Software for event rental business owners
Venue access and crew availability shape an event rental quote as much as the equipment list. Microtra brings the commercial work together: client contacts, estimates, job notes, scheduled work and invoices. Use your rental system or equipment register to confirm what can leave the warehouse and when it must return.
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The everyday details
A venue may permit unloading before guests arrive but require removal after the production team finishes. Record load-in, installation and strike arrangements separately from the event itself, including who will unlock the loading dock.
A production agency can approve the quote while a venue manager controls access and a planner requests changes. Establish who can authorize extra work and where the invoice belongs before the crew receives conflicting instructions.
Moving a lounge grouping across a ballroom or adding staging panels can affect installation time, carrying distance and collection work. Review revised quantities and service scope together rather than assuming the original delivery charge covers every change.
Cases may come back while an approved extra installation charge still needs invoicing. Your warehouse inspection and count settle what returned; your business records settle what was supplied, billed and paid. Both need an owner.
How Microtra helps
Use the tools that fit your day, with your records ready on your phone or on the web.
Store client contact details, billing preferences and multiple sites. Add notes distinguishing the agency buyer, venue contact and person authorized to approve a revised scope, with estimates and invoice history available beside the client.
Explore this featureBuild estimate lines for the equipment quantities you have checked separately, transportation, installation and strike labor. Describe units such as chairs, staging panels or service hours clearly. Use progress invoices from the estimate when the client has agreed payment stages.
Explore this featureUse job tasks and notes for dock access, lift restrictions, venue protection and the approved handover contact. Add appointments linked to the job and assign staff for the work you have arranged. Confirm equipment allocation through your rental process before promising the supply.
Explore this featureRecord time against the job for warehouse preparation, setup, waiting and strike. Review the entries when assessing how much work the accepted scope required. A fixed service charge can still be compared with the crew time it consumed.
Explore this featureEnter business expenses for rented transport, outside crew, replacement packing materials and equipment rented from another supplier. Attach receipt photos and review billable client costs before preparing the final invoice.
Explore this featureA day in the life
Ask the producer about the equipment list, audience layout and access windows. Verify supply and turnaround in your separate rental records, then price the goods and the services your business can undertake.
Discuss substitutions and installation changes with the authorized buyer. Update the estimate to reflect the accepted quantities, units and labor, and keep the approval context in the client and job notes.
Create the agreed work appointments, assign staff and list the access tasks. Give the crew a clear contact and scope while your warehouse process handles picking, equipment allocation and loading checks.
After your team completes collection and inspection, review labor, expenses and authorized additions. Share the invoice PDF through your device and record payments received through your existing method. Keep any unresolved collection task open in your own return procedure.
Your words
Choose Other when you set up Microtra and these are the labels you start with. Change them, and the tools you use, any time in Modules & terms.
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Compare plansA few useful answers
Microtra does not provide rental availability, asset reservations or automatic return handling. Confirm equipment commitments, turnaround and maintenance holds in a separate rental process. Microtra supports the estimates, jobs, time, expenses and invoices around that work.
Add appointments linked to the job and assign the staff involved. Enter the agreed working windows and venue instructions yourself. Those appointments describe planned work; they do not allocate the rental items required for it.
Keep the buying client's billing details with the commercial documents and put the venue representative's role in your notes. Verify changes directly with the authorized buyer rather than treating every request from the site as approval to charge more.
No. Arrange vehicles, load order, driver instructions and delivery routes through your own dispatch procedure. Job appointments and tasks can hold the agreed work details, but Microtra does not provide a rental dispatch system.
Select Other for Job and Client terminology. Schedule and time entries start enabled; linked records and stock start off. Enable any additional modules you need in Modules & terms. General stock tracking does not reserve equipment against future event dates.
Keep exploring
Keep catering orders, client details, supply stock and invoices together. Microtra organizes the business agreement behind menus and event service.
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Explore industry guideChoose software for a one-person business by testing quotes, invoices, schedules, client records and exports against the way you actually work.
Read the guideSoftware for small business
You do the work. Microtra gives you the software to run the business. Start your 14-day free trial. No card needed.
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