CRM and business software · Hospitality & Events
CRM for Party Rental Companies
Item lists, delivery, setup and pickup in one system — every order with its tents, tables and chairs, its site notes and its signed rental agreement.
Free forever for up to 3 users. Paid plans from $199 a month.
What goes wrong, and what we do about it
A party rental order is a list and three trips: deliver, set up, pick up. The list changes until the last days — more chairs, a bigger tent, a dance floor added — and every weekend in the season the trucks leave with a dozen of these at once. The losses are quiet ones: a pickup nobody scheduled, linens that came back short, a tent staked on the lawn when the client wanted it on the patio.
The problem
The client adds chairs and swaps the tent size, and the crew loads from the old list.
In Kompot.ai
The item list is an estimate built from your price list. Each change is a revised estimate the client approves online, and the approved one becomes the invoice. The delivery job has the current list attached, so the truck is loaded from the version that was agreed.
The problem
A Sunday pickup is forgotten because only the delivery was put on the schedule.
In Kompot.ai
Create delivery, setup and pickup as separate jobs, each with its own type, time window and crew. All of them sit on the shared calendar and on the job board by stage, so a pickup with no crew assigned is visible well before the weekend.
The problem
The crew arrives with tent stakes and finds the site is a paved courtyard.
In Kompot.ai
Site notes — grass or pavement, gate width, stairs, where the power is, who meets the truck — are fields on the customer and notes in the job, with the client's photos of the site attached. The crew lead reads them on a phone while loading.
The problem
Chairs come back short and a tent wall is torn, and there is no proof of how it all went out.
In Kompot.ai
The crew photographs the setup at delivery and the items at pickup and adds the photos to the job. The rental agreement with its damage terms is e-signed before delivery, and a charge for missing items goes out as an invoice with a payment link.
The problem
A deposit holds the date, but the balance is still unpaid when the truck is being loaded.
In Kompot.ai
The deposit and the balance are separate invoices, and each has a due date and a payment link of its own. A scheduled workflow reminds the client before the event, and dispatch sees the overdue flag before the delivery job goes out.
How one order runs
From a quote request to the pickup after the party
The client asks for a quote
A call or a website chat message creates the contact. You note the event date, the address, the guest count and what they need: tent, tables, chairs, linens, dance floor.
Quote, agreement, deposit
Send the item list as an estimate with delivery and setup fees. The client approves it, signs the rental agreement electronically and pays the deposit invoice through its link.
Delivery and setup
The delivery job carries the address, the time window, the crew and the site notes. The crew sets up, photographs the result and marks the job done.
Pickup and final invoice
A separate pickup job brings the crew back. They count and photograph what returns, and the balance or any charge for missing items is paid online.
What you keep on record
- Event site
- Address, surface, access, power, gate width and the on-site contact, as fields on the customer and notes in the job.
- Order item lists
- Each order's tents, tables, chairs, linens and extras as an estimate, with every approved revision kept.
- Rental agreements
- The e-signed agreement with the rental period and damage terms, with its audit trail, on the customer's record.
- Rental price list
- Tents by size, tables, chairs, linens, dance floor, inflatables, delivery, setup and takedown fees.
Digital employees · Full Service plan
Where an AI employee steps in for Party Rental Companies
The moment
A parent messages on Saturday asking for a bounce house and tables for a birthday next month.
The AI employee asks for the date, address, surface and guest count, answers from your knowledge base about sizes, power and delivery areas, creates the contact and opens an opportunity. It says the office will confirm that the items are free on that date.
The moment
A client calls on the morning of the event: the delivery crew has not arrived yet.
The voice agent takes the client's name and address and transfers the call to dispatch. If nobody picks up, the summary is saved and a workflow notifies the dispatcher at once, so the client gets a call back from someone who has spoken to the crew.
The moment
A client writes on WhatsApp the day after the party asking when the tent will be taken down.
The AI employee looks up the client's pickup job and replies with its time window. If the client needs the tent gone earlier, it creates a task for dispatch and says the office will confirm the new time.
Questions owners ask
- Does it check whether a tent or chairs are free on a given date?
- No. Kompot.ai does not count your rental stock or block items by date. You see each date's orders on the calendar and their item lists in the estimates, and you decide whether a new order fits. Availability checking needs a separate tool.
- Can delivery, setup and pickup be scheduled as separate visits?
- Yes. Each is its own job with a type, time window, address and crew, tied to the same customer. They show on the shared calendar and the job board, and the crew updates the stage from a phone.
- How do clients sign the rental agreement and damage terms?
- You keep the agreement as a template with merge fields for the client, the dates and the address. It is sent by email or link, signed on the client's device, and stored as a PDF with an audit trail before the truck leaves.
- How do I charge for damaged or missing items after pickup?
- Add the items from your price list to a new invoice and send it with a payment link. The pickup photos on the job and the signed agreement on the customer's record are there to support the charge if the client questions it.
What it costs
Free for up to 3 users, with every feature: bring your own AI. $199 a month adds our built-in AI and moving your data over. $499 a month: we set everything up and support it every month.
Related industries
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