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Rental HQ
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The Rental HQ mascot in a hoodie, sitting on a flight case with a mug, at a festival site at sunset

Rental management,
reimagined.

Manage jobs, inventory, people and documents, all in one place.

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  • No credit card required
  • Set up in minutes
  • Built for the events industry
All-in-one platform

Everything you need to run your rental business.

From the first quote to the final load-out, Rental HQ keeps your team, stock, jobs and paperwork in step.

Jobs and quotes

Every job from enquiry to invoiced. Charge a day and a half, and see what you make.

Inventory

Know what you have, where it is and when it is free. Print a label for any unit, shelf or case.

Calendar

A clear view of what is out, what is in and what is coming up.

Deployments

Kit held once on the vehicle for a whole run, and each stop charged for what it uses. How it works

Contacts

Clients, suppliers, venues and crew, with the notes that matter pinned to their jobs.

Files

Riders, plots, specs and photos, kept with the right job.

Reports

Money in, what is coming and who it comes from.

Blueprints

Save the kit you send again and again, and add it to a job in one go, with what is free checked first.

Delivery

Shipments with tracking, and Mark delivered with photos or a signature as proof, emailed to your client.

The Rental HQ dashboard in dark mode: today's jobs going out and coming back, the next seven days of work, next actions and what needs attention The Rental HQ dashboard in light mode: today's jobs going out and coming back, the next seven days of work, next actions and what needs attention
The availability engine

Know what’s free before you say yes.

Pick your dates and see every product, how many are free each day and which jobs hold the rest. Count quotes as taken if you like, and an overbooked day shows in red.

How availability works
The availability grid: products down the side, the next two weeks across the top, and how many of each are free every day
The Rental HQ iPhone app showing the list of jobs, each with its dates and status
The Rental HQ Android app showing the same list of jobs
On the go

Your business.
In your pocket.

Keep things moving wherever the job takes you. Jobs, tasks, scanning, checklists and the job chat on your phone, on site or in the warehouse, and the whole of Rental HQ on the Mac.

iPhone and iPadDownload on the App Store Android appGet it on Google Play Mac appDownload

Or use Rental HQ in any browser at my.rentalhq.app.

Warehouse and scanning

Scan it out.
Scan it back.

Smart Scan knows what each scan means, so nobody picks a mode first. The whole job, from a phone in the warehouse.

  1. Prep

    Scan each item as it is made ready and pack it into its case as you go. The job counts down what is left.

  2. Dispatch

    Scan each case onto the van. When the last one is on, the job goes out by itself.

  3. Return

    Scan the kit as it comes home and it is checked back in against the job.

Smart Scan in the help centre
Smart Scan on a phone during prep: the item just scanned, the case it was packed into and how many of the job's items are ready
New: the Tasks add-on

Nothing falls through the gaps
before a show.

The warehouse, the crew and the office, on one list. Every task on every job, project and list in one place, so everyone can see what is late, what is due today and what is coming up, and the routine ones tick themselves as the work is done.

Quick add, for example: typing “Check the radio mics tomorrow 9am @warehouse #1042” adds the task Check the radio mics, due tomorrow at 09:00, for the warehouse, on job RHQ-2026-1042 Harbourside Festival.

Type it as you would say it. Rental HQ reads the day, the time, the person or role and the job, and shows you what it read before anything is added.

The Tasks board on the web: To do, In hand and Done, with each task's job, who it is for and when it is due, and tasks that ticked themselves when the quote was approved and the deposit came in
My day in the Rental HQ iPhone app: two tasks late and three due today, one of them ticking itself when the RAMS are approved, and a repeating van check

  • Tasks that tick themselves

    Less chasing. Set a task to tick itself and it closes the moment the work happens in Rental HQ.

    • when the quote is sent
    • when a payment comes in
    • when the hire agreement is signed
    • when the invoice is paid

  • Job checklists from templates

    Save what a festival or a conference always needs. Each task is due a number of days from the job’s dates, so it moves when the job does, and a template can add itself when a quote is sent or a job is confirmed.

  • Repeating tasks

    Every few days, weeks or months, or on the days you choose. Type “every Monday” and the van check is never forgotten.

  • Your own inbox

    A task with no job is yours alone, unless you give it to someone. Your own to-dos sit beside the company’s.

  • My day

    Late, today and coming up, first thing. On your phone, later and undated tasks too.

  • Wherever the work is

    On the web and the Mac, with the board, the list and My day, and in a Tasks tab of its own on iPhone and Android.

    The Tasks board in the Rental HQ Mac app, with quick add above To do, In hand and Done
Tasks, an add-on
£29+ VAT a month
on Rental HQ
  • Free for at least 30 days
  • Never charged unless you choose to keep it
  • For everyone in your company

Every new account has Tasks in its free trial. If your company already pays, it switches on by itself, free until your next billing date at least 30 days on. To keep it, tick Tasks in Settings, under Plan and billing: the Keep Tasks button on the trial banner takes you there.

Start free trial Tasks in the help centre See pricing
Secure and reliable

Your data, your business, in safe hands.

Your data is encrypted, backed up every day and hosted in London, so you can get on with the work.

  • Every company's data is kept apart by row-level security in the database itself
  • Encrypted in transit and at rest
  • Daily backups, with recovery to any second of the last 7 days
  • Stored and hosted in the UK, in London
See live service status
Connect your tools

Works with the tools you already use.

The API and MCP server are included with Rental HQ. Connect any AI assistant that speaks MCP, and it can read your jobs, availability and catalogue.

  • A REST API for your own systems: read your catalogue, availability and jobs, and create or update opportunities
  • An MCP server for AI assistants, which can read but never change anything
  • Invoices sent to your accounting software, with the client’s details kept in step
Developer docs Connect an assistant
The Rental HQ developer site, with the API guide and the section on connecting AI assistants
Coming from another system

You won’t be starting from scratch.

Bring your catalogue, stock and contacts across from a spreadsheet. Moving from an established rental platform? We may be able to bring your whole history too: jobs and their kit lists, venues and projects.

Bringing your data across
Simple pricing

Plans that grow with you.

One flat price for unlimited users. Add only the modules you need, and more storage when you want it. Every account starts with a 30 day free trial with every module switched on, Tasks included, and no card.

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Rental HQ
Everything to run your hire business
£79*+ VAT
per month, for the whole company
  • Unlimited users
  • Unlimited products & assets
  • Opportunities, quotes & invoices
  • Availability engine & scheduling
  • Barcode scanning, label printing & the iPhone, Android and Mac apps
  • Job chats and team rooms
  • AI-assisted data entry
  • Custom fields
  • Partner network: cross-hire & shared stock
  • Accounting sync
  • Files, with 5 GB of storage included
  • Open API and MCP server for AI assistants
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Add-ons
Switch on the modules you need
TasksMy day, quick add, repeating tasks & tasks that tick themselves. Free to try for at least 30 days+£29/mo
TeamCrew scheduling, call sheets & availability+£29/mo
H&S / CompliancePAT testing, inspections & maintenance+£19/mo
ShowroomPublic hire storefront+£19/mo
RF IQFrequency planningFree in beta
Something bigger?
Several sites, or something particular in mind

Tell us how you work and we will talk it through with you.

Contact us

All prices exclude VAT, which is added at the standard rate when you pay. Plans are monthly, and you can cancel any time.
* Introductory pricing. These are our launch prices whilst rolling out, and may be subject to review at some point in the future.

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Join rental companies
moving events forward.

Set up in minutes. No credit card required.

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