If that happens with three or four people, an event that might typically generate $500,000–now generates $1,000,000. And then next year’s event is even bigger and better. And that’s cool!   People must know and realize that we’re not just a company providing “stuff.” We are truly providing expertise, support, and service to our clients and ultimately their success is our success. **Where does your revenue originate? **Year over year we are consistently: 30% straight dry rental, 30% full production, 30% retail sales, and 10% installation and integration.  **What was life like before Flex? **Prior to Flex, our entire business operated on Microsoft Word. Quotes. Invoices. Pull sheets. It was such a rudimentary way to do business. It worked, but it limited us and our ability to grow. I didn’t realize how absolutely invaluable organized financials and inventory management were. Flex highlighted that variance and opened our efficiency rates to unbelievable levels. There was a lot of trial and error and extremely late nights to get there, but ultimately Flex has been a crucial component to us becoming the well-oiled machine that we are today. And were still looking to fine tune and get better every day.  **Why Flex? **With no fewer than 30 competitors within 10 miles of us, the ability to respond credibly and quickly to potential jobs is a crucial advantage. Flex immediately opened us up to the opportunity to operate more efficiently and at a larger scale. When we started with Flex, we were a $300,000 healthy “mom & pop” business. But Flex is FLEXIBLE. Meaning as a small operation early on, we were able to afford the software and start our transition. As operations grew, Flex had the horsepower to be able to grow and scale with us and was able to do so rather seamlessly.  This helped to recognize early on that Flex was the right solution to go from being a $300,000 company to $1mil to $3mil to $6mil+ very easily. And that’s BIG!  We were blessed that we grew at a very rapid rate, and even more so that Flex could keep up with us! Now, on any given day there may be 15 people working on Flex orders administratively with a dozen+ traditional and mobile scanners running operationally. And pre-covid that was five days a week 5:30am until 12:30am plus weekends. It was nuts! Awesome, but nuts!  At the moment we are leveraging more and more RFID tags, and once again Flex has done a great job of keeping up every step of the way! **Do you remember the early days? What was your biggest surprise? **I remember everything! I was surprised by how dramatically Flex helped us reduce loss, which not only helped gain more efficiencies, but also uncapped our growth. The efficiencies Flex created allowed us to focus on more important aspects which led to revenue, business growth and reliability for our clientele. ### What are the most important Flex features for your business? My two favorite elements of Flex are the historical data and the way Flex handles kits (bundles). Flex is the only software that provides the ability to pre-scan a kit of items into a case, put that case on the shelf for future use, and then when it’s ready to be pulled, easily scan the case and all the associated barcodes will follow along with it. This allows us to schedule building our kits during slower times and in our QC department — not as we’re on deadline trying to prep a show and load a truck. This reduces stress, saves time, and effort when it matters most! Flex competitors require my team to scan and build a kit piece by piece under the pressure of prepping an order to go out. It’s a time-consuming task, and with Flex allowing us to do this in advance we can offset time crunches, balance our workload across departments, and ensure each task gets the focus and attention it deserves. It’s just another example of the efficiencies that Flex creates. If there is another piece of software that can do that, I have yet to find it! ** Why would you recommend Flex? **I get asked that question a lot. No other software is as flexible and when you’re not flexible, you’re not scalable. Flex is flexible! Of all the software solutions I’ve looked at–and I’ve looked at them all–Flex has the best overall product offerings in the market. Flex continues to improve upon itself and time and time again proves to be an invaluable tool. Flex truly, truly has been incredible for our business! #### Flex is proud to have worked with AMP’D Entertainment and its passionate team of innovative designers, programmers, and show technicians, since 2012. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight, Flex Rental Solutions This website uses cookies to ensure you get the best experience on this website Got it! ## Customer Spotlight: Expressway Cinema Rentals Source: https://www.flexrentalsolutions.com/customer-spotlight-expressway-cine/ ## Customer Spotlight: Expressway Cinema Rentals - October 12, 2021 ## Meet Expressway Cinema Rentals With a tagline of “Rent. Hire. Create.”, Expressway is “a provider of expert lighting and camera support for the creative community.” Under the surface, however, Expressway has a deeper mission to help grow production infrastructure in smaller markets. Expressway works with local film commissions to build robust production operations. And with its program to support students, the company is empowering the next generation of creatives. “From the start, we wanted to build something greater than a production rental company,” said General Manager, John Baumgartner. “Our founders saw an opportunity to create a company that had immediate impact and left a lasting legacy.” Expressway was founded in 2010, and for its first eight years operated with a custom in-house management solution. As the company grew out of its 14-foot trailer and into a full-service rental house fueling major productions, the backend was stretched beyond its capabilities. While it was difficult to imagine abandoning the nearly decade-long investment, after seeing Flex at NAB in 2018, management knew it was time to make the move. “Our plan was to give ourselves plenty of time to implement the system,” John laughed. “But as we discovered the power Flex gave us to overhaul our infrastructure, we not only moved up our implementation timeline, but also decided to expand into a new market.” Flex allowed Expressway to double its inventory nearly seamlessly while implementing the new system. And if two locations are possible–it allows the company to consider the possibility of a third without serious complexities.  “Flex has helped us broaden our ambitions.” Upon implementing Flex, John said Expressway was instantly aware of the effect the platform had on the company’s operations. Prior to Flex John often went to bed worrying if everything was on the truck. And if a customer called to say something was missing from the order, John’s team couldn’t always track whether the missing asset was included or not.  “We always want to make our clients happy. We lost thousands of dollars –even when we knew we were in the right.” That’s now an issue of the past. Flex allowed Expressway’s rental agents to better show what was provided in each order, and also take responsibility if an asset was missing. “Before Flex, we fielded a few complaints per month. Now, maybe we get one per quarter.”John added, “I couldn’t sleep when I wasn’t 100% sure that an order was on a truck. Flex has given me peace of mind.” With two locations and a third coming soon serving several mid-sized markets in the northeast, and with more than 20,000 assets to track, Expressway relies heavily on Flex’s ability to manage conflicts. “We aren’t sending out 50 or 100 of the same thing. Everything we do is ala carte. I can’t imagine a world where we’re as successful without Flex. I don’t want to remember the old days of paper and pen.” Still, the most unexpected Flex advantage isn’t about assets–it’s about people. John explained that by using Flex, the learning curve has shortened. New employees no longer need years of prior experience and can become effective in days instead of weeks or months. This allows Expressway to hire, train, and promote people more quickly. “Flex allows us to get our people up to speed faster, which creates company growth, and more importantly, career growth for our employees. Flex is actually helping us create more jobs, which circles directly back out to our mission to help build the production ecosystem in the markets we serve.” Would John and Expressway recommend Flex to others? “Absolutely. The way we operate would be impossible without Flex. And beyond the actual product, the customer service and support levels are far beyond what I could have imagined. Because we are also in the customer service business, I’m especially impressed by the near-immediate responses I consistently receive.” A final note: When we spoke with John, our Zoom was interrupted for a minute. “Sorry,” he explained, “we’re part of the ‘Fresh Prince of Bel-Air’ reboot.” We asked him to do his best Carlton dance impression. Sadly he declined. #### Flex is proud to have worked with Expressway Cinema Rentals and its mission driven team to support their growing market presence, since 2019. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight, Flex Rental Solutions This website uses cookies to ensure you get the best experience on this website Got it! ## Customer Spotlight: Riverside EpiCenter Source: https://www.flexrentalsolutions.com/meet-riverside-epicenter/ ## Customer Spotlight: Riverside EpiCenter - September 15, 2021 ## Meet Riverside EpiCenter [Riverside EpiCenter](https://riversideepicenter.com/) has been empowering people and inspiring communities since 2014 and has become the premiere event center in Atlanta. Whether a professional event (up to 1,200 people), a company offsite, wedding or family reunion they are your one-stop shop for social and corporate functions, team-building events, and seminars.   Located minutes from downtown Atlanta, with a state of the art SoundStage theatre, a ballroom with floor-to-ceiling windows, sports hall, arcade games, bowling alley, rock climbing wall to the podcasting and recording studio their LEED Silver certified facility has you covered. Given their facilities and top of the line customer service it is no wonder why people are lining up to plan their next EPIC event at Riverside EpiCenter. Nor is it surprising that their business has been growing, and along with that purchasing many new assets, rapidly. ### Enter Flex Asset Solutions Having worked in many different production facilities over the years Production Manager Najja Edwards realized that Riverside EpiCenter was at an inflection point. Given the ongoing growth of the business they were continuing to buy more and more new equipment. At the same time they didn’t have a proper way of managing it. He was concerned that sooner or later things would start to walk away or disappear and require a costly cycle of replacements. Some smaller things had already begun to go missing reinforcing Najja’s sense of urgency. So he and Director of Technical Services, Adam Ledgister, started to look for a solution to meet the needs of their growing inventory of assets. They considered a variety of options including Asset Panda, investigated building a solution of their own before ultimately discovering Flex Asset Solutions. As soon as they saw the product at work (via a demo, [schedule yours today](https://www.flexrentalsolutions.com/flex-assets/schedule-demo/)) they knew they had found the right solution. Why Flex? In the words of Najja because it was easy to set-up. We were operational within days, not weeks or months. It also made it possible to leverage the infrastructure and work we had already done around barcoding. And finally because it was easy to get up to speed given the intuitive interface and streamlined workflow. ### Getting started with Flex When we asked Najja on a scale of 1 (not easy) to 10 (easiest) how easy it was to get up and running, he resoundingly responded with a 10. Working with his team independently he was able to get the system implemented within days. As they went through the process they had daily check-ins with the Flex Customer Success team to get guidance, direction and help to resolve issues as they arose in near real time. Now just a few months in they already have 300+ assets being managed and have full visibility into who or where each has been assigned. What surprised them most? The ability to really detail an asset. Purchase cost/date, serial number, maintenance, warranty, depreciation. Every field/data point they wanted to capture was readily available and the reporting made it easy to quickly see where assets were currently deployed. Further as they went about gathering the serial numbers and additional data needed to get up and running they performed a de facto audit of their inventory. Now they have a proper system in place to help them manage their burgeoning inventory of assets. And further they added resiliency for the future. If a key employee should leave no one would need to guess what assets they have, where it came from or where it is. ### What’s next? The team at Riverside EpiCenter started by inventorying their key assets. In the weeks and months ahead they intend to capture new types of assets like air chillers, chairs, tables and more. They also intend to capture more attributes on the assets to ensure they can effectively manage them and maximize ROI. Be that routine maintenance tasks, depreciation schedules or warranty expiration dates. With easy reporting they’ll never miss another opportunity to extend a warranty. And by investigating the maintenance log they’ll have the information they need to decide if it is a worthwhile decision or not. #### Flex is proud to have worked with Riverside EpiCenter and its passionate team since 2021. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Customer Spotlight, Flex Asset Solutions This website uses cookies to ensure you get the best experience on this website Got it! # Articles ## Real-Time Inventory Tracking: Why Event Teams Lose Control Source: https://www.flexrentalsolutions.com/rfid-conversation-has-changed/ ## The RFID Conversation Has Changed. Here’s What 100+ Operators Told Us. - April 29, 2026 If your team doesn’t fully trust the count at the end of a run, RFID is no longer a future conversation. It’s a present one. Untrusted counts lead to overbooking. Overbooking means gear moves on jobs without clean tracking. Gear without clean tracking gets lost, written off, or blamed on the wrong client. Meanwhile your warehouse team spends their shift chasing inventory instead of building the processes that would prevent it. That cycle is what RFID breaks. But only for the operations that have built the right foundation first. In March, we hosted 100+ live event warehouse operators for 90 minutes to talk honestly about where the industry is with RFID, what’s working, what’s still getting in the way, and what it actually takes to move forward. When we surveyed them, here’s what we found. ### 1. Interest is high. Adoption is still early. Most attendees said they were either exploring RFID or less than six months into implementation. Only 5% considered themselves fully implemented. It’s a market looking for a trustworthy path forward. These are busy, senior operators who showed up during one of the busiest stretches of the year and stayed for ninety minutes. They believe RFID could help. What most of them still need is a practical path in. ### 2. Cost matters. But it isn’t the only blocker. About half cited upfront cost as a concern. But nearly a third said they simply don’t know where to start. And one in four is worried about change management: getting the team to trust a new process. Those are operational barriers, not technology barriers. The white paper addresses each one directly. ### 3. The pain points are real. The biggest challenges operators named were consistent: - Untrusted inventory counts - Slow check-in / check-out - Missing gear - Time spent searching instead of operating At a certain point, what got you here starts breaking what comes next. ### 4. The ROI gets clearer when the workflow is right. AMPʽD Entertainment manages 27,000+ assets for clients including FOX Sports, HBO, and the Golden Globe Awards. They started with their highest-volume scanning workflow in the warehouse. Cables on inbound returns. The result: cable return time dropped to roughly a third of what barcode scanning required, while maintaining accuracy. Hours saved per shift. The less obvious benefit: when a client questions whether a specific cable was returned, AMPʽD can now use the scanner like a Geiger counter — tracking signal strength until the item is found. Before RFID, that meant a manual search through hundreds of identical cables. A single audit like that can often justify the cost of the tags. ### 5. Not all checked boxes are created equally. A lot of platforms list RFID as a supported feature. That’s different from publishing research, documenting real implementations, and helping operators test RFID inside their own environment before committing at scale. Depth is different from presence. ### ### Is Your Operation Ready? The white paper includes a five-question readiness check to help you assess whether your workflows, team, and physical environment are set up for RFID to actually work. If several answers are no, that’s useful information. It tells you what to address first. If most are yes, the next step is a proof of concept in your own warehouse. Not a demo. Not a commitment. A contained test on your real inventory in your real workflows, before committing at scale. [Get RFID in the Real World →](https://share.hsforms.com/1mFOamwl2TeOp8SrtyrdVaA43vgy) ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Rental Software This website uses cookies to ensure you get the best experience on this website Got it! ## Moving Equipment Between Jobs and Locations: Where Most Systems Fall Short Source: https://www.flexrentalsolutions.com/moving-equipment-between-jobs-and-locations-where-most-systems-fall-short/ ## Moving Equipment Between Jobs and Locations: Where Most Systems Fall Short - April 8, 2026 If moving equipment between jobs feels harder than it should, you’re not imagining it. And you’re not alone. In more than 40 recent conversations with event rental, AV, and production teams, this issue came up repeatedly. Over half told us the same thing in different ways: **moving gear between jobs or locations is where their system falls apart**. Not tracking inventory in general. Not checking gear in and out. But handling what happens *between* jobs. That’s where things get messy. ### The Reality of Job-to-Job Transfers Live events rarely run in clean, isolated lanes. Gear moves constantly: - From one show straight to the next - From one warehouse to another - From a delayed return into an active job - From where it was planned to where it’s suddenly needed On paper, this is simple. In practice, it’s one of the hardest things to manage. Here’s how teams usually describe it: - “Our transfer orders don’t actually work.” - “We end up creating workarounds.” - “We have to steal gear from another job.” - “We can’t track what’s in transit.” - “No one’s really sure where the equipment is right now.” When the system can’t handle real-world movement, teams are forced to improvise. #### What “Stealing Gear” Really Means “Stealing gear” is an industry term, but it’s not about theft. It’s about reassigning equipment mid-project because plans changed. A show runs long. A truck is late. Another job needs the gear now. So someone manually pulls items from one job and assigns them to another, hoping everything balances out later. The problem is not the decision. The problem is **tracking it**. If your system can’t: - Show where that gear came from - Reflect where it’s going next - Track that it’s currently in transit - Update availability in real time Then every “steal” creates a blind spot. #### Why Most Systems Break Here Most event rental and AV inventory systems were designed around static jobs. They assume: - Gear leaves the warehouse - Comes back - Gets checked in - Then gets assigned again That’s not how live events work. When systems don’t support true job-to-job transfers or equipment in transit tracking, teams end up: - Manually overriding inventory - Duplicating items - Using notes instead of data - Losing track of responsibility - Discovering conflicts too late Over time, trust in the system erodes. #### The Cost of Not Tracking Equipment in Transit When you can’t see equipment status while it’s moving: - Availability becomes unreliable - Gear gets double-booked - Crews prep the wrong equipment - Managers spend time chasing answers - Stress spikes right when things should be locked in This is one of the fastest ways for an operation to feel chaotic, even if everything else is dialed in. #### How Teams Regain Control Over Movement Teams that operate at scale don’t try to avoid complexity. They use systems built to handle it. That means: - Clear job-to-job transfers - Accurate location awareness - Visibility into equipment that’s in transit - Inventory that updates as plans change, not afterward With **[Flex](https://www.flexrentalsolutions.com/)**, moving equipment between jobs and locations is a first-class workflow, not a workaround. Transfers are tracked. Inventory stays accurate. Availability reflects reality. That’s how teams can move fast without losing control. #### What “Knowing Where Gear Is” Really Looks Like When job-to-job movement is tracked properly: - You can reassign gear without guessing - You know what’s in transit and what’s available - Location data stays current - Crews prep with confidence - Last-minute changes don’t spiral It’s not about preventing change. It’s about handling it cleanly. #### Signs You’ve Outgrown Your Current Setup Most teams already feel this pain before they name it. It sounds like: - “We’ll fix it in the system later.” - “Just make a note.” - “We’ll balance it out after the show.” - “The software can’t really do that.” When moving equipment requires workarounds, the issue isn’t your process. It’s the platform. #### Movement Is Where Control Is Tested Inventory control isn’t proven when everything goes as planned. It’s proven when plans change. Flex was built by live event professionals to handle the reality of job-to-job movement, multi-location operations, and constant change. Not by simplifying the work. By giving teams visibility through it. **See how real job-to-job transfers work in practice. [Request a Flex demo](https://www.flexrentalsolutions.com/request-demo/)** and take control of equipment movement at scale. For touring shows and large-scale live production, where gear moves between cities and simultaneous jobs, see our [production rental software](https://www.flexrentalsolutions.com/production-rental-software/) page. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Blogs, Flex Rental Solutions This website uses cookies to ensure you get the best experience on this website Got it! ## Real-Time Inventory Tracking: Why Event Teams Lose Control Source: https://www.flexrentalsolutions.com/what-the-live-event-industry-really-wants-to-know-about-rfid/ ## What the Live Event Industry Really Wants to Know About RFID - April 1, 2026 *By Chris Stein, CEO, Flex Rental Solutions* We recently hosted a [live webinar](https://youtu.be/fpeciAv3JQ4) on RFID tracking for the live event and AV rental industry. More than 80 people joined us, and what struck me most was not the turnout — it was the quality of the questions. These were not softballs. Attendees wanted to know about portal accuracy rates, cable scanning workflows, frequency interference with wireless audio systems, whether you can 3D print your own tag housings, and what it actually costs to get started. Real questions from people running real warehouses. We answered more than 40 of them live and in the follow-up materials. This post captures the most important things we learned from that conversation — both what we shared and what the audience told us about where the industry actually stands on RFID adoption. ### Where the Industry Stands Right Now We ran several polls during the webinar and the results were telling. When we asked where attendees were in their RFID journey, 79% were either not yet started or just beginning to explore. Only 16% had been live with RFID for a year or more. That gap between curiosity and implementation is exactly the problem we set out to solve with the Flex RFID Proof of Concept Kit. The pain points were equally clear. Sixty-five percent cited confidence in inventory counts as their biggest challenge. Fifty-five percent said check-in and check-out takes too long. And 70% identified reducing lost or missing inventory as their top financial opportunity. Those are not software problems. They are workflow problems that RFID is specifically designed to address. ### The Questions That Came Up Most A few themes dominated the Q&A session. **Cables are still the hardest problem.** Multiple attendees pushed back on whether RFID actually solves the cable tracking challenge when read rates drop inside dense cases. The honest answer is that RFID does not magically read through a tightly packed case of coiled XLR cables at 100% accuracy. What it does is dramatically speed up the moments in your workflow where cables are already being handled individually — during prep when cables are being packed, and during returns when they are being unloaded and tested. Reading cables at those moments, rather than forcing the technology to work against its own physics, is where the real time savings come from. **Portals are intriguing but not a solved problem.** Several attendees asked about walk-through portal setups. Our testing shows portals achieve 75 to 90 percent read rates in controlled warehouse environments, which falls short of the accuracy the live event industry requires. We are continuing to evaluate portal solutions including conveyor-based approaches, but handheld scanning remains our recommendation for most operations today. **Tag selection matters more than most people realize.** Not all RFID tags are created equal. The right tag depends on your surface material, your environment, and what you are tracking. Cable collar tags from HID Global are purpose-built for AV cables and outperform generic labels significantly. For metal surfaces you need on-metal tags. For soft goods like drapes and linens there are textile-specific options. We put together a full breakdown of tag types, vendors, and pricing in the Q&A recap. **The 100-tag scan limit is being addressed.** Several power users flagged the current 100-tag batch limit in the Flex5 Mobile App as a constraint, particularly for portal and high-volume workflows. This limit is actively being reviewed and updates are planned. We are also developing RFID functionality for the web-based desktop environment where different limits can be explored. No specific timeline to share yet, but it is a priority. ### Watch the Recording ### Every Question, Answered We compiled and answered [all 40+ questions from the session](https://www.flexrentalsolutions.com/flex-rfid-tracking-software/), organized into six topic areas so you can jump straight to what is relevant to your operation. - - Getting Started with RFID - Hardware and Scanners - Tags and Tagging - Scanning Accuracy and Best Practices - Software and Roadmap - Portals and Advanced Workflows [Read the Full Q&A](https://www.flexrentalsolutions.com/flex-rfid-tracking-software/) ### Where Are You in Your RFID Journey? One thing we want to get right is making sure any follow-up from Flex is actually useful to you based on where you are — not just a blanket sequence that treats everyone the same. If you have 10 seconds, let us know where you stand. ### Ready to See RFID in Action? If you want to talk through what an RFID rollout would look like for your specific operation, we are happy to walk you through it. [Book a Demo](https://www.flexrentalsolutions.com/request-demo/) Flex Rental Solutions is the rental management platform built for the live event, AV, and staging industry. The Flex RFID module integrates directly with your existing inventory workflows — no separate system required. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Rental Software This website uses cookies to ensure you get the best experience on this website Got it! ## Real-Time Inventory Tracking: Why Event Teams Lose Control Source: https://www.flexrentalsolutions.com/real-time-inventory-tracking-why-event-teams-lose-control-and-how-to-get-it-back/ ## Real-Time Inventory Tracking: Why Event Teams Lose Control (and How to Get It Back) - February 26, 2026 If your company is having trouble tracking inventory in real time, you’re not alone. In more than 60 of our last 70 conversations with event professionals, this came up immediately. About 85% of teams told us the same thing in different ways: they don’t know where all of their gear is at any given moment. For AV companies, production teams, and event rental businesses, that’s not just frustrating– it’s stressful. And it gets expensive fast. #### The Problem Isn’t Inventory. It’s Knowing What’s Really Happening. Most teams don’t struggle because they don’t own enough equipment. They struggle because they can’t see it clearly. Here’s how people usually describe it: - “We don’t know where all of our equipment is.” - “I can’t tell what’s available across jobs.” - “We’re constantly double-booking gear.” - “Stuff keeps walking away.” - “We’re trying to manage this in Excel, and it’s not working.” If any of that sounds familiar, it’s probably because the system you’re using wasn’t built for live events in the first place. When inventory data isn’t live, teams start guessing. And once guessing becomes normal, accepted behavior, problems pile up. ### Why Real-Time Availability Changes Everything When you’re quoting new business, moving gear between shows, and dealing with last-minute changes, you need these answers instantly: - What’s available right now? - Where is it? - What is it already committed to? Real-time inventory tracking allows you to: - See what’s available immediately - Know where everything is at all times - Track inventory job-to-job without losing visibility when plans change Without that, teams tend to overbook “just in case,” cross-rent gear they already own but can’t find, or turn down work because they don’t trust the numbers. ### The Cost of Not Knowing Where Your Gear Is We regularly talk to teams who estimate they’ve lost tens of thousands of dollars over time. Not because they didn’t own the gear, but because they couldn’t prove they had it when it mattered. When inventory visibility breaks down: - Gear gets double-booked - High-value equipment disappears - Crews lose confidence in the system - Managers spend nights chasing answers - Margins quietly slip away and the bottom line suffers All of this translates to money down the drain. The real damage doesn’t always show up as a single line item. ### Why Spreadsheets and Software That Were Once “Good Enough” Stop Working Spreadsheets weren’t built for this kind of work. Neither were most of the asset management tools out there. Excel and Google Sheets can’t: - Update availability across jobs in real time - Handle clean job-to-job transfers - Sync multiple warehouses without lag - Reflect what’s actually happening on the warehouse floor right now Most entry-level **[event rental software](https://www.flexrentalsolutions.com/)** hits the same wall. It works fine when things are simple. As soon as the operation grows, cracks show. If your team double-checks inventory manually because “the system might be wrong,” that’s the signal. ### How Teams Get Control Back Teams running complex productions don’t rely on static reports or end-of-day updates. They rely on live visibility. With **[Flex](https://www.flexrentalsolutions.com/)**, real-time inventory tracking isn’t a feature you turn on. It’s the core of how the system works. That’s why Flex customers have scanned more than **250 million assets** across jobs, warehouses, and locations worldwide. What that looks like day to day: - Real-time availability across all jobs - Barcode and RFID scanning that reflects reality, not guesses - Clear job-to-job transfers without losing history - Visibility across multiple locations - Confidence that what you’re seeing is what’s actually happening This is the level of control teams need to take on more work and scale a live event business. ### How to Tell If You’ve Outgrown Your Current System Most teams already know when they’ve hit this point. It usually sounds like: - “We don’t really trust what the system says.” - “We still keep spreadsheets on the side.” - “We always find conflicts too late.” - “We cross-rent gear that we don’t actually need.” - “It feels like finding lost gear is my whole job.” - “Our system is holding us back.” When that’s the case, the issue isn’t training. It’s infrastructure. ### Inventory Is the Backbone of Your Operation When you know where all of your inventory is, everything else gets easier. Scheduling smooths out. Quotes go out faster. Crews show up prepared. Loss drops. Stress drops with it. That’s why real-time inventory tracking is often the first place ambitious event operators focus when they’re ready to regain control. Flex was built by live event pros to solve this exact problem. Not adapted. Not simplified. ***Built ***for environments where failure isn’t an option.** See what real-time inventory control actually looks like. [Request a Flex demo](https://www.flexrentalsolutions.com/request-demo-2/)** and take the guesswork out of your operation. Tracking gear by what is actually available on a date, across every job and warehouse, is the job of [rental inventory management software](https://www.flexrentalsolutions.com/rental-inventory-management-software/). See how Flex approaches it. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Rental Software This website uses cookies to ensure you get the best experience on this website Got it! ## Why QuickBooks Integrations Fail for Event Rental Companies Source: https://www.flexrentalsolutions.com/why-quickbooks-integrations-break-down-for-event-rental-companies/ ## Why QuickBooks Integrations Break Down for Event Rental Companies - July 21, 2026 QuickBooks is the financial hub for many event rental, AV, and production companies. It is where invoices get finalized, revenue gets tracked, payments get reconciled, and leadership gets a clearer look at how the business is performing. When information moves cleanly from your event rental management software into QuickBooks, accounting can move faster and everyone can trust the numbers. Trouble starts when that handoff gets shaky. An invoice needs to be cleaned up before it can move over. Customer information does not sync the way it should. A job closes in operations, but accounting still has to double-check the details before anything can be finalized. What should be a simple QuickBooks passoff turns into another round of cleanup. And that friction rarely stays in accounting. Once teams stop trusting the process, they start building around it. Extra checks get added. Reports get reviewed twice. Someone exports a file manually just to be safe. Before long, operations and accounting are spending more time protecting the workflow than using it. More oversight is not the answer. A growing event company needs event rental management software with a QuickBooks integration the team can actually rely on. ### The warning signs start small QuickBooks integration problems usually show up during the handoff between operations and accounting. A quote becomes a job. The job gets completed. An invoice gets created. Then the information has to move from your rental system into QuickBooks without creating more work. When that process is unreliable, the same questions start coming up: Did that invoice make it into QuickBooks? Why did the customer information sync incorrectly? Do we need to export this manually? Why are we fixing this again this month? Those questions are usually the first sign that the process is starting to lose control. For AV companies, production teams, and event rental businesses with multiple users, overlapping jobs, and busy accounting cycles, small breakdowns do not stay small for long. ### Manual checks become part of the process Most companies notice the extra work right away. What they do not always notice is how quickly it becomes normal. One manual correction turns into a daily habit. One export becomes part of the billing process. One workaround becomes something the team depends on. Before long, accounting is not just reviewing financial data. They are repairing the path that data took to get there. That creates bigger problems: - Slower invoicing - More manual data entry - Duplicate work across departments - Less confidence in reporting - More time spent troubleshooting software - More delays between completed jobs and collected revenue For companies using AV rental software, audio visual rental software, or production rental software, that matters. Billing accuracy depends on clean operational data. If job information is wrong, incomplete, or delayed before it reaches QuickBooks, accounting is already starting from behind. ### The real issue is disconnected operations A QuickBooks integration for event rental software does not fail on its own. Most of the time, the problem starts earlier in the workflow. Quoting, inventory, job changes, labor, substitutions, returns, and invoices all affect what accounting eventually sees. If those pieces live in disconnected tools, the gap between operations and accounting gets harder to manage as the company grows. That is where “good enough” systems start to cost more than expected. A smaller team might be able to cover the gaps with manual checks. A growing operation cannot keep doing that forever. More jobs, more gear, more users, and more moving pieces create more chances for information to drift. At that point, this is not just an accounting issue. It is an operational control issue. ### How a reliable QuickBooks integration should work A dependable QuickBooks integration should make the connection between operations and accounting feel steady. Invoices should move into QuickBooks without extra cleanup. Customer records should stay consistent. Accounting should be able to trust that the information coming from operations reflects what actually happened on the job. When the process works correctly, teams gain: - Less manual entry - Fewer unnecessary workarounds - Better invoice accuracy - Faster billing workflows - Cleaner customer records - More confidence in financial reporting This is what serious event operators should expect from their event rental inventory software, event inventory management software, or AV inventory management system. The goal is not just to push data from one system to another. The goal is to keep operations and accounting working from the same version of the truth. ### Where Flex fits in Flex is built for event rental, AV, and production companies that need to stay in control as their operations become more complex. With Flex, teams can manage quoting, inventory, invoicing, and financial workflows from the same operating system instead of relying on disconnected tools and manual processes. That gives operations, accounting, and leadership cleaner information before it ever reaches QuickBooks. For companies comparing event rental software, AV rental software, audio visual equipment rental software, or event equipment rental software, the QuickBooks integration is only part of the picture. The real value is what happens before the invoice gets sent. Cleaner job information. Fewer workarounds. Less duplicate entry. Less second-guessing between teams. When the workflow is stronger, accounting spends less time fixing records and more time helping the business move forward. ### Bottom line Accounting should not have to clean up problems that started somewhere else. Every hour spent correcting records, checking exports, and verifying customer information is time that could be spent supporting the business. A stronger QuickBooks integration helps event companies reduce manual work, improve billing accuracy, and keep operations and accounting aligned. For ambitious event operators, that is the point of better infrastructure: more control, cleaner workflows, and more confidence as the business grows. Ready to see how Flex helps companies improve their QuickBooks integration for event rental software and eliminate unnecessary workarounds? Schedule a demo with Flex Rental Solutions. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Uncategorized This website uses cookies to ensure you get the best experience on this website Got it! ## How to Stop Double-Booked Gear Between Jobs Source: https://www.flexrentalsolutions.com/stop-double-booked-gear-between-jobs/ ## How to Stop Double-Booked Gear Between Jobs - June 2, 2026 When gear rolls off one job and heads straight to the next, that is where a lot of teams lose visibility. A fixture is promised twice. A case is still tied to the previous job. The warehouse lead is waiting on an update before building the next pull sheet. Operations needs a clear answer on what is actually show-ready. Sales is trying to quote fast, but no one wants to guess. That is how double-bookings start. For live event teams, this is not just an inventory issue. It slows prep, creates last-minute cross-rentals, and puts pressure on the warehouse, the crew, and the client-facing team all at once. The answer is not more texts, more spreadsheets, or another side system. It is[live visibility into your inventory](https://www.flexrentalsolutions.com/event-rental-software-features/warehouse-scanning/gear-tracking-warehouse-scanning/) so your team can see what is committed, what is in transit, and what is actually available before the next job starts. That is where Flex gives you more: more control between jobs, more confidence in the warehouse, and fewer surprises from check-in to load-out. ### The issue: gear moves faster than status updates In live events, inventory does not always return to the shop before it is needed again. It may go straight from one venue to another. It may move between warehouses. It may stay tied up on a job longer than expected. And when your system cannot keep up with that movement, the whole operation starts working off partial information. That is when teams start asking the same questions over and over: - - Is that gear still committed to the last job? - Did it scan back in, or is it still in transit? - Can we put it on the next pull sheet? - Is it ready for the next crew call? - What is actually available across jobs right now? If those questions are happening every day, the issue is not your people. It is a visibility gap. ### What this looks like in the warehouse The warehouse is where shows succeed or fail. When transfer visibility is weak, the warehouse feels it first. Your warehouse lead is trying to prep quickly, but the system is unclear. Pull sheets need updates. Items look available until someone realizes they are still tied to another job. Crews are loading trucks while teams are still confirming what is really in the building and what is still out. That friction creates real problems: - - double-booked gear - delayed pulls - rushed substitutions - more cross-rentals - less trust in the system Once trust drops, teams build workarounds. That slows everything down even more. ### What better looks like A stronger workflow gives your team a clear picture from setup to strike. Your warehouse lead should be able to see what is available now, what is already committed, and what is moving to the next job. Your warehouse and operations teams should know what is prepped, what still needs attention, and what is ready before load-out. Sales should be able to quote against live availability without waiting for manual confirmation. That kind of visibility helps teams: - - prevent double-bookings before they happen - build cleaner pull sheets - move gear between jobs with less friction - keep equipment show-ready - make better use of the inventory they already own This is where better tracking turns into better operations. ### Why growing event teams feel this pain first Smaller teams can sometimes get by on memory and constant communication. Growing event companies cannot. Once you are managing more assets, more jobs, more warehouses, and more crew, the old way breaks down fast. What felt manageable at 10 jobs becomes expensive at 50. What worked with one warehouse does not work the same way across multiple locations. That is why live availability, job-based visibility, and clear warehouse workflows matter so much for ambitious event operators. You need a system that works the way your operation actually runs. ### How Flex helps event teams stay in control Flex was built for event pros managing real production workflows, not generic inventory. It helps teams[manage inventory from setup to strike](https://www.flexrentalsolutions.com/event-rental-software-features/inventory-management/),[see availability across jobs](https://www.flexrentalsolutions.com/event-rental-software-features/inventory-management/reservations-availability/), and[streamline warehouse logistics from check-in to load-out](https://www.flexrentalsolutions.com/event-rental-software-features/warehouse-scanning/warehouse-logistics/). That gives your warehouse lead, crew lead, operations team, and sales team one shared source of truth. Instead of chasing updates across disconnected tools, teams can work from[one connected platform](https://www.flexrentalsolutions.com/) built for event operations. That means faster prep, cleaner handoffs, and more confidence when plans change. Flex gives you more than a status update. It gives your team more control, more flexibility, and more confidence in every handoff. ### Bottom line If your team is constantly asking where gear is, whether it is available, or whether it can move to the next job, the issue is bigger than communication. The issue is visibility. Solve that, and the rest gets easier. The warehouse runs cleaner. Pull sheets are more accurate. Crews load with more confidence. Sales can move faster. Leadership gets better control over utilization and margin. That is the real value of stopping double-booked gear between jobs. ### Ready to see how Flex helps event teams stop double-booked gear, improve live availability, and run smoother from warehouse check-in to load-out? [Schedule a demo with Flex Rental Solutions.](https://www.flexrentalsolutions.com/request-demo/) ### FAQ #### Why does gear get double-booked between jobs? It usually happens when equipment is moving between jobs or locations and the system does not clearly show whether that inventory is still committed, in transit, or available. #### How can a warehouse lead prevent double-booked gear? A warehouse lead needs live availability, accurate pull sheets, and clear scan-based visibility into what is prepped, returned, loaded, and still tied to another job. #### Why is live availability important for event inventory? Because live availability helps sales, operations, and warehouse teams work from the same current information instead of relying on delayed updates or side spreadsheets. #### What should event inventory software help crews and warehouse teams do? It should help them track gear across jobs, build accurate pull sheets, manage handoffs from check-in to load-out, and keep equipment ready for the next show. Touring shows and large-scale live production face this same challenge at even greater scale. See how Flex works as [production rental software](https://www.flexrentalsolutions.com/production-rental-software/) for operations running multiple simultaneous shows. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Inventory Management, Uncategorized This website uses cookies to ensure you get the best experience on this website Got it! ## Flex Rental Solutions + Pro Subrental Marketplace: Publish Inventory to Global Network Source: https://www.flexrentalsolutions.com/blog-flex-pro-subrental-marketplace-integration/ ## Flex Rental Solutions Partners with Pro Subrental Marketplace: Publish Your Inventory to a Global Network, Without Leaving Flex - May 27, 2026 * Your gear shouldn’t sit idle between gigs. With the new [Pro Subrental Marketplace](https://www.prosubmarket.com) (PSM) integration, Flex customers can now publish their inventory to a global subrental network, putting equipment downtime to work. We’re proud to announce that Flex is the founding integration partner for Pro Subrental Marketplace, a new global marketplace purpose-built for live events. The PSM integration is available to Flex customers today. Read the announcement: [PLSN](https://plsn.com/newsroom/all-news/pro-subrental-marketplace-partners-with-flex-rental-solutions/) | [TPi Magazine](https://www.tpimagazine.com/pro-subrental-marketplace-partners-with-flex-rental-solutions/) ### ### What this means for Flex customers Starting now, Flex customers can publish their inventory directly to the Pro Subrental Marketplace. Once listed, PSM users around the world can search that inventory and request the equipment they need. Over time, the marketplace works both ways: as more operators join PSM, Flex customers will also be able to source from the network when needed. ** “Our customers operate at a scale where a single shortage can derail a live event. Flex exists to give them control over complex operations. And part of that is making sure Flex adapts to the tools and partners they rely on. PSM is building something valuable for our industry, and we’re glad Flex customers get it first.” — Chris Stein** CEO, Flex Rental Solutions* ### ### For operators, that means: - Idle inventory becomes a revenue opportunity. Gear sitting between gigs is no longer a sunk cost. - Live in minutes. Match your Flex gear to the PSM model and your inventory is listed in the marketplace. - Global reach, zero extra effort. Operators around the world can discover your inventory, request it, and put it to work. ### Why Flex was chosen as the founding integration partner PSM CEO Greg Smith and the PSM team deliberately chose Flex. Flex was built backstage by people who’ve spent their careers solving rental problems the hard way, and our customers are operators running some of the biggest and most complex productions in live events. They have the inventory, the scale, and the operational discipline that make a global marketplace work. ### Why we partnered When PSM came to us with the concept of a true subrental marketplace for live events, we recognized it as one of those moments where the industry takes a step forward, and we wanted to help make it possible. We worked with the PSM team to architect the integration and opened up our APIs so they could build a marketplace that meets Flex customers where they already work. Live events run on a chain of trust and capability that connects vendors, rental houses, productions, and the audiences they serve. When one link in that chain gets stronger, the whole industry gets stronger. That’s how Flex has always thought about our role: if our customers succeed, we succeed; if their customers succeed, they succeed; and this goes on. PSM is the kind of opportunity we support because lifting the industry is why we’re here. ### What’s next The PSM integration is part of how Flex continues to expand the ecosystem around our platform, helping our customers grow without piling on new tools or new workflows.  If you’re a Flex customer and want to start publishing your inventory to PSM, head over to [Pro Subrental Marketplace](https://www.prosubmarket.com/) to learn more. PSM is offering Flex customers an introductory promotion: publish your inventory for free through September 30, 2026. After that, the standard publishing subscription is $99 per month. Not on Flex yet? [Request a demo](https://www.flexrentalsolutions.com/request-demo/) and see why ambitious event operators graduate to Flex. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Rental Software This website uses cookies to ensure you get the best experience on this website Got it! ## Managing AV Inventory Across Multiple Warehouses Source: https://www.flexrentalsolutions.com/av-inventory-management-multiple-warehouses/ ## How to Manage AV Inventory Across Multiple Warehouses - December 29, 2025 ### The challenge of multi-location AV inventory Managing [AV inventory](https://www.flexrentalsolutions.com/av-inventory-management-software/) across a single warehouse is difficult. Managing it across multiple warehouses, satellite locations, and active job sites simultaneously is a different problem entirely — and it’s where most AV rental companies running on spreadsheets or general inventory tools hit a wall. The core challenge is availability visibility. When a client asks whether you can fulfill a large lighting order for a show in three weeks, the answer depends on what’s in your main warehouse, what’s already committed at your satellite location, what’s currently out on active jobs, what’s in repair, and what’s expected back in time. No spreadsheet gives you that answer in real time. ### The five pillars of multi-location AV inventory management #### 1. Unified inventory across all locations Every warehouse and location should share a single inventory database. When gear moves between locations — transferred for a job, returned to a different site, or sent for repair — the system updates automatically. Staff at any location should see the full picture, not just their local view. #### 2. Job-based availability, not just stock counts Stock counts tell you how many of an item you own. Job-based availability tells you how many are available for a specific date range across all your locations — a challenge covered in depth in our guide to [AV inventory management challenges](https://www.flexrentalsolutions.com/av-inventory-management-challenges/). These are different numbers, and only the second one is useful when you’re building a quote or committing gear to a production. #### 3. Transfer workflows between locations When gear needs to move from one warehouse to another to fulfill a job, that transfer should be trackable — logged, scanned, and confirmed at both ends — using [transfer workflows](https://www.flexrentalsolutions.com/event-rental-software-features/warehouse-logistics/). Without a transfer workflow, gear disappears between locations and availability records become unreliable. #### 4. Location-specific reporting Multi-location operations need to see performance by location: [utilization rates](https://www.flexrentalsolutions.com/event-rental-software-features/inventory-management/), job counts, gear movement, and maintenance history per site. Aggregated data hides site-level problems. #### 5. Mobile access for off-site teams Your crew at a job site or satellite location needs the same inventory visibility as your warehouse team. Mobile access to the inventory system — for scanning, status checks, and check-in/out — is essential for multi-location operations. ### Common mistakes in multi-location AV inventory management #### Siloed systems per location: Each location running its own spreadsheet or system creates version conflicts, double-booking risk, and no way to see total availability. #### Manual transfer logging: Tracking gear movement between locations in email or on paper creates a lag between physical reality and system records. #### Availability by item count rather than by date: Knowing you own 50 wireless mic systems doesn’t tell you how many are available for a specific show — that requires job-based availability tracking. ### How Flex handles multi-location operations Flex is built for multi-location AV rental operations. Inventory is unified across all warehouses and locations in a single system. Availability is calculated by job date range, not stock count. Transfer workflows track gear movement between locations with scanning confirmation at both ends. And every team member — warehouse staff, crew, and office — works from the same live data. [→ See Flex inventory and operations features](https://www.flexrentalsolutions.com/event-rental-software-features/inventory-management/) [→ Learn how Flex handles warehouse scanning and check-out](https://www.flexrentalsolutions.com/event-rental-software-features/warehouse-logistics/gear-tracking-warehouse-scanning/) [→ Explore reservations and availability in Flex](https://www.flexrentalsolutions.com/event-rental-software-features/inventory-management/reservations-availability/) [→ Explore the full event rental software feature set in Flex](https://www.flexrentalsolutions.com/event-rental-software-features/) ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in AV Rental Software This website uses cookies to ensure you get the best experience on this website Got it! ## AV Equipment Tracking: Barcode vs QR Code vs RFID Source: https://www.flexrentalsolutions.com/av-equipment-tracking-barcode-qr-rfid/ ## AV Equipment Tracking: Barcode vs QR Code vs RFID — What’s Right for Your Operation? - December 22, 2025 ### What is AV equipment tracking? AV equipment tracking is a core part of [AV inventory management software](https://www.flexrentalsolutions.com/av-inventory-management-software/) — it is the practice of using physical scanning technology — barcodes, QR codes, or RFID tags — to record the movement and status of audiovisual equipment throughout its lifecycle. Every time gear is checked out for a job, deployed at a venue, or returned to the warehouse, a scan updates its record in your inventory management system. For AV rental companies, tracking serves a single critical purpose: ensuring that every piece of gear that leaves your warehouse is accounted for, and that nothing is [lost, delayed, or double-booked](https://www.flexrentalsolutions.com/av-inventory-management-challenges/). ### The three main tracking technologies #### Barcode tracking Barcodes are the most widely used tracking method in AV rental. Each item gets a unique barcode label, and staff scan items using a handheld scanner or smartphone app during check-out, load-in, and return. Best for: Companies getting started with tracking, gear with stable label surfaces, general warehouse operations. Limitation: Requires line-of-sight — each item must be scanned individually, which is slow for large truck loads. #### QR code tracking QR codes function identically to barcodes but store more data and can be read by standard smartphone cameras without a dedicated scanner. They’re particularly useful for gear with irregular surfaces or in situations where staff are using mobile devices. Best for: Teams that prefer smartphone scanning, items with complex surfaces, situations requiring longer label text. Limitation: Still requires line-of-sight, similar throughput to barcodes. #### RFID tracking RFID (Radio Frequency Identification) uses radio waves rather than light to read tags, which means line-of-sight is not required. An [RFID reader](https://www.flexrentalsolutions.com/flex-rfid-tracking-software/) can scan hundreds of items in seconds — an entire rack of gear or a full truck load — without needing to see each individual tag. Best for: High-volume operations, large truck loads, companies where speed of check-out and return is critical. Limitation: Higher upfront cost for tags and readers; some tag placement considerations for metal-heavy gear. For high-volume operations, the [RFID ROI](https://www.flexrentalsolutions.com/flex-rfid-tracking-software/rfid-roi/) usually offsets that within the first year. ### Which tracking method is right for your AV rental company? The right answer depends on your volume and operational tempo. Most AV rental companies start with barcodes or QR codes for core tracking and add RFID for high-throughput areas — loading docks, truck manifests, and large inventory sections — as their operation grows. ### A practical framework: **Under 500 items / single warehouse: **Start with barcodes or QR codes. The upfront cost is low and the tracking improvement over spreadsheets is immediate. **500–5,000 items / multiple jobs running simultaneously: **Add RFID for high-value or high-movement gear. Keep barcodes for lower-velocity items. At this scale, [production rental software](https://www.flexrentalsolutions.com/production-rental-software/) purpose-built for live event production handles the full operational complexity. **5,000+ items / [multiple warehouses](https://www.flexrentalsolutions.com/av-inventory-management-multiple-warehouses/) / touring productions: **RFID is the standard. The speed and accuracy gains at scale make the investment clear. ### How Flex supports all three methods Flex supports barcodes, QR codes, and RFID scanning in a single platform. Many Flex customers start with barcode or QR scanning and add RFID readers for specific areas — loading docks, prep rooms, or high-value gear sections — without changing their core inventory setup. [→ See how RFID scanning works in Flex](https://www.flexrentalsolutions.com/flex-rfid-tracking-software/) [→ Explore Flex’s warehouse check-in and check-out tools](https://www.flexrentalsolutions.com/event-rental-software-features/warehouse-scanning/gear-tracking-warehouse-scanning/) [→ Learn about inventory tagging and tracking in Flex](https://www.flexrentalsolutions.com/event-rental-software-features/inventory-management/inventory-tagging-tracking/) [→ Explore the full event rental software feature set in Flex](https://www.flexrentalsolutions.com/event-rental-software-features/) ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in AV Rental Software This website uses cookies to ensure you get the best experience on this website Got it! ## Inside the Flex Platform: A Closer Look at Our Workflow Tools Source: https://www.flexrentalsolutions.com/inside-the-flex-platform-a-closer-look-at-our-integrated-workflow-tools/ ## Inside the Flex Platform: A Closer Look at Our Integrated Workflow Tools - October 28, 2025 In the world of AV rentals and live event production, speed and precision make all the difference. Juggling inventory, quotes, schedules, crew, and payments is a logistical feat unless you have the right system working behind the scenes. That’s where Flex comes in. Flex is more than just rental software. It’s a fully integrated platform that connects every part of your operation from quoting and inventory tracking to team scheduling and final invoicing. Flex’s workflow tools empower your business to move faster, reduce errors, and stay focused on delivering world-class experiences. Dj mixing, laptop outdoors at party festival with crowd of people in background. Fun, summer, youth, nightlife, music and entertainment concept. low light. selective focus. professional DJ music mixer ### Centralized Inventory Control: Know What’s Available, Always No more guesswork. With Flex’s **[rental inventory tracking system](https://www.flexrentalsolutions.com/)**, you get real-time visibility into every piece of gear, whether it’s on a job, in maintenance, or back on the shelf. Built-in RFID capabilities streamline check-ins and check-outs, save time, reduce errors and ensure that your team always knows the most up to date status of your inventory. From single-location shops to large teams with warehouses across cities, Flex supports multi-location rental business needs with ease. Automatic conflict detection flags double-bookings before they happen, giving you confidence with every job. ### Smart Quoting and Invoicing: Speed Up the Front and Back Office Creating quotes shouldn’t be a copy-paste nightmare. With Flex, you can build professional quotes, adjust line items, and apply discounts with just a few clicks. And when it’s time to bill, Flex converts your quote to an invoice instantly, reducing admin time and minimizing errors. Our **rental quote generation platform** integrates seamlessly with PayEngine for payment processing with optional next-day funding, and QuickBooks for accounting clarity and accuracy. **It’s the kind of automation that saves hours and boosts your cash flow.** ### Integrated Financials: Visibility from Start to Finish Tracking costs across jobs, clients, and time periods is key to scaling your business. Flex’s rental accounting integration gives you the tools to manage budgets, view profitability per project or asset, and align your numbers with your operations without switching tools or duplicating data. Real-time dashboards provide insights that help you make smarter decisions, faster. Stay on top of margins, spot revenue trends, and keep your books accurate without breaking your workflow. ### Real-Time Crew Scheduling: Keeping Teams Aligned Crew management doesn’t have to mean chasing people down with texts and emails. Flex offers** [staff scheduling software](https://www.flexrentalsolutions.com/)** that brings your crew and your event schedule together in one place. Assign roles, track availability, set call times, and manage changes without the confusion of scattered calendars. Everyone knows where to be and when. No guesswork required. ### Total Production Visibility: All Systems, One Platform For companies managing back-to-back shows, long project timelines, or high gear turnover, Flex functions as your event production inventory system. Every change, update, and transaction is captured and tracked, keeping your team on track from planning to teardown. Need to adjust last-minute equipment for a gig? Done. Want to see gear usage across the year? Easy. Flex gives you the power to monitor the big picture and act on the details. ### Cloud Access, Anywhere: Flex Moves with You Whether you’re in the warehouse, on-site, or on the go, Flex’s cloud-based rental tracking **platform **keeps your data accessible and secure. All updates sync in real time, so your team works with the latest information no matter where they are. This mobility ensures smooth handoffs between departments, faster response times, and a truly modern workflow built for today’s fast-paced production environment. ### Scalable for Growth: Built for Businesses of All Sizes Whether you’re a boutique AV firm or a large-scale production house, Flex grows with you. As jobs, crew, and gear lists expand, Flex’s tools are designed to help you maintain control and efficiency at scale. From custom views to role-based access and automation rules, you can tailor the platform to your team’s exact workflow. That’s what makes it the best rental inventory tracking solution for ambitious production rental businesses. #### Why Flex? Because duct-taped workflows don’t scale. Flex eliminates the friction between tools, teams, and timelines so you can focus on what matters: delivering seamless events and flawless client experiences. Whether it’s quoting faster, tracking smarter, or syncing your team, every feature in Flex is designed to simplify the complex. **Ready to see how Flex can streamline your operations? **[Book a personalized walkthrough today and see the platform in action. ](https://www.flexrentalsolutions.com/home/request-demo/) ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Flex Rental Solutions, Flex Rental Solutions Tips & Tricks This website uses cookies to ensure you get the best experience on this website Got it! ## How to Scale Your AV Rental Business Without Losing Your Sanity Source: https://www.flexrentalsolutions.com/how-to-scale-your-av-rental-business-without-losing-your-sanity/ ## How to Scale Your AV Rental Business Without Losing Your Sanity - October 14, 2025 Growth is the goal. But for many AV rental business owners, growth can also bring chaos. The more clients you serve, the more gear you manage, events you staff, and deadlines you juggle. Without the right systems in place, scaling can quickly spiral into missed bookings, equipment conflicts, and burnout. If you’re looking to expand your AV rental operations without compromising quality or your peace of mind, this guide is for you. Let’s break down how to scale smartly and sustainably. ### Audit and Standardize Your Processes Before you add more jobs, add more gear, or hire more people, take a hard look at how your business runs today. Where are things slipping through the cracks? Are your quote approvals manual? Is your crew getting updates via text at the last minute? Identify tasks you’re still doing manually that could be automated, and areas where standardization could save time. For example, having a set template for load-in schedules or a uniform quoting process can reduce miscommunication and speed up turnaround. Scaling a messy process only makes the mess bigger. Clean it up first. ### Prioritize Inventory Visibility and Conflict Prevention The more gigs you book, the more chances there are for your gear to be double-booked, misplaced, or left behind. Scaling successfully means having total visibility into what gear is going where, and when. This is where a solid [rental inventory tracking system](https://www.flexrentalsolutions.com/flex-gts/) becomes essential. Instead of relying on memory or spreadsheets, you can see real-time gear availability, set holds, and avoid scheduling conflicts. This reduces stress on your team and ensures your clients always get what they were promised. As your inventory grows, the ability to tag, track, and report on gear at a glance is critical. ### Streamline Team Communication and Scheduling More events mean more crew, more shifts, and more variables. If you’re still managing staffing with calendar apps and group chats, you’re setting yourself up for scheduling nightmares. With the right tools, you can create role-based schedules, assign staff to events, and notify your crew in real time. No more guesswork. Everyone knows when and where they’re needed, and you maintain oversight from one central platform. A purpose-built **rental staff scheduling software** helps you scale your labor force without losing control. It also improves professionalism, which your clients and freelancers will appreciate. ### Control Financial Workflows Early On A growing AV business means more quotes, invoices, deposits, and follow-ups. Without automation, your team will be overwhelmed with admin tasks instead of serving clients or maintaining gear. Implementing quote-to-invoice workflows, auto-reminders, and integrated payment tracking early in your growth phase prevents future bottlenecks. That structure allows you to process more business with the same admin team. An integrated system that includes [rental accounting integration](https://www.flexrentalsolutions.com/) ensures nothing falls through the cracks, even when your workload triples. ### Centralize Job and Asset Information The best way to maintain clarity while scaling is to ensure everyone, from warehouse to front office, has access to the same job information. This is how you prevent siloed data and misaligned teams. Using platforms that combine asset tracking, crew scheduling, document management, and communication can cut hours of back-and-forth. When all event data is in one place, your team becomes more agile and better prepared to manage larger volumes. This is especially valuable in environments with fast turnarounds and last-minute client changes. ### Get Serious About Data and Reporting To scale smartly, you need to make decisions based on facts, not gut feelings. How many gigs did you do last quarter? What gear do you rent most often? Which clients are profitable, and which aren’t? Reports can reveal your most frequent equipment shortages, peak usage periods, and underperforming assets. That kind of insight helps you grow strategically, investing where it counts and trimming where needed. Tools that provide reporting dashboards and utilization metrics will pay for themselves by guiding smarter decisions. ### Build Repeatable Workflows One of the secrets to scaling is consistency. The more repeatable your workflows are, the easier it is to delegate, train new hires, and increase output. Create checklists and SOPs for common tasks like onboarding a new crew member, prepping a show package, or checking gear back into inventory. When these processes are documented and repeatable, your team can work more independently, and quality stays consistent as you grow. This is especially helpful when operating across multiple locations. ### Expand Without Expanding Chaos Growth is good, but not if it comes at the cost of your sanity. Many AV businesses stall out or fail because they scale before they stabilize. The secret to successful scaling lies in how you prepare your systems today. Instead of hiring more staff to solve workflow problems, solve the workflow problems first. Then, your team can do more with less and deliver better results. This approach becomes even more important when operating with a [multi-location rental management software](https://www.flexrentalsolutions.com/) setup, where coordination across warehouses and teams must be airtight. #### Growth without Losing Control Is Possible Scaling your AV rental business doesn’t have to mean working around the clock, managing chaos, or taking on unnecessary risk. With the right foundation—clear processes, centralized tools, smart scheduling, and real-time insights—you can grow in a way that’s both profitable and sustainable. **Flex offers an end-to-end platform that supports AV professionals through every stage of growth, with integrated tools for inventory, staffing, quoting, and payments. Ready to reduce the chaos and grow with confidence? **[Schedule your personalized Flex demo](https://www.flexrentalsolutions.com/)** and see what streamlined success really looks like.** ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Flex Rental Solutions, Flex Rental Solutions Tips & Tricks This website uses cookies to ensure you get the best experience on this website Got it! ## From Skepticism to Opportunity: Chris Stein on the Evolution of RFID Portals Source: https://www.flexrentalsolutions.com/from-skepticism-to-opportunity-chris-stein-on-the-evolution-of-rfid-portals/ ## From Skepticism to Opportunity: Chris Stein on the Evolution of RFID Portals - October 2, 2025 In the world of event rental software, the debate over RFID technology has never stopped. When it comes to RFID portals, Chris Stein, CEO of Flex Rental Solutions, has long been a skeptic. Citing past limitations in technology and workflow, he believed the risks of inaccuracy and poor visibility outweighed the potential rewards. But recent advancements—and the innovative spirit of Flex’s own customers—have changed his mind. This is the story of that shift. #### The Past: Why Portals Fell Short For years, the promise of RFID portals (automating inventory scanning without a handheld) was overshadowed by critical flaws. The core issues, as Chris Stein saw them, were a lack of **real-time visibility** and **accuracy with accountability**. Earlier RFID systems would push scan data directly to a backend system without a live feedback loop for the user. This “blind scanning” meant a user couldn’t immediately see what was being scanned, making it impossible to catch errors in the moment. Equally problematic was the lack of user accountability. If the system mistakenly scanned an item, it would be recorded without immediate human review. This introduced the risk of flawed data entering the system, which could lead to inaccurate manifests and incorrect inventory availability down the line—a risk Flex was not willing to take. #### The Turning Point: A Shift in Perspective The live event industry is filled with innovators, and it was the creativity of Flex’s own customers that challenged the company’s assumptions about RFID. Through their research and testing, customers demonstrated that RFID portals could deliver real value while preserving the three pillars of the Flex vision: visibility, accuracy, and accountability. This proved that with the right hardware and smarter configurations, RFID portals could fit seamlessly into existing workflows, becoming a tool for optimization rather than a liability. #### The RFID Business Opportunity The evolution of RFID is more than a technological upgrade for your business; it’s an opportunity to gain a competitive edge. By adopting RFID, you can move beyond simple tracking and unlock powerful, data-driven insights that directly impact your bottom line. - Unparalleled Visibility: Know where every item is, all the time. Gone are the days of searching for misplaced gear or guessing where an asset might be. RFID allows you to instantly pinpoint the location of every item in your warehouse, on a truck, or even at a job site. With a handheld reader, you can scan an entire storage area to locate a specific item without having to open a single case. This eliminates wasted labor and saves valuable time during a job prep. - Absolute Accuracy: The biggest risk with automated scanning used to be a lack of accuracy. RFID changes this by providing real-time verification. A portal or handheld reader gives the user immediate feedback on what’s being scanned, allowing them to instantly confirm a correct read or flag a discrepancy. This crucial human oversight ensures that every piece of data entering your event rental software is accurate from the start. - Operational Efficiency: The ability to bulk-scan items up to 10 times faster than traditional methods means your teams can process gear more quickly and with fewer bottlenecks in the warehouse. This speed minimizes labor costs and allows your crew to focus on high-value tasks. - Financial Accountability: Having a precise, real-time record of every asset minimizes lost gear and reduces the need for manual audits. This accurate data provides a solid foundation for billing and insurance claims, directly improving your financial performance. #### The Flex Vision: What’s Next? Our approach to RFID is guided by our core philosophy of building incrementally. The next major step is to bring RFID capabilities directly into the **Flex Desktop application**. Upcoming updates will increase the line-item tag limit and introduce bulk scanning functionality in the “Free Scan In” screen, allowing teams to process larger volumes of gear with greater speed and data confidence. The ultimate vision is for every scanning mode in the Flex5 Desktop to be RFID-enabled, ensuring **higher efficiency, stronger visibility, and greater accountability** at every stage of the rental process. #### Ready to optimize your workflow? Looking to get more out of your event rental software? [Contact us today](mailto:sales@flexrentalsolutions.com) to learn how to integrate RFID into your operations and get a head start with our current RFID solutions. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in RFID This website uses cookies to ensure you get the best experience on this website Got it! ## Guide to Streamlining Event Logistics with Integrated Software Source: https://www.flexrentalsolutions.com/complete-guide-to-streamlining-event-logistics-with-integrated-software/ ## The Complete Guide to Streamlining Event Logistics with Integrated Software - September 8, 2025 Managing event logistics has always been a juggling act. From coordinating gear and crew to ensuring seamless communication and scheduling, production teams have long relied on spreadsheets, emails, and last-minute phone calls to bring events to life. And many have tried software that promised solutions, but didn’t meet the demands of this growing industry. As events become larger and more complex, traditional methods and low-performing software can’t keep up. That’s where scalable, integrated software steps in to simplify operations, reduce errors, and drive efficiency. In this guide, we’ll explore how integrated systems reshape event logistics, the key features to look for, and best practices to maximize their impact. ### Understanding the Limitations of Traditional Event Logistics Before diving into solutions, it’s important to understand how old and restrictive systems fail today’s live events business. - Manual coordination creates communication gaps. - Disconnected tools lead to double booking and data discrepancies. - Lack of real-time visibility results in logistical missteps. - Scaling operations becomes harder without automation. According to an [Events Industry Council study](https://eventscouncil.org/Leadership/Economic-Significance-Study), 64% of event professionals cite operational inefficiencies as a major barrier to growth. Integrated systems directly address these pain points. ### 7 Reasons You Need  Integrated Software To Improve Event Logistics Let’s break down how software integration transforms your logistics planning: #### 1. Centralized Asset Visibility An integrated platform provides real-time inventory views across departments and locations. This prevents scheduling conflicts and allows production teams to reserve exactly what’s available, when they need it. #### 2. Automated Scheduling & Crew Coordination With built-in rental staff scheduling software, you can assign techs based on skillsets, availability, and workload. Automated notifications ensure everyone’s aligned without endless back-and-forth emails. #### 3. Seamless Quote & Contract Generation Using rental quote generation software, teams can quickly create, send, and track quotes within the same system. This streamlines approvals and reduces turnaround time for clients. #### 4. Inventory Tracking with Fewer Errors An advanced **rental inventory tracking system** reduces human error with automated updates, check-in/check-out tracking, and maintenance alerts. This ensures that every piece of gear is accounted for. #### 5. Real-Time Collaboration When your [audio visual rental software](https://www.flexrentalsolutions.com/) is cloud-based, everyone from sales to logistics can collaborate on updates. Changes are reflected instantly, eliminating version control issues. #### 6. Financial Oversight with Integrated Accounting Tying in rental accounting integration allows you to connect operational workflows with invoicing, payments, and forecasting—all within the same ecosystem. #### 7. Visibility Across Locations For businesses operating in multiple regions, a multi-location rental management software setup helps maintain control, ensuring gear and staff are properly allocated. ### 5 Key Features to Look for in Your Event Logistics Software To truly streamline event logistics, it’s important to invest in software equipped with tools that align with your workflow and scale with your business. From real-time tracking to seamless integrations, these features form the backbone of efficient operations in today’s fast-paced production environment. If you’re in the market for a [show rental management system](https://www.flexrentalsolutions.com/), prioritize these features: - Mobile Accessibility: Empower your team to manage logistics from anywhere—whether on-site or in transit. With mobile-friendly platforms, crews can access job details, check inventory, and update schedules in real-time, reducing delays and increasing accountability. - Integration Capabilities: Seamless syncing with CRM, ERP, and accounting platforms ensures smooth data flow across departments. This eliminates double-entry, keeps financials accurate, and gives managers a clearer view of overall operations. - Cloud-Based Rental Tracking: Access and update your rental data from any device, at any time. This supports remote work, ensures consistent information across teams, and reduces errors from outdated or siloed systems. - Custom Reporting: Stay informed with tailored insights into gear usage, financial performance, and event profitability. Custom dashboards let you analyze trends and make data-driven decisions to enhance future planning. - User Permissions: Maintain security and control by assigning role-based access levels. Allow team members to see only what they need, while keeping sensitive data protected—ideal for growing teams with diverse responsibilities. These features not only boost day-to-day efficiency but also enhance scalability, reduce communication gaps, and help deliver high-quality events on time and on budget. ### Best Practices for Maximizing Software ROI Maximizing the return on your event logistics software requires more than just installation—it takes strategic implementation, regular process refinement, and a team culture focused on efficiency and collaboration. Here are some proven best practices to help ensure you get the most value from your investment: **1. Invest in Onboarding:** Proper training empowers staff to use all software functionalities confidently. A knowledgeable team will make fewer mistakes, complete tasks faster, and contribute to smoother workflows overall. **2. Establish SOPs:** Define clear Standard Operating Procedures for quoting, scheduling, and asset tracking. SOPs ensure everyone follows the same steps, reducing confusion and increasing reliability across teams. **3. Encourage Cross-Team Collaboration:** Break down silos between departments like sales, operations, and accounting. Integrated software enables data sharing—use this advantage to align goals and improve project outcomes. **4. Update Assets Frequently:** Ensure that your inventory database reflects real-time availability, condition, and location of gear. Keeping your inventory current helps avoid double-bookings and ensures smoother checkouts and returns. **5. Audit Processes Regularly:** Use built-in analytics and reporting tools to identify slowdowns, duplicate efforts, or outdated procedures. Regular audits help you refine how the system is used and highlight opportunities for automation. By applying these practices consistently, you’ll not only boost daily operational efficiency but also create a foundation for long-term growth and scalability. ### The Bottom Line Integrated software isn’t just a convenience—it’s a competitive advantage for event production companies. Whether it’s coordinating logistics, automating workflows, or tracking gear across venues, the right solution can radically transform operations. [Flex Rental Solutions](https://www.flexrentalsolutions.com/) bring all these capabilities together in a single system—giving teams the power to work faster, smarter, and with fewer errors. Get ready to upgrade your logistics game with a smarter solution today. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Flex Rental Solutions, Flex Rental Solutions Tips & Tricks This website uses cookies to ensure you get the best experience on this website Got it! ## What RFID can do for Rental Inventory: Tips & Proven Practices Source: https://www.flexrentalsolutions.com/what-rfid-can-do-for-your-rental-inventory-real-world-benefits-setup-tips-proven-practices/ ## What RFID Can Do for Your Rental Inventory: Real-World Benefits, Setup Tips & Proven Practices - August 25, 2025 Managing rental inventory is a high-stakes game in the event production world. When you’re juggling multiple productions, thousands of assets, and tight timelines, small mistakes can snowball into expensive delays. RFID (Radio Frequency Identification) technology is transforming how rental businesses monitor and manage assets. More than just a high-tech upgrade, RFID provides measurable ROI through increased accuracy, time savings, and smarter decision-making.Here’s how to [put it to work in your rental business](https://www.flexrentalsolutions.com/flex-rfid-tracking-software/), from setup to best practices. ### RFID: A Game-Changer for Production Rental Businesses Traditional barcode tracking relies on line-of-sight scanning and manual clicks, which means you’re scanning one item at a time. RFID uses radio waves to track tags attached to gear, enabling fast, contactless, and bulk scanning. This means that you can scan entire pallets or truckloads in seconds. #### Here’s what you get with RFID scanning: - Faster Check-Ins and Check-Outs: Imagine scanning 50 road cases in the time it normally takes to scan two. RFID reads multiple tags at once, so prep and de-prep move faster. That means fewer bottlenecks, shorter wait times, and more gear ready to roll when you need it. That time saved can add up to entire days of labor. - Improved Accuracy: Reduce the risk of lost or miscounted gear by automating identification. RFID removes manual error by capturing data automatically. That means more accurate records, better forecasting, and fewer disputes. Your team spends less time chasing down mistakes and more time keeping shows on track. Better accuracy also supports seamless billing and maintenance scheduling. - Real-Time Visibility: Know where your assets are at all times, even across multiple locations. When a client calls with a last-minute change, you need answers fast. RFID gives you instant updates on where your gear is—whether it’s in the shop, on a truck, or mid-load-in at a venue. That clarity lets you reallocate gear, avoid shortages, and make better calls on the fly. - Minimize Inventory Shrinkage: RFID makes it easier to identify when and where assets go missing. Tracking asset movement down to the user level can help you more accurately discover where a piece of gear may have been lost, whether it was left behind, misplaced in the shop, or pulled without being logged. Insurance and replacement claims become smoother with precise records. Over time, better accountability translates to significant cost savings. - Automated Maintenance Tracking: Some systems can pair RFID with alerts for maintenance cycles, reducing downtime. When gear is flagged automatically for upkeep, you reduce the risk of failures on set. Maintenance histories stay accurate and accessible, improving planning. Preventive care extends asset lifespan and reduces repair costs. Scheduling maintenance based on usage data ensures better allocation of technical staff. **Nearly 60% of businesses using RFID report better visibility and accuracy across their operations** ([Zebra Technologies](https://www.zebra.com/us/en/about-zebra/newsroom/press-releases/2023/zebra-study-nearly-six-in-10-warehouse-leaders-plan-to-deploy-rfid-by-2028.html)). In rentals, that translates into faster turnarounds, fewer lost assets, and tighter control over every production. Incorporating RFID into a rental inventory tracking system can drastically minimize manual labor and improve profitability. ### Setting Up RFID for Your Rental Inventory Implementing RFID starts with three key components. Here’s what you need: - RFID Tags: Attached to individual assets—can be embedded or adhered externally. - RFID Readers: Handheld or fixed-location scanners that communicate with the tags. - Inventory Management Software: A cloud-based rental tracking system that logs and processes data from RFID readers. #### Pro setup tips: - Start with your highest-value or most frequently rented assets. - Use durable tags for gear that’s often outdoors or on the road. - Test different RFID frequencies based on read range and interference factors. - Make sure your AV rental management platform fully supports RFID data. RFID also enhances the function of multi-location rental management software, enabling centralized oversight and regional accountability. ### Best Practices for RFID Inventory Management RFID offers incredible potential, but it needs proper planning and workflows to maximize results. ### Here are 7 best practices to follow: #### 1. Define Clear Use Cases Start Where It Hurts Most – Find the pressure points in your workflow. Maybe cables are always a mess to check in. Maybe audio takes forever to prep. Maybe your lighting inventory is so big that updates lag behind reality. Target the spots where delays and inaccuracies cost you the most, and roll out RFID there first. You’ll see ROI faster and build internal buy-in for expanding it across your operation. #### 2. Standardize Tagging Protocols Use a consistent format for tag placement and naming conventions. This makes bulk scanning and reporting far more reliable. This makes bulk scans more reliable and reduces training time for new staff. #### 3. Train Your Team RFID readers are simple to use, but it’s important to know how to follow workflows and respond to scanning errors. Show your crew exactly how it’s done with a live demo. #### 4. Integrate with Rental Systems Link RFID data with your production rental software so updates happen in real-time across scheduling, maintenance, and billing. #### 5. Turn Data Into Decisions Use your inventory management platform’s reporting features to analyze asset usage, maintenance needs, and logistics bottlenecks. These insights support smarter purchasing decisions and optimized resource allocation. #### 6. Plan for Tag Replacement Even durable tags wear out. Keep extras on hand so downtime never affects tracking. #### 7. Audit Regularly Schedule routine RFID audits to catch discrepancies early and ensure system integrity. Regular audits reinforce accountability and allow for proactive inventory corrections. #### RFID Is the Future of Rental Asset Control **RFID isn’t the future—it’s here, and it’s already changing how rental companies operate. **  Paired with the right [rental asset management software](https://www.flexrentalsolutions.com/flex-asset-solutions/), RFID tracking reduces errors, speeds up operations, and increases asset accountability. The teams that adopt RFID now will be the ones setting the standard.  Modernize your rental inventory system today! Explore how [Flex Rental Solutions](https://www.flexrentalsolutions.com/) integrates RFID with advanced features for smarter, faster asset control. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Flex Rental Solutions Tips & Tricks This website uses cookies to ensure you get the best experience on this website Got it! ## 7 Common Rental Inventory Challenges and How to Solve Them Source: https://www.flexrentalsolutions.com/7-common-rental-inventory-challenges-and-how-to-solve-them/ ## 7 Common Rental Inventory Challenges and How to Solve Them - August 17, 2025 Inventory chaos isn’t just inconvenient; it can derail an entire show. From tracking gear to keeping bookings straight, rental inventory management gets tricky fast, especially as operations scale. But the same old challenges call for modern solutions. Knowing what hurdles to expect and how to tackle them with the right tools can save your business from costly mistakes. Let’s  break down seven of the most common rental inventory challenges and offer practical solutions for overcoming them. Understanding your roadblocks is the first step toward optimizing your rental operations. Don’t see your exact issue in this list? You may need to explore a fully customizable solution that adapts to your workflow. That’s exactly what Flex Rental Solutions was built for. With free, human-led onboarding and training, you can customize your platform to your workflow and be running more efficiently in no time. ### 7 Biggest Rental Inventory Challenges From double-booked gear to scattered asset data, rental businesses face a range of inventory-related issues every day. Understanding common roadblocks will help you avoid them and optimize your rental operations. #### 1. Lack of Real-Time Inventory Visibility Many rental businesses rely on spreadsheets or outdated tools that can’t tell you what’s available right now. Without a centralized[rental inventory tracking system](https://www.flexrentalsolutions.com/), it’s easy to lose sight of what’s on a job, in maintenance, or sitting on a shelf. That’s how you end up with double-bookings, delivery delays, and frustrated clients. Solution:  Implement an inventory platform that updates instantly so your team can check availability, track asset usage, and prevent costly mistakes. #### 2. Double Bookings and Reservation Conflicts When you’ve got multiple events and multiple crews, conflicts are almost inevitable without safeguards. This is one of the most damaging and frequent issues production rental businesses face, especially during busy seasons. Just one missed inventory conflict can affect an entire event and lose client trust and/or impact your profit margin. Solution: Manage your inventory with software that includes built-in conflict detection that flags overlaps before they become problems. With instant alerts, you can address the issue before it ever happens. #### 3. Difficulty Managing Large and Diverse Inventory As your capabilities expand and your gear list grows (lighting, audio, video, staging, rigging…), tracking and keeping it all organized becomes increasingly complex. Managing thousands of assets across categories and locations requires scalability. If you’re storing information in multiple places or formats, it’s almost impossible to get a clear, up-to-date picture. That can lead to redundant purchases, missed items, and frantic searches during high-demand periods. An effective system needs to support growth without sacrificing visibility or control. Solution: Adopt a [platform designed for large, multi-category inventories](https://www.flexrentalsolutions.com/) with features like asset tagging, barcoding, and searchable histories. The right system scales with you, so adding more gear doesn’t mean adding more chaos. #### 4. Inaccurate or Delayed Reporting Without accurate data, making informed business decisions is a gamble. Without the tools to see what’s making money, what’s collecting dust, and what’s wearing out, you end up with outdated insights on asset utilization, depreciation, and job profitability. It becomes nearly impossible to forecast demand, plan investments, or monitor project costs effectively. This lack of visibility hinders long-term planning and growth. Data-driven decisions require consistent, reliable insights across all departments. Solution: Use real-time reporting tools connected directly to your inventory system so you can pull up dashboards or reports instantly. Spot trends, cut dead weight, and make confident investment decisions. #### 5. Inefficient Workflow Coordination When inventory, finance, and logistics teams work in silos, the gaps start to show. Missed pickups, misplaced gear, and late invoices all cost time and money. Without a shared system, teams rely on outdated info which can lead to bottlenecks and confusion. These inefficiencies ultimately reduce productivity and increase operational costs. Solution: A centralized [AV rental management platform](https://www.flexrentalsolutions.com/)aligns inventory, sales, operations, and finance departments and ensures that everyone has access to the same information at the same time. #### 6. Manual Rental Quote Generation Creating quotes manually slows down the sales process. In a fast-moving industry, a slow quote can send a client to your competitor before you’ve even hit “send.” Accuracy and speed are crucial in winning and retaining business. Solution: Automate quotes with customizable templates so you can turn around accurate pricing quickly. That way, your team spends less time on spreadsheets and more time securing the next job. #### 7. Lack of Scalability in Growing Operations What works for a small team often buckles under the weight of multiple locations, bigger crews, and more gear. If your system can’t keep up, growth gets messy. Solution: Transitioning to scalable platforms that support multi-users, data sharing, and location-specific tracking. That way, growth doesn’t come at the cost of control. ### Challenges Solved with Flex Rental Solutions Flex Rental Solutions offers the [best rental inventory tracking solution](https://www.flexrentalsolutions.com/) for businesses that want to run smarter. Here’s what you can expect: - Barcode and RFID-based tracking for fast scanning and real-time inventory accuracy - Conflict detection to avoid double bookings - Scalable platform for diverse and large-scale inventories - Role-based access to align staff across departments - Reporting tools to drive data-backed decisions - Helpful Integrations with Quickbooks, DocuSign, Payments and more. With Flex, your team spends less time wrestling with processes and more time getting shows on the road. Simplify Inventory, Scale with Confidence Inventory challenges might be common, but they don’t have to cause chaos for your business. The right system lets you run at full speed without losing sight of the details. Whether you’re managing concerts, corporate events, or film productions, investing in the right tools is no longer optional, but essential. Ready to get your inventory under control? Explore how [Flex Rental Solutions](https://www.flexrentalsolutions.com/) can help you eliminate bottlenecks, keep clients happy, and scale your business with confidence. Complexity in Planning. Just because you need 12 speakers for a specific event doesn’t mean that is all you need to make it work. - Cases to transport them (You need to know the total weight of the project to determine the size of the vehicle required to transport the gear there.) - Amplifier Racks to power them - Cabling to connect them to the amplifier racks - Rigging hardware to hang them - Subwoofers to augment the low end Flex’s robust set of tools, including suggestions and accessories, automatically adds or suggests accessories for every inventory item, making the inventory gear list complete. This makes the account manager’s job much easier, as they don’t always have to be an expert on every inventory item to provide a quote. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Flex Rental Solutions, Flex Rental Solutions Tips & Tricks This website uses cookies to ensure you get the best experience on this website Got it! ## How Integrating Accounting and Rental Inventory Software Streamlines Financial Management Source: https://www.flexrentalsolutions.com/how-integrating-accounting-and-rental-inventory-software-streamlines-financial-management/ ## How Integrating Accounting and Rental Inventory Software Streamlines Financial Management - July 21, 2025 Managing rentals and finances on separate platforms is a recipe for delays, errors, and missed revenue. In the AV rental industry, accuracy and efficiency aren’t just nice to have, they’re business imperatives. Yet many businesses still juggle accounting and inventory with disjointed systems, leading to time-consuming reconciliations, duplicate entries, and missed or delayed billing. This blog explores how rental accounting integration simplifies financial operations, drives faster decision-making, and ultimately empowers your business to scale with confidence. ### The Disconnect Between Rental Operations and Financial Oversight For years, rental businesses have managed inventory, scheduling, and finances on separate tools. While this may work for small teams, the challenges grow exponentially as operations scale: - Manual data entry across systems invites costly errors. Without integration, staff often have to enter the same booking, inventory, or payment data into multiple platforms. This redundancy increases the likelihood of mistakes (duplicate entries, missing details, incorrect billing, etc.) that can erode customer trust and profitability. - Delayed invoicing leads to cash flow bottlenecks. Finance teams waiting on data from operations are unable to generate timely invoices. These delays can cascade into late payments, strained client relationships, and disrupted cash flow, making it harder to cover overheads or reinvest in business growth. - Lack of visibility into financial performance hinders strategic planning. When operations and financial data aren’t unified, it’s difficult for leadership to get a clear view of profitability, resource utilization, or cost centers. This limits your ability to make informed decisions around pricing, asset investments, or scaling. - No clear audit trail makes it difficult to track payments, damages, and asset depreciation. Without a centralized system, tracing financial history (such as tracking when an asset was rented, returned damaged, invoiced, or written off) becomes manual and unreliable. During audits, this lack of transparency creates risk and can lead to compliance issues. When financial data is siloed from operations, the result is inefficiency and missed opportunities. Fortunately, integrated systems have changed the game. ### Top 5 Benefits of Rental Accounting Integration Integrating your rental platform with accounting tools eliminates duplication, boosts accuracy, and helps teams work more strategically. Here’s how: #### 1. Automate Invoicing and Payment Tracking Manual invoice generation can take hours and still result in missed charges. Integrated platforms can automatically generate invoices based on completed bookings, services rendered, fees, and custom billing schedules. **Result:** Faster billing cycles and fewer missed charges. #### 2. Sync Inventory and Financial Records When inventory systems are connected to your general ledger, asset values and depreciation are tracked in real time. For businesses using [rental asset management software](https://www.flexrentalsolutions.com/) to handle high-value equipment, this is especially useful. **Result:** Accurate asset valuation and simplified audits. #### 3. Real-Time Revenue Insights Unified platforms, like Flex, consolidate rental activity and financial performance, allowing you to monitor profitability per asset or asset category. **Result:** Data-driven decisions on pricing, asset purchases, and team allocation. #### 4. Streamline Tax and Compliance Reporting Manually preparing for audits or tax filing is time-consuming and prone to error. With synced data, reports are auto-generated, reducing the burden on finance teams. **Result:** Greater accuracy, less admin overhead, and compliance peace of mind. #### 5. Reduce Human Errors and Reconciliation Time Entering the same data into multiple systems is not only tedious but increases the risk of inconsistencies. **Result:** Integrated software reduces the workload and minimizes costly financial discrepancies. #### The Role of Modern Rental Platforms in Financial Integration Advanced **a**udio visual rental software now comes with built-in or API-based integrations for popular accounting systems like QuickBooks, Xero, or Sage. These integrations bridge the gap between front-end operations and back-end finance, enabling real-time data sync and collaboration between teams. #### Key Features Supporting Integration: - Custom invoice templates linked to bookings - Tax rate automation - Payment reminders and status tracking - Credit memos and damage charge automation - Real-time syncing with accounts receivable and payable By combining accounting with cloud-based rental tracking, businesses can maintain accurate billing while staying on top of equipment status, return dates, and service charges—all in one system. #### Why It Matters for Scaling Businesses As AV rental companies grow, financial complexity increases. Without integration, managing multiple clients, projects, locations, and payment terms becomes overwhelming. A [recent report](https://www.netsuite.com/portal/resource/articles/accounting/financial-kpis-metrics.shtml) revealed that businesses using integrated financial tools are 30% more likely to report improved cash flow and reduced month-end close times. By leveraging tools that bring operations and finance together, companies free up their teams to focus on strategy—not just number-crunching. #### Why Flex Is the Smart Choice for Integrated Financial Management Flex offers powerful rental accounting integration features designed to simplify billing, financial tracking, and reporting. Whether you use QuickBooks, Xero, or another platform, Flex allows seamless syncing of invoices, tax data, and payment records—reducing administrative workload while improving financial transparency. Combined with its [event production inventory system](https://www.flexrentalsolutions.com/), scheduling tools, and rental quote generation software, Flex enables businesses to manage the full rental lifecycle—from inventory check-out to invoicing—within a single interface. #### Simplify Finances, Scale Smarter Your AV rental operation shouldn’t be held back by disconnected spreadsheets or late invoices. With rental asset management software that integrates seamlessly into your accounting systems, you gain control, clarity, and confidence. **Explore how Flex Rental Solutions helps rental businesses simplify their financial workflows and power smarter growth with end-to-end integration. **[Sign Up Today!](https://www.flexrentalsolutions.com/) ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Flex Rental Solutions, Flex Rental Solutions Tips & Tricks This website uses cookies to ensure you get the best experience on this website Got it! ## The Platform Behind the Industry’s Biggest Mergers and Acquisitions Source: https://www.flexrentalsolutions.com/platform-behind-industrys-biggest-mergers-acquisitions/ ## The Platform Behind the Industry’s Biggest Mergers and Acquisitions - April 30, 2025 [](https://3rep.com/) #### A Wave of Industry Consolidation Over the past four years, the live event industry has experienced an unprecedented wave of M&A activity—and Flex has had a front row seat. Some of the most desirable companies in recent acquisitions, both as buyers and sellers, were Flex customers— growing 20x, 200x, and even more while scaling operations on our platform. That’s not a coincidence. When we say Flex helps companies scale, we don’t just mean growing headcount or inventory. We mean real growth: building value, becoming acquisition-ready, and navigating complex integrations with confidence. Flex has powered 30+ mergers to date, with more than 60 customer organizations consolidating into stronger, more efficient operations—some going from two companies into one, others merging seven or more. All while finding that the Flex platform still supports their new organizational structure. #### Software That Scales With You Whether merging under a single brand or retaining independent warehouses and names, Flex gives teams the flexibility to operate how they want—with the backend infrastructure to support them every step of the way. Our support and training teams work closely with customers at every stage of the M&A process, removing friction and reducing stress during one of the most complicated transitions a company can face. As one client put it: “I wanted to say—your team has been invaluable during this project. Kevin especially has been a standout in making sure the backend is going to work well for us as we merge. Thank you very much for the dedication.” — The Felix LA Team [](https://www.felixlighting.com/) If your company is on a growth trajectory or you’re exploring what it would take to become acquisition-ready, we’re here to help. Reach out to learn how Flex can support you through the next stage—whether that’s scaling, merging, or preparing for what’s ahead. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Flex Rental Solutions, Rental Software This website uses cookies to ensure you get the best experience on this website Got it! ## Manually Mark Line Items as Returned: When to Use This Mysterious Warehouse Feature Source: https://www.flexrentalsolutions.com/manually-mark-line-items-as-returned-feature/ ## Manually Mark Line Items as Returned: When to Use This Mysterious Warehouse Feature - March 10, 2025 ### What Does This Feature Do? When using the **Manually Mark Line Item(s) as Returned** feature in the Return Screen of a Manifest, you will encounter the following confirmation message: *“This does NOT scan the item(s) back in. You are only marking the manifest lines **as returned, nothing else. No inventory quantities will be journaled back in. Are you **sure you want to manually mark the line item(s) returned?”* So, if this feature doesn’t actually scan items back into inventory, what is its purpose? The primary function is **reconciliation**—helping to clean up old Manifests rather than serving as a routine inventory management tool. By manually marking line items as returned, you’re updating the status of individual items on a Manifest for the purpose of closing it. Once marked, these items will no longer appear on the **Unreturned Items Report**. ### How Should You Use It? The key question to ask before using this feature is: **Which items have not been returned from previous jobs?** ##### Step 1: Run the Unreturned Items Report This report provides a list of all items that have not been returned, categorized by the last Manifest for which they were scanned out. ##### Step 2: Open the Return Screen To analyze a specific Manifest, right-click on the Manifest Number hyperlink and open it in a new tab. This keeps the Unreturned Items Report open for quick reference. Then, navigate to the Return Screen, use the dropdown menu to select Hide Completed, and review the list of items that remain unreturned for that job. ##### Step 3: Choose an Action At this point, you have two options: - ##### Physically Verify Inventory Counts Conduct a manual check to confirm whether the items have actually been returned and then scan them in. - ##### Use the Manually Mark Line Items as Returned Feature If physical counts are unknown and there’s no way to confirm that items returned from a particular Manifest, select the checkboxes for the unreturned items and then use this option to mark the lineitems as returned to close out the Manifest. ### Best Practice: Follow Up with Scheduled Inventory Counts If you choose to manually mark items as returned, it’s a good idea to use the [Scheduled Inventory Counts](https://helpcenter.flexrentalsolutions.com/hc/en-us/articles/4416711269527-Scheduled-Inventory-Counts) feature afterward. This helps ensure your inventory count remains accurate and catches any discrepancies that may have resulted from unscanned returns. Since **Serialized Units** are tracked with more precision, items that undergo **Prep Scans** after being scanned out will be recovered and marked as returned. Unreturned items are typically **Non-Serialized Models**, which require manual verification and benefit from routine inventory counts to maintain accurate quantities. ### Final Thoughts The **Manually Mark Line Items as Returned** feature is a valuable tool for closing out old Manifests and maintaining cleaner records. However, it should be used strategically—primarily for reconciliation purposes rather than as a regular inventory management practice. By incorporating it into a broader inventory auditing process, you can improve efficiency and maintain accurate stock levels in your warehouse. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Flex Rental Solutions Tips & Tricks This website uses cookies to ensure you get the best experience on this website Got it! ## Why Expense Tracking Matters: Maximize Profitability with Flex Source: https://www.flexrentalsolutions.com/track-expenses-maximize-profits/ ## Why Expense Tracking Matters: Maximize Profitability with Flex - February 3, 2025 [](https://3rep.com/) #### The Importance of Tracking Expenses for Business Growth We all understand how crucial it is to track expenses. Does a job meet a profitable margin? How much will the client be charged to replace a damaged item they were responsible for? Is the insurance aware of the total cost of equipment we’ve purchased? Tracking expenses provides solid foundation for growing our business. #### Maximizing Profit Margins with Flex When it comes to managing profit margins, Flex gives us the tools to budget for each job by comparing planned costs with projected income. The Profit Margin View of a Quote offers a financial projection, outlining both expected costs and anticipated earnings for each line item. This phase—typically when the Quote is still in its Inquiry status—is critical. It helps us decide whether or not taking on the job is worthwhile. If the profit margin falls below an acceptable threshold, can we still proceed with the job? And if so, can we offer the client alternative solutions that make the job more profitable without compromising their needs? These are challenging questions that require data we can trust. #### Efficient Cost Tracking with Inventory Models Flex’s Inventory Models and Services streamline cost tracking with dedicated fields under the respective Pricing tabs: Cost and Price. The Cost field represents the anticipated expense for a job. For example, if an Inventory item needs to be rented, this field reflects the average cost of sub-renting from vendors. Similarly, for Services, the cost reflects the average expense of hiring a service provider. These costs are displayed in the Profit Margin tab of a Quote for easy evaluation. Additionally, the Suppliers tab in Inventory Models allows you to input cost data for specific vendors. For instance, if Vendor A charges $XX and Vendor B charges $YY, this feature helps you make an informed decision on where to source your inventory when resolving shortages. #### Tracking Purchase Costs for Insurance & Asset Management Beyond profit margins, Flex also allows users to log Purchase Costs. If your insurance requires an asset list, including the purchase cost of each item, Flex makes it easy to generate that report. The Files tab in both Inventory Models and Serial Units offers space for uploading supporting documents, such as manuals and receipts. #### Replacement Costs for Added Assurance Flex also includes a Replacement Cost field for Inventory Models, separate from the Purchase Cost. This allows you to estimate the cost of replacing an item if it’s damaged or lost onsite. Typically, this field reflects a slight markup on the original purchase price to account for shipping or rush fees. This information can be displayed in various Manifest reports for your client, ensuring transparency and clarity around potential replacement costs. #### Maximize Profitability & Control Costs with Flex In today’s competitive landscape, tracking expenses and managing profit margins are essential for making informed decisions that drive growth and profitability. With Flex’s robust tools—ranging from cost tracking and vendor comparisons to comprehensive reporting and asset management—you can ensure that every job is aligned with your financial goals. By leveraging these features, you not only improve your bottom line but also enhance transparency with clients and insurance providers, helping your business run more smoothly and efficiently. Take control of your costs today, and watch your business thrive. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Flex Rental Solutions, Flex5, Rental Software This website uses cookies to ensure you get the best experience on this website Got it! ## Chromebook Tracking Software: Helping School Districts With Asset Management Source: https://www.flexrentalsolutions.com/track-assigned-chromebooks/ ## Chromebook Tracking Software: Helping School Districts With Asset Management - August 22, 2023 Getting back to school was challenging enough without adding the pandemic into the mix. Even before the pandemic, tracking a school’s assets was a challenge that could be costly if mismanaged. For example, in 2020, Greenville, South Carolina, public schools [reported 4,000 missing Chromebooks](https://www.postandcourier.com/greenville/news/greenville-public-schools-to-report-nearly-4-000-unreturned-student-laptops-stolen/article_923aadf6-c2c6-11ea-b1ea-7b3f1eb440b7.html) worth nearly $1.2 million. These losses cost schools money, making it difficult for other students to utilize their educational tools. With efficient, cloud-based asset management software, you can track, update, and improve your school’s asset utilization with minimal extra effort.  Learn how to track your Chromebooks to save yourself time and money.  - Understanding Your School’s Needs - Questions to Consider - Tracking Your Information in One Place - Managing Your Assets - Setting Up Reminders - Using Check-In/Check-Out Systems - Chromebook Tracking Software - Unique Chromebook Device Serial Numbers - Cloud-Based Asset Inventory Solutions - Frequently Asked Questions Can You Track a Chromebook? - Can Schools Track Stolen Chromebooks? - How Do Schools Keep Track of Chromebooks? - Confidently Manage Your Chromebooks with Flex Asset Solutions ### Understanding Your School’s Needs Every school must manage a unique budget, timeline, and student body. With the [proper asset management software](https://www.flexrentalsolutions.com/flex-asset-solutions/), you can make this day-to-day management a breeze.  The key to using asset management software correctly is pinpointing what you need to achieve and why. Not every software is created equal, so you’ll need to find one tailored to your needs.  Whether you’re tracking a hundred or a thousand Chromebooks, the best Chromebook tracking software will keep up with your daily demands with an easy-to-use interface and efficient workflow—all while operating with the quickness of a neatly organized spreadsheet system.  ### Questions to Consider There are many questions to answer. Below are aspects you should consider to take your asset management abilities to the next level. - Do you know where all of your Chromebooks are? - What is the average number of Chromebooks lost per school year? - How many assets must you assign in and out every school year? - How much time does the assignment process take, and how error-prone is it? - Do you use barcodes and scanners to make that process efficient? - Are you able to easily track maintenance tasks? - What other equipment do you assign to students or faculty (tablets, cameras, etc.)? - What are the shortcomings of your current asset management system (hand-keyed check-ins, inefficient workflow, insufficient reporting, etc.)? - Do you struggle to manage tasks and assign deadlines? ### Tracking Your Information in One Place Asset management involves many steps, including tracking, maintenance, and following up with individuals—the more moving parts, the more things can go wrong.  Unfortunately, most asset management in schools is performed on a spreadsheet or even manually recorded on paper. These methods are wholly inadequate at keeping track of large quantities of education technology. Asset management software meticulously tracks your school’s Chromebooks—on campus or off—all in one place.  With a simple lookup or barcode scan, your Chromebook tracker can quickly and easily access information related to an asset, a student, or a classroom, allowing you to track as you go. You can also assess available inventory to monitor real-time utilization and plan purchases for the upcoming year. ### Managing Your Assets Chromebooks are very useful, and they’re expensive. Losing just one can set your school back hundreds of dollars. How do you know where each one is assigned? [Barcode inventory software](https://www.flexrentalsolutions.com/how-using-barcode-inventory-software-will-save-your-business/) streamlines Chromebook tracking. Here’s how it works:  - Number, barcode, school location, address, and individual student contact details are kept in one place, updated on-the-fly and accessible to the entire team instantaneously. - In addition to Chromebooks, you can use the software to monitor tablets, lab equipment, musical instruments, or any other assets you make available to students and faculty. - You can track unlimited assets, making it easy as your institution scales. ### Setting Up Reminders Things are busy even at the best of times. How do you ensure students return their assets and prepare them for the next school year? Scheduling reminders can help. You can create and assign maintenance tasks like battery checks and schedule equipment return due dates.  Reminders and robust reporting capabilities can help you save time and maximize your chances that students properly maintain and return Chromebooks as scheduled.  **Related: **[How Using Barcode Inventory Software Will Save Your Business](https://www.flexrentalsolutions.com/how-using-barcode-inventory-software-will-save-your-business/) ### Using Check-In/Check-Out Systems The most effective way to ensure your school’s Chromebooks are returned on time is to have a check-in/check-out system on your side. Asset management software determines who uses the check-in/check-out system, when, and for which asset. Most importantly, it conducts annual inventory reports for you to compare with local regulatory compliances and previous school years.  You can even ensure each Chromebook is adequately cared for by creating maintenance tasks. Staying on top of your asset management contributes to a cycle that keeps the entire school running smoothly. ### Chromebook Tracking Software Each Chromebook follows a unique journey once in a student’s hands. Tracking software ensures that when you assign a student an item, you can get them to sign a use agreement form acknowledging their possession and outlining the expectations with which they must comply to maintain control of the device.  Most important among these expectations is knowing when the student must return the Chromebook. You can also outline the penalties for noncompliance or missing or lost items. Another [benefit of tracking software](https://www.flexrentalsolutions.com/top-7-inventory-management-benefits/) is that it allows you to immediately look up where each Chromebook is assigned, with the ability to assign maintenance or check-in/check-out requests on demand. Expectation management is critical to ensuring your students remain responsible and future students won’t lack the necessary resources. ### Unique Chromebook Device Serial Numbers A device serial number is the most significant way to track an item’s return or loss. However, that’s not the only way you can protect your student body. A robust inventory management system houses [security best practices](https://www.flexrentalsolutions.com/top-10-security-best-practices-in-flex/). Features like user/access restrictions and audit logs can help your team easily mitigate security risks.  ### Cloud-Based Asset Inventory Solutions “If you’re not using cloud-based software to store data and manage your equipment, it’s safe to say you’re behind the times. Today, everything seems to be stored in the cloud—and [for good reason](https://www.flexrentalsolutions.com/finding-a-cloud-based-rental-software-that-works/).” **Related: **[Top 7 Inventory Management Benefits](https://www.flexrentalsolutions.com/top-7-inventory-management-benefits/) With so many variables shifting on a dime, the benefits of [cloud-based asset management software](https://www.flexrentalsolutions.com/finding-a-cloud-based-rental-software-that-works/) make it easy to adapt as needed. No matter how many people help you manage your assets, every new update will be immediately visible to the whole team, whether it’s a new check-out or a maintenance task.  Cloud-based software ensures everyone can access and track where all of your Chromebooks are at all times. ### Frequently Asked Questions #### Can You Track a Chromebook? Absolutely. With Chromebook tracking software, you can efficiently track your assets. The proper software allows you to set up and streamline a barcode and a check-in/check-out system.  Your entire team can also monitor the Chromebook locations and determine maintenance requirements.  #### Can Schools Track Stolen Chromebooks? Yes, with the barcode/scanning system the software sets up, your school can track stolen Chromebooks.  Even better, the proper asset management technology adheres to [security best practices](https://www.flexrentalsolutions.com/top-10-security-best-practices-in-flex/). These practices allow your institution to proactively protect your Chromebooks from perpetrators attempting to access confidential information.  Security features include:  - User audit log - Password and security policies - Security groups and permissions #### How Do Schools Keep Track of Chromebooks? Schools that successfully track Chromebooks use software featuring speed, efficiency, and accuracy. Take [Quakertown Community School District](https://www.flexrentalsolutions.com/customer-spotlight-quakertown-community-school-district/), for example.  As the school faced a new normal due to the pandemic, its former asset management technology, Asset Panda, could not fulfill these new demands. It soon became an outdated repository. Switching to Flex Asset Solutions allowed them to scan student IDs, assign assets, and track service, maintenance, warranty, and insurance information—all while meeting the institution’s budget. ### Confidently Manage Your Chromebooks with Flex Asset Solutions Some students still study in person, while others opt for hybrid or remote models. Tracking Chromebooks is a tall order but one that Flex Asset Solutions can help you solve.  Go back to school confident, organized, and safe. [Book your demo today](https://www.flexrentalsolutions.com/flex-asset-solutions/). In the meantime, let these additional resources aid your asset management journey:  - Asset and Inventory Management Leader Seeks to Raise $100,000 for School Technology Resources in Underserved Communities - K-12 Education Asset Inventory Management Software - Customer Spotlight: Quakertown Community School District - 5 Ways Asset Tracking Software Will Benefit Your Business **Not sure if you’re ready for the school year? Reach out to Flex for a **[one-on-one consultation](https://www.flexrentalsolutions.com/flex-assets/schedule-demo/)**.**  ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Asset Management Industries, Flex Asset Solutions This website uses cookies to ensure you get the best experience on this website Got it! ## Church Asset Tracking: Benefits & Best Practices to Consider Source: https://www.flexrentalsolutions.com/track-assets-houses-of-worship/ ## Church Asset Tracking: Benefits & Best Practices to Consider - July 18, 2023 * A church should be a safe haven, and safe havens require order and structure. Visitors to your church are eager to relax, meet like-minded people, and enjoy peaceful prayer. Managing your church’s assets helps ensure your religious institution exudes competency and strength, driving a more positive experience for your congregation.  Churches today have to keep track of everything—from projectors to laptops and everything in between. With the aid of efficient, [cloud-based asset management software](https://www.flexrentalsolutions.com/church-asset-management/), you can easily track, update, and improve your church asset tracking.  Learn how software can help you efficiently track church assets to save time and money. ### Understanding Your Church’s Needs Every church has a thousand behind-the-scenes tasks to create a smooth and uplifting experience for its visitors. Asset management software tools can make day-to-day management a breeze.  The key to using asset management software correctly is identifying what you need to achieve and why. Whether you need to keep track of a hundred laptops or a dozen large display screens, church asset tracking software provides a user-friendly interface and an organized spreadsheet system so you can keep up with daily demands.  ### Questions to Consider To determine if you should invest in asset tracking software, consider the following questions: - Are you continually missing supplies or electronics? - What is the average number of losses per year? - What are the current shortcomings of your asset management system (too much paperwork, excess steps, etc.)? - What equipment often goes missing (tablets, cameras, etc.)? - Are you struggling to manage maintenance and assign deadlines? - Are visitors leaving because of disorganization? ### Tracking Your Information in One Place Asset management requires a lot of steps, such as invoicing, policy updates, and follow–up. The more working parts, the more things that can go wrong. The right asset-tracking software for a church is a one-stop shop for your daily asset management needs.  “If your church has more than one campus, organizing all your equipment and assets is even more complicated. As equipment is moved from one campus to another, items can sometimes be lost or damaged—or needed by two campuses at the same time.* *Adding more complexity, your house of worship may conduct daily outreach activities to the community—classes, charitable giving services, music practices, and much more. In that case, assets are at constant risk of loss or damage.” **Chris Stein, CEO of Flex Rental* [Asset inventory management software](https://www.flexrentalsolutions.com/flex-asset-solutions/) meticulously tracks your church’s assets, whether they’re on campus or around the city. With the aid of a simple scan or search, you can tap into any information related to an asset, allowing you to update as you go.  ### Managing Your Inventory Laptops and cameras can be helpful but expensive. Losing just one can set your church back hundreds of dollars. How do you organize down to the last detail? With the aid of tracking software, numbers, [barcodes](https://www.flexrentalsolutions.com/how-using-barcode-inventory-software-will-save-your-business/), locations, addresses, and individual contact details are kept in one place, updated on the fly, and accessible to the entire team.  Alongside laptops, this software can keep track of tablets, projectors, display screens, pamphlets, and books. There is no limit to the number of assets you can track. ### Setting Up Reminders People juggle a hundred obligations on any given day. How do you ensure they bring back church assets on time and undamaged? Scheduled reminders encourage accountability and increase the chances of your church assets being returned promptly. With asset tracking software for the church, you can assign maintenance tasks, such as laptop battery checks and equipment check-ins.  You can also narrow down the facility the item came from and the day it was checked out or repaired. Make sure to give people a reasonable amount of time to visit and answer common questions upfront so you can avoid confusion. ### Using Check In/Check Out Systems The most reliable way to ensure your church assets are returned is to have a check-in/check-out system to fall back on.  Church asset tracking determines who uses the check-in/check-out system, when, and for what asset. Most importantly, it conducts annual inventory reports so you can comply with local regulations and be consistent with previous years.  With tracking, you can ensure each asset is used and maintained properly to avoid damage claims. Staying on top of your asset management can create a domino effect that ensures your entire church runs smoothly. ### Asset Tracking Software Each camera, tablet, or projector goes on a journey once it’s in the hands of a borrower. Tracking software makes sure it never goes too far or never goes off the grid.  Asset tracking software allows you to look up the location of each asset and assign maintenance or check-in/check-out requests at will. Expectation management is key to ensuring your staff remains responsible so that future churchgoers won’t be left without the resources they need.  #### Why is church asset management important? Church asset management provides tools to help your church store real-time records of all hardware and software components.  This allows your team to:  - Gain full visibility, control, and flexibility over these assets. - Acquire real-time data to ensure you’re maximizing utilization—reducing operating costs and getting the best return on your investment. - Ensure all congregation members receive an organized and positive church experience. #### What are examples of church assets? Church assets vary depending on the needs of your congregation. But they generally include audio and video equipment—assets that help elevate the worship and community experience.  Examples include, but are not limited to:  - Laptops - Display screens - Cameras - Projectors #### How does church asset tracking work? Church asset tracking software offers a cloud-based system that allows you to track all of your video and audio assets in real time. From inventory scanning to log maintenance, the features provided by the software aim to make monitoring your assets much more accessible.  This data meets you where you are. No matter where life or business finds you, you can rest assured you’ll be able to access your asset data from your smartphone, tablet, laptop, or desktop computer.  ### Schedule Your Demo Today “If you’re not using cloud-based software to store data and manage your equipment, it’s safe to say you’re behind the times. Today, everything seems to be stored in the cloud—and for good reason.” Chris Stein, CEO of Flex Rental With so many shifting variables, the [benefits of inventory management software](https://www.flexrentalsolutions.com/top-7-inventory-management-benefits/) make it easy to update on a rolling basis. Every new detail will be seen across the board by all parties, whether it’s a new check out or a maintenance task. This ensures everyone has the peace of mind and ability to track where each asset is at all times. With Flex, you can manage your church—and all of its congregants and assets—with confidence. We’ll help you keep your assets safe and organized so you can get back to the bigger tasks at hand.  Schedule a [demo with Flex](https://www.flexrentalsolutions.com/request-demo/) today. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Asset Management Industries, Flex Asset Solutions This website uses cookies to ensure you get the best experience on this website Got it! ## What Is Asset Tracking & How Does it Work? Source: https://www.flexrentalsolutions.com/what-is-asset-tracking-how-does-it-work/ ## What Is Asset Tracking & How Does it Work? - January 19, 2022 **95% of all businesses in the US are hurt by employee theft. Make sure yours isn’t one of them with an extended 6 month free trial of Flex Asset Solutions. [Click here to get started.](https://www.flexrentalsolutions.com/flex-asset-solutions/schedule-demo/)** A company’s physical assets are on the move every day. A single asset can change hands and ownership several times in just a few weeks or months. If an established asset tracking system isn’t in place, those items can easily get lost in the shuffle. And sometimes, assets are not innocently lost-workplace theft accounts for roughly [$50 billion of loss](https://leftronic.com/blog/employee-theft-statistics/) for U.S. employers. If you want to ensure your company can keep track of its assets at all times, it’s time to [invest in asset tracking](https://www.flexrentalsolutions.com/flex-asset-solutions/). So first, let’s dive into what asset tracking is. ### What Is Asset Tracking? At its core, asset tracking is the process of tracking the location of physical assets. In this case, a physical asset refers to a resource owned by the company that has tangible economic value (usually over $300). To give an example of asset tracking, think of how public libraries keep track of their books. Using barcode scanners and an online asset management system helps them keep tabs on who has their books, when their books are due, and what books they still have on the shelves. This is a basic form of asset tracking and illustrates how it can help businesses manage their assets. Now, let’s look at how asset tracking works on a larger scale. ### How Does Asset Tracking Work? Asset tracking is the product of several technologies working in unison to deliver detailed information about your assets. Let’s go over what those technologies are and what they do to make asset tracking function properly, and much more. #### Asset Management System An asset management system is a hub for all information related to the assets’ location, ownership, and well-being. Here, you create a record for each physical asset you wish to track. This record usually contains a serial number, description of the product, purchase date and price, warranty information, and a history of who was previously assigned the asset. ##### Serial Number The serial number allows for individual asset traceability and helps differentiate similar products from each other. For example, if a system tells you that you’re missing one laptop, that’s not particularly helpful. But if it says you’re missing laptop #00489, that’s much easier to search for. ##### Product Description The product description is a straightforward label of what the asset is. It could be as simple as “Macbook Air” or “Sony headphones.” The type of item you wish to track will vary depending on your organization. For example, educational institutions may wish to [keep track of Chromebooks, textbooks and other supplies](https://www.flexrentalsolutions.com/track-assigned-chromebooks/) owned by the school. ##### Assignment History Let’s say an asset is lost. How do you know who it was last assigned to? Where can you find their contact information? With an asset management system, you’ll know the answer to both questions for every asset you have. And you’ll have a detailed history of every person who has ever been assigned the asset in case you need it. #### Barcode Scanning All of the information previously mentioned can be captured by a single, efficient process: barcode scanning. Each physical asset will have a barcode to scan before assigning it. Additionally,  the individuals you are assigning the assets to should have an ID card or number. Using the barcode scanner to quickly scan both when making delivery ensures the asset is properly assigned to the right person in real-time. And this is just the tip of the iceberg.  Due dates, scheduled maintenance, warranties, depreciation, retirement, and much more can be easily tracked and managed using an asset management system. ### How Does Asset Tracking Benefit Businesses? The overall [benefit of asset tracking](https://www.flexrentalsolutions.com/5-ways-asset-tracking-will-benefit-your-business/) is to reduce the time and money a company spends on asset management. However, additional benefits can arise from utilizing this technology, including: - Minimal asset losses. By tracking who has your assets, the borrowers have measurable accountability for those assets. This can result in fewer instances of lost, stolen, or damaged assets. - More efficient and productive employees. Asset management shouldn’t consume all of your time. Thanks to asset tracking’s cloud software, you can easily access rich data from anywhere so you know exactly where all of your assets are. When you don’t have to spend so much time on individual assets. - Maximized utilization. Asset management can help you quickly, and easily, monitor the utilization of each and every asset. Readily see what is in use and what is on the shelf. Ensure you maximize the utilization and ROI of your asset investments. - Fewer unnecessary asset purchases. How many times have you purchased an asset that never gets used? That kind of error can cost you thousands of dollars. Asset tracking limits those errors by showing you what gets used and how often it’s rented. - Better flexibility to scale. No matter how many assets you need to track, the process will never change. So when your asset number fluctuates, you’re asset tracking system can grow and/or shrink accordingly. ### How Can You Be Sure You Need Asset Tracking? Every business investment should be worth your money. So how can you tell if asset tracking is the right move for your business? Asset tracking may be in your future if you’ve: - Purchased more assets to support your growing business - Noticed some assets have gone missing - You’ve purchased an asset only to realize you didn’t need it If any of these describe your current asset management situation, we strongly recommend investing in asset tracking. ### Up Your Asset Tracking IQ Are you ready to better manage your physical assets? Then it’s time to invest in an asset management system that saves you time and makes it easier to assign your assets which ensures accountability while minimizing losses [Flex Asset Solutions is easy to use and quick](https://www.flexrentalsolutions.com/flex-gts/industries/local-business-asset-management/) to get started with. We can have you up and running in hour hours or days instead of weeks or months. And there’s never been a better time to get started with free setup and an extended 3 month trial period. So what are you waiting for? We invite you to be the next to enjoy the benefits of all Flex Asset Solutions has to offer. Ready to see what we can do for your business? ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Flex Asset Solutions This website uses cookies to ensure you get the best experience on this website Got it! ## RFID vs GPS Tracking: Which Is Better For Asset Tracking? Source: https://www.flexrentalsolutions.com/rfid-vs-gps-tracking-which-is-better-for-asset-tracking/ ## RFID vs GPS Tracking: Which Is Better For Asset Tracking? - January 13, 2022 RFID and GPS are both tools businesses can use to track and identify their assets’ current whereabouts. However, there are several differences between these two processes. But before we get into the details of RFID vs GPS tracking, let’s first define how each of these processes works. #### What Is RFID? [Radio-frequency identification (RFID)](https://www.flexrentalsolutions.com/flex-rfid-tracking-software/) uses radio waves and signals to exchange information about an asset. There are two required components necessary: a reader and a tag (also called a chip). - Reader: The reader is a scanning device that activates the tag/chip. Once activating the tag, the reader can gather unique information about the attached asset, identify it, and upload that information into a centralized asset tracking database. - Tag/Chip: The tag/chip has a circuit and antenna that transmits an asset’s unique information to the reader. Each tag is coded with unique information prior to being attached to the asset. RFID is a “passive” tracking method, meaning it only transmits information when the tag is activated by the reader. #### What Is GPS? Global Positioning System (GPS) uses satellites and GPS trackers to determine an asset’s approximate location.  - Satellites: Satellites orbit the planet approximately twice each day and transmit a unique signal that GPS trackers can receive. - GPS Tracker: A GPS tracker will scan and receive signals from several satellites to triangulate an approximate location. GPS is an “active-tracker” method, meaning you can check where an asset is at any moment.  ### RFID vs GPS Tracking: How Do They Compare? As you can probably tell, GPS and RFID asset tracking methods are wildly unique from one another, using two completely different sets of technology. As such, each method has its own advantages and disadvantages, so let’s quickly address what those are for RFID vs GPS: #### RFID Pros - Long-lasting: RFID tags have a longer battery life since they’re part of a passive tracking system—the tag only has to power on when it is activated by a reader. - No need for line of sight: For most other readers and scanners, there needs to be a clear line of sight between the reader and the tag. Since RFID deals with radio waves, that’s a non-issue. You can easily scan the vicinity of the tagged asset to gather its information. - Quick response: The moment an RFID tag is read, it uploads information to your database—without any delay. #### #### RFID Cons - Susceptible to security breaches: RFID tags usually do not have any security measures built into them. As such, there is a risk of personal information being taken from those chips. - Radio interference: Your reader may have trouble scanning an asset if there is a lot of radio interference while scanning the tag. This can lead to inaccurate or incomplete readings. #### #### #### GPS Pros - Around-the-clock tracking: GPS trackers are always transmitting their location. As such, they are incredibly simple to track. Just look at your database to get its real-time whereabouts. - Reduced risk of theft: Since a GPS device’s location is always in your database, you can immediately be notified if an asset moves outside of its designated location or route. - Highly accurate location: GPS asset trackers can be incredibly precise, often narrowing asset location down to a 7-meter diameter accuracy. #### #### GPS Cons - Lower battery life: Constantly sending out data has its downsides—GPS trackers lose battery life much faster because they are constantly powered on. While you can easily replace or recharge the battery, there is a risk of the battery dying. If that happens, you can no longer track the asset. - Clear skies required: GPS trackers technically do not need line-of-sight contact with satellites. However, there must be minimal obstructions between the tracker and the satellite for you to pinpoint the asset. ### ### How Can I Know Which Is Better for My Business? Like most decisions, the right asset tracking service for your company is the one that best fits your needs. Here are some scenarios to consider: - Where are your assets going? Are they leaving your organization’s building often? Are they associated with a job or location when they leave? If so, RFID should work just fine. If you don’t know where they are heading or when they will be back you may want to consider GPS. - Are there checkpoints in your asset delivery? Checkpoints are funnels all of your assets will pass through, like a checkout desk or a receiving center. If a checkpoint is a part of your asset delivery system, RFID is probably sufficient. Otherwise, you may need GPS to keep track of your assets. - Is theft a large issue for your assets? If an asset is truly irreplaceable, you may wish to use GPS to keep tabs on it at all times. (This is not to say that RFID has no anti-theft protocols, GPS simply has a more constant tracking mechanism.) Otherwise, RFID is probably your best bet. ### ### Find the Right Asset Tracker for Your Organization Whether your organization lends out assets to staff or to customers, you need to employ some kind of asset tracking management system. GPS can work perfectly fine, but it can be quite expensive if you have a lot of assets to track, and it may be unnecessary if those assets aren’t traveling very far. In this case, RFID tracking is the best option. We hope you consider how Flex Asset Solutions’ [RFID tracking software](https://www.flexrentalsolutions.com/flex-rfid-tracking-software/) can help you take better care of your assets. Our RFID service is bundled with our regular asset solution to offer complete control and security over your physical assets. [Start a live demo today](https://www.flexrentalsolutions.com/request-demo/) and see how you can better protect your asset inventory. ### Ready to see what Flex Rental Solutions can do for your business? [Learn More About Flex Rental Solutions](https://www.flexrentalsolutions.com/flex-rental-solutions/) ### Or book your demo now! Schedule a live demo with a member of our team to see Flex in action and learn more! [Schedule your demo now](https://www.flexrentalsolutions.com/request-demo/) - Posted in Flex Asset Solutions This website uses cookies to ensure you get the best experience on this website Got it!