If you’re running a growing AV rental, production, or live event business, there’s a good chance your current rental software isn’t keeping up. What started as a “good enough” solution is now causing as many problems as it solves.
Here are the top 6 signs you’ve officially outgrown your rental management system and what to look for in a smarter solution.
1. You’re Relying on Spreadsheets to Fill the Gaps
If you’re using Excel to track what your software should be handling—like gear status, crew assignments, or last-minute changes—it’s time to upgrade. Manual workarounds increase the chance of errors and waste valuable time.
With Flex: Live inventory tracking, real-time availability, and seamless updates mean less guesswork, more control.
2. You’re Still Manually Creating Quotes & Invoices
Quoting shouldn’t take 45 minutes and a calculator. If your team is still building quotes and invoices by hand or in outdated templates, you’re losing both time and accuracy.
With Flex: Fast, customizable quoting and invoicing tools reduce errors and let you send polished, professional docs in minutes.
3. Your System Doesn’t Support Real-Time Inventory Visibility
Overbooked gear? Scrambling to track down items? If you’re unsure of what’s available right now, your system is working against you.
With Flex: RFID and barcode scanning give you instant visibility—so you know what’s on the truck, on the shelf, or in repair.
4. There’s No Integrated Crew Scheduling
Your gear and your people go hand in hand. If your platform doesn’t help you manage labor assignments, availability, and roles, you’re juggling too many systems.
With Flex StaffingPlus: Crew scheduling lives in the same platform as your inventory, so your ops and labor plans are always aligned.
5. You Can’t Trust the Data in Front of You
If your current software lags, crashes, or gives inconsistent results, it’s not just annoying, it’s dangerous to your bottom line.
With Flex: What you see is what’s real. No delays, no syncing issues, no wondering if the data is up to date.
6. You’re Thinking About Switching…Constantly
If you’ve searched “best event rental software” more than once this month… you already know.
Flex was built by live event pros for live event pros. Whether you’re scaling up, running complex productions, or just tired of outdated systems, Flex is the platform that grows with you.
“After years of using almost every other RMS out there, I’ve fully converted to Flex and have no plans of ever looking back.”
– Chris Bauman, Felix Lighting
Don’t Wait Until Your Software Breaks
Your business is evolving. Your software should, too. Flex Rental Solutions offers everything modern event professionals need to manage quotes, gear, crews, payments, and inventory—all in one streamlined platform.
- Built-in crew scheduling
- Real-time inventory tracking
- Integrated quoting, invoicing & payments
- Built-in crew scheduling
- Fast onboarding with real human support
