Everyone reads it in their own language
Chosen per person, not per company, so the office and the crew read the same job differently and neither is translating for the other.
How it works
One job, from the phone call to the paid invoice
Not a list of parts. This is the sequence a rental company already runs, with the screen that does each bit shown where it is actually used. Everything here is something the product does today.
First, the week a job really takes
01 — The phone rings
Can we do it, and what have we got?
“Are you free the first week of September, and do you have twelve wedges?”
Answering that means knowing what is already promised — not on the two days of the show, but across every day the gear is out of the building. Ask on any dates and the grid says what is free, what is committed elsewhere, and what is still out on a truck.
Hired-in kit is counted apart from your own, because a shortage you solved by sub-hiring last month is not the same fact as owning enough.
- Counted over
- prep → check-in, not the show
- Granularity
- products · kits & packs
- Kept apart
- owned · hired-in · spares
02 — The quote
Priced by how long it is out, not by hand
“What do we charge for three days, and did we remember the discount?”
Rate cards price by hire length, so a three-day booking is not simply three times a one-day one because somebody multiplied. Prep and strike days carry their own discount, which is where hand-built quotes usually leak money.
A revision supersedes the quote it replaces cleanly, so there is never an argument about which version was agreed.
- Priced by
- rate card, by hire length
- Revisions
- supersede, never overwrite
- Tax
- VAT per company
03 — They say yes
The customer accepts it themselves, and the job moves
“Have they come back to us yet?”
The quote goes as a coded link. Your customer opens it with no account, no password and no PDF, and answers on the spot — accept, decline, or ask for changes with a note saying what. They type their name against the decision, so there is a record of who agreed to what.
Accepting is not just a status. The job the quote was raised against moves on: the gear it lists is committed, the team is told, and nobody re-keys a thing into a project.
- Sent as
- coded link, no login
- They can
- accept · decline · ask for changes
- Mid-job changes
- raised as a change order
QUOTE Q-2026-0184Sent
Hua Hin Jazz Spring
Hire, 3-day rate$7,420.00
Crew, 4 × 3 days$2,220.00
Total inc. VAT$10,378.40
What happens on accept
Accepted→gear committed→team told→prep opens
04 — Prep
One bench, and it knows which job this is
“What still needs to go in the case?”
A job at a given stage has one thing that can be done to it, so the job decides the screen rather than you. Scan by QR, barcode or RFID with the phone already in your hand, or tick it off when the label has gone.
Anything flagged unsafe is refused at the bench rather than discovered on site, and a fault found while packing is reported from the same screen.
- Reads
- QR · barcode · RFID
- Hardware
- the phone in your hand
- Faults
- reported from the bench
05 — Short
Told while there is still time to do something
“We are two short — now what?”
The shortage announces itself the moment it exists, over the dates that matter, and offers every way out from where you are standing: hire it in, buy it, or take it off the job. Hired-in gear becomes a real unit with a real label, so it scans and counts like everything else.
The crew gap works the same way. Put the call on the board from the job that has it, see who answered, and book them straight on.
- Ways out
- sub-hire · purchase · change the job
- Crew gap
- posted from the job itself
- Hired kit
- scans like your own
06 — Out and back
A board that says who is driving what
“Has it left, and is the truck home?”
Runs out and back, your trucks and hired-in ones side by side, with the ones still missing a driver called out. A run is one truck, one leg, one direction — which is how a board stays readable on a day with six of them.
The driver gets a note with a code on it and no login at all: one scan logs the delivery, another logs the truck home and opens the check-in.
- A run is
- one truck · one leg · one direction
- Driver note
- coded link, no login
- Status
- derived from the scans
07 — Check-in
What came back, what didn't, and what is broken
“Is it all here, and can it go out again on Friday?”
Scanning back in is the same bench in the other direction. What is missing is missing against a job and a person, not against the whole warehouse in a month's time.
Damage is recorded where it is found. Gear goes off the road until it passes, and what the repair cost can be recovered from whoever broke it.
- Off the road
- until it passes
- Servicing
- own bench or sent out
- Damage
- charged back to the job
08 — The money
Invoiced from the job, and chased from one screen
“Who owes us, and for how long?”
The invoice is built from the job that was actually done, and goes out as a link the same way the quote did. What is paid, what is overdue and by how many days sits on one screen rather than in somebody's memory.
And afterwards: what each item earned against what it is worth, which is the number that decides what you buy next.
- Sent as
- coded link, no login
- Ledger
- overdue · disputed · days late
- After the job
- what each item earns
True at every step
More than one company, one login
Run several businesses and switch between them. Kit, jobs, customers and staff stay strictly separate.
Freelancers keep their own account
The people you book have their own board, jobs, calendar and invoices — free, and theirs rather than yours.
Leave, overtime and being out of pocket
Each one waiting on somebody to approve it, and each one visible to the person it belongs to.