Free AV equipment rental software
RentalPro is free rental management software for AV and production hire. Track speakers, lighting, screens, rigging and cables to the unit, record what comes back after each show, charge replacement cost for broken or missing kit, and invoice day-rate hire for exactly the days each piece was out — free, with no card.
Free to use · No credit card · Works on your phone
Where AV hire goes wrong
Expensive kit and cheap kit, one load-out
A projector costs more than your whole box of cables, but both go on the same truck and both have to be counted back in. It is the small items — mics, stands, DMX leads — that quietly go missing.
Shows end at night, kit returns later
A conference wraps on Friday; half the kit is back on Monday and the rest after a second venue. Each return has its own date, and hire should stop for each piece when it comes back.
Damage disputes on high-value kit
When a projector comes back faulty you need the return date and the replacement cost on record, not an email chain.
Different rates for different kit
A mic is hired by the day and a rig by the week. You need a rate per item and a minimum hire so a short job is never undercharged.
What you get — free
Stock per item
Owned, out and available for every speaker, light, screen and cable, with a low-stock warning at the level you set.
Day or weekly rates
Price each item per day, week or month, with a minimum hire period. Choose whether the return day counts as a day of hire.
Draft orders for upcoming shows
Build the kit list for a show ahead of time as a draft order. It only counts as out when the kit leaves the warehouse.
Returns in batches
Record kit as it comes back, from one venue or several. Each batch is billed from the day it went out to the day it came back.
Damage and loss with replacement cost
Mark kit broken or lost at return, with replacement cost pre-filled from the item. Written-off kit leaves your available stock.
Labour, delivery and collection lines
Delivery, collection and labour (setup, dismantling, waiting time) are separate lines on the invoice.
Overdue list
Set an expected return date and late kit appears on your dashboard with the customer and their phone number.
Invoices with your tax
VAT, GST or sales tax with your registration number, ready to print or save as a PDF.
Worked example: four projectors for a conference
A conference hires four 5000-lumen projectors from 2 September at £75.00 per projector per day. Three come back on 4 September when the event ends, and one is kept for a follow-up session until 9 September. The return day counts as a day of hire, and each batch pays for its own time:
| Projectors | Days out | Charge |
|---|---|---|
| 3 returned 04 Sept 2026 | 3 | £675.00 |
| 1 kept until 09 Sept 2026 | 8 | £600.00 |
| Hire charge | £1,275.00 | |
| VAT (20%) | £255.00 | |
| Total | £1,530.00 | |
Try your own day rates in the free rental cost calculator — no signup — or let RentalPro do this for every order automatically.
Start with an AV & Production catalog
While your catalog is empty, choose “Use a template” on the Items screen and pick AV & Production. These items load in with rough rates and replacement costs for you to rename and re-price.
Starter catalogs are offered by country: this one is available to accounts set up in the UK, Australia, India and Ireland. Anywhere else, add your own items.
- PA Speaker (12")
- Subwoofer (18")
- Mixing Desk (16ch)
- Wireless Microphone
- LED Par Can
- Moving Head Light
- Lighting Stand
- Projector (5000 lumen)
- Projection Screen (3m)
- LED Screen Panel
- Truss Section (3m)
- DMX Cable (10m)
Who it is for
- AV and event production companies
- Sound and lighting hire
- Projector and screen hire
- Conference and exhibition suppliers
- Staging and rigging hire
- Equipment rental houses
Versus a spreadsheet or a kit list
Counting kit back in
Spreadsheet or paperTick against a printed kit list
RentalProRecorded in batches against the show
Cables and small items
Spreadsheet or paperMissing until someone looks
RentalProCounted like everything else, with replacement cost
Damage on high-value kit
Spreadsheet or paperAn email chain
RentalProRecorded on the order with the date
Multi-venue and multi-day jobs
Spreadsheet or paperManual day-counting per item
RentalProEach batch billed for its own days
Invoices
Spreadsheet or paperRetyped for every job
RentalProGenerated from the order, with your tax
Cost
Spreadsheet or paperFree
RentalProFree
Frequently asked questions
Can I track microphones, cables and other small items?
Yes. Everything is tracked by type and quantity, so “DMX Cable (10m) × 50” is counted out and back in like any other item, and a missing cable can be charged at its replacement cost.
Does it handle day rates and weekly rates?
Yes. Each item has its own rate period — day, week or month — and you can set a minimum hire period so short jobs are never undercharged.
Can I track serial numbers?
Not at the moment. Kit is tracked by item type and quantity. If every unit needs its own record, bear that in mind.
What if kit comes back from different venues on different days?
Record each return when it happens. Every batch is billed from the day it went out to the day it came back.
Can I charge labour and delivery?
Yes. Delivery, collection and labour for setup and dismantling are separate lines on the order and the invoice.
Is it really free?
Yes. Sign in with Google and use the whole system — unlimited items, customers and orders — with no card and no trial countdown. Early users keep free access.
Also free: rental cost calculator · rental invoice generator · all of RentalPro
Run your hire business free
Track stock, bill returns by the days each unit was out, and send invoices — all in RentalPro, free to use.
Free to use · No credit card · Works on your phone