5 steps to find the best event rental software

Identify Your Needs: List daily tasks that can be automated – like inventory management, bookings, payments, and customer communication. Look for must-have features such as real-time inventory tracking, integrated scheduling, and mobile access for staff.
Compare Options: Evaluate top tools like YoRent, Rentster, and Booqable. Decide between cloud-based solutions (lower upfront costs, remote access) or on-premise systems (better control, one-time fees). Check user reviews for real-world insights.
Check Compatibility: Ensure the software integrates with your current systems (e.g., payment processors, CRM, accounting tools). Look for API capabilities that simplify future integrations and support business growth.
Analyze Costs: Review pricing plans, hidden fees, and potential savings. For example, Rentster’s plans range from free to $99/month, depending on features and user limits. Calculate ROI based on time saved and increased revenue.
Test Before Buying: Schedule demos and trials. Run real-world scenarios like tracking inventory or processing payments. Get input from team members across departments to ensure the software meets everyone’s needs.

Quick Comparison

Software	Key Features	Best For	Starting Price
YoRent	Inventory, online booking, payments	Multi-location businesses	Custom pricing
Rentster	Digital contracts, automation	Equipment rentals	Free – $99/month
Booqable	Cloud-based inventory, booking	Small-medium businesses	Custom pricing
Point of Rental	Basic inventory, customer support	Small rental operations	Custom pricing
Perfect Venue	Centralized booking, branding tools	Event venues	$79/location/month

The right software can cut costs by 30%, boost efficiency by 25%, and increase revenue by 15%. Start with these steps to find the best fit for your business.

Booqable Review 2024: Best Event Rental Software to Scale Your Business

Step 1: List Your Business Requirements

Start by identifying your business’s specific needs. Documenting these early on can help you avoid expensive errors down the line.

Map Your Daily Tasks for Automation

Pinpoint tasks that take up too much time. Automating routine processes like inventory management, booking, payments, or customer communication can simplify your operations and free up resources for more strategic work.

Task Category	Common Pain Points	Automation Benefits
Inventory Management	Manual counting, lost items	Real-time tracking, automatic alerts
Booking Process	Double bookings, scheduling conflicts	Synchronized calendars, instant availability
Payment Handling	Late payments, manual invoicing	Automated billing, integrated payment processing
Customer Communication	Missed follow-ups, delayed responses	Automated confirmations, reminder systems

Pick Must-Have Software Features

While every business has unique needs, there are some features that are critical for most event rental operations:

Core Operations

Your software should cover all key functions. For example, RentKit found that one event rental business saw a 30% increase in bookings within a year after adopting a comprehensive rental software solution. Look for features like:

Real-time inventory tracking
Integrated booking and scheduling
Customizable invoicing
Digital contract management
Mobile access for on-the-go staff
Customer Experience

"Save time and resources. Help your team automate tedious tasks. Free up their time so they can focus on your clients." – Rentopian

Plan for Business Growth

Think ahead about your business’s growth. Companies using EventOffice software, for instance, report an average annual revenue of $300,000. To achieve similar results, make sure your software can scale with your business.

Key growth features to consider:

Multi-location inventory management
API capabilities for future integrations
Customizable reporting tools
Training resources for onboarding new staff
Flexible pricing plans

When assessing scalability, choose software that:

Lets you start small and expand functionality as needed
Supports multiple user roles and permissions
Integrates with tools like QuickBooks
Provides thorough training resources

Once your requirements are laid out, you can move on to comparing software options that align with your business goals.

Step 2: Compare Software Options

Once you’ve outlined your requirements, it’s time to evaluate the software solutions that match your needs.

Review Leading Software Tools

Start by comparing some of the top tools side by side to see how they stack up against each other.

Software	Key Features	Best For	Starting Price
YoRent	Inventory management, online booking, payment processing	Multi-location businesses	Custom pricing
Rentster	Digital contracts, smart-lock integration, automation	Equipment rental companies	Free – $99/month
Booqable	Cloud-based inventory tracking, online booking	Small to medium businesses	Custom pricing
Point of Rental Essentials	Basic inventory management, customer support	Small rental operations	Custom pricing
Perfect Venue	Centralized booking dashboard, branding tools	Event venues	$79/location/month

Cloud vs. On-Premise Solutions

Choosing between cloud-based and on-premise solutions depends on your priorities. Cloud options offer benefits like lower upfront costs, automatic updates, and remote access. On-premise systems, on the other hand, provide stronger data control, enhanced security, and a one-time licensing fee. Weigh these factors carefully to refine your choices.

Check Customer Reviews

User reviews are a goldmine for understanding how a tool performs in practice. Pay attention to:

Operational Impact

For example, iVvy users often highlight excellent customer support, while YoRent users mention a learning curve during initial setup.

Long-term Value

"User reviews significantly influence the selection of event rental software based on real experiences" – RentKit

Look for reviews that address specific aspects like:

Implementation process
Quality of customer support
Reliability of the system
How well features work
Integration with other tools

Industry-Specific Feedback

Some tools excel in niche areas. For instance, CaterSOFT has grown its focus on wedding catering, while Cvent is a go-to for managing large-scale conferences with advanced analytics.

Pro Tip: Build a comparison spreadsheet to keep track of your findings. Include criteria such as:

Ease of use
Quality of customer support
Integration options
Mobile compatibility
Price vs. features

This organized approach will help you narrow down your choices and create a final shortlist.

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Step 3: Check Software Compatibility

Once you’ve narrowed down your software choices, the next step is to ensure the solution works well with your current systems.

Test Current System Integration

Check how the software integrates with the tools you’re already using, such as:

Payment processing systems
Accounting software
Customer relationship management (CRM) platforms
Email marketing tools
Point of sale (POS) systems

Smooth integration helps keep your operations running efficiently and ensures data accuracy. For example, Rentster connects with payment processors and accounting platforms. Its Business plan ($59/month) includes standard API connections, while the Premium plan ($99/month) allows for custom APIs.

Evaluate API Capabilities

The software should offer APIs that make custom integrations easy. Here are some features to look for:

Feature	Importance
RESTful Design	Simplifies integration with modern web services
High-Quality Documentation	Speeds up developer implementation
Regular Updates	Shows active platform maintenance and support
Data Format Support	Ensures compatibility with your systems
Strong Security	Protects sensitive business and customer information

"Pulling data out of proprietary systems when the vendor is either unwilling or unable to assist (or no longer exists) is a challenge" – Joseph Dolivo, 4IR Solutions

After confirming the API capabilities meet your needs, check whether the software can grow alongside your business.

Confirm Growth Support

Make sure the software can handle your business’s future needs by reviewing these factors:

User Capacity: For example, Rentster’s Premium plan supports up to 100 users across 50 locations, making it a good option for growing companies.
Location Management: Check if the software can manage multiple venues or rental locations, as some platforms limit this based on pricing tiers.
Transaction Volume: Ensure there are no restrictions on bookings or inventory that could bottleneck your operations.

"When enterprises lack a thorough software compatibility strategy, they often find themselves being reactive to ‘keep things running’ rather than proactive and tackling these challenges before they arise" – Matthew Masarik, Control Software at Rockwell Automation business manager

Before testing integrations, back up your current system. Opt for solutions that use open industry standards to avoid vendor lock-in and keep your options flexible as your business expands.

Step 4: Compare Costs and Benefits

Once you’ve confirmed software compatibility, it’s time to evaluate the investment.

Review Price Plans

Event rental software often uses tiered pricing models. For example, Rentster offers three pricing options:

Plan	Monthly Cost	Users	Locations	Key Features
Free	$0	1	1	Basic rental management, 9% payment processing fee
Business	$59	Up to 10	Up to 5	Standard APIs, no processing fee
Premium	$99	Up to 100	Up to 50	Custom API integration, long-term rental options

When choosing a plan, focus on features that align with your operational needs. For instance, if you handle a large number of transactions, opting for a plan without processing fees could save you money in the long run, even if the monthly cost is higher.

Measure Cost Benefits

To calculate ROI, consider factors like time saved, fewer errors, and increased revenue. For example, InEvent users reported saving up to $100,000 over five years compared to similar platforms.

Look for Extra Costs

In addition to the base price, be mindful of potential hidden costs:

Cost Type	Description	Impact
Setup Fees	Initial configuration and data migration	Higher upfront investment
Training	Staff onboarding and education	Additional time investment
Integration	Connecting with existing systems	Potential developer costs
Support	Access to technical assistance	May require premium plans

Some providers may offer discounts for long-term commitments or bundled services. For example, while Rentster’s Business plan includes standard API connections, custom integrations are only available with the Premium plan, which is crucial if you require advanced features.

Step 5: Try Before Buying

Schedule Software Demos

Set up demos and trials to evaluate the software in real-world scenarios. Use examples from your daily operations to see how the software performs. Create a clear checklist to test essential features:

Feature Category	Test Scenarios
Inventory Management	Track items in real-time, prevent double-booking, trigger low-stock alerts
Online Booking	Check availability calendars, test reservation steps, review payment gateway functionality
Event Scheduling	Plan deliveries, assign staff tasks, test automated reminders
Financial Operations	Generate invoices, process payments, integrate with accounting software

"The key to a successful demo is to first understand the outcome that the client is trying to achieve – their goals, pain points, metrics of success." – Sally Baldauf, Global VP of Presales at Gong

Run through complete workflows, like a full rental process, to uncover any bottlenecks or limitations. Use these findings to gather actionable feedback for the next step.

Get Staff Input

After testing, involve your team to ensure the software fits all parts of your business. Bring together a group from different departments to evaluate specific needs:

Department	Focus Areas
Operations	Inventory tracking, scheduling effectiveness
Customer Service	User-friendly booking tools, client communication features
Finance	Payment handling, reporting options
IT	Integration with existing systems, technical compatibility

"Make sure you’re always communicating the ‘why’ of what you’re showing. You never want to assume your audience is connecting the dots of their issues to your solution on their own." – Dave Evatt, Senior Solutions Architect at Calendly

Encourage team members to document their experiences during the trial. A small pilot program can help identify potential problems and fine-tune the software before rolling it out across the company.

Conclusion: Making Your Final Choice

Once you’ve tested options and gathered feedback from your team, it’s time to settle on the event rental software that fits your current needs while allowing room for growth. For instance, Quest Events’ use of IntelliEvent Lightning highlights how proper training and support can significantly improve operations.

As you make your decision, keep these key areas in mind:

Priority Area	Key Considerations	Impact on Business
Scalability	Growth capacity, user limits, inventory expansion	Helps your business grow without needing new systems
Integration	API availability and compatibility	Simplifies workflows and reduces manual tasks
Support Quality	Training resources and technical assistance	Prevents disruptions and keeps operations smooth
Cost Structure	Transparent pricing, hidden fees, upgrade options	Ensures the solution remains financially manageable

The best software provides tools like real-time inventory tracking and integrated booking systems. For example, platforms like Rentopian show how tailored features can meet specific business needs while staying easy to use.

Look for solutions that offer advanced reporting, flexible payment options, mobile access, and automated workflows. These features ensure your software choice boosts efficiency and supports long-term growth.