Party rental management software
One dashboard for inventory, deliveries, waivers, and payments.
Gear is the operations layer for party rental companies that have outgrown spreadsheets, group texts, and a calendar pinned to the wall. Inventory and rental orders are first-class objects. Delivery routes, customer records, and payments tie back to them. No monthly fee — 5% transaction fee on online rentals.
- Serialised + bulk inventory in one model
- Customers, rental orders, and deliveries linked end-to-end
- Stripe Connect deposits + balance payments, automated reminders
Owner cost
$0
No monthly fee, no per-seat licence, no setup invoice.
Transaction fee
5%
On paid online rentals only. Manual rentals are free.
Inventory model
Serial + bulk
High-value units tracked by serial; tables and chairs by quantity.
Inventory built around how the trucks actually leave.
Most rental software treats every item the same way. Gear doesn’t. High-value units — bouncers, slides, generators — are tracked by serial number with condition lifecycle and per-unit pricing tiers. Bulk inventory — tables, chairs, linens, plates — is tracked by quantity available. Party packages bundle the two together at a discounted price.
- Serialised lifecycle: new → excellent → good → fair → needs repair → retired
- Bulk inventory with quantity-on-hand and quantity-out tracking
- Party packages combine serialised + bulk items at a package price
- Inspection records and damage claims tie back to specific units
- Maintenance work orders schedule and track repairs
Deliveries that don’t require a separate spreadsheet.
Delivery zones (zip-code or radius), fleet vehicles, and staff drivers are all part of the data model. Rental orders create delivery and pickup stops, group into routes, and feed into a route view your drivers can pull up on their phones. No copy-paste from one tool to another.
Customer records that survive the rental.
Every customer record carries their full booking history, signed waivers, addresses, and payment methods on file. Repeat customers can book in minutes. Damage claims are linked to the unit, the rental order, and the customer — so the conversation about the missing chair has receipts.
Frequently asked
- Can I run multiple locations from one Gear account?
- Yes. A single tenant supports multiple physical locations — each with its own delivery zones, vehicles, and staff. Inventory can be assigned per-location or shared across the business.
- How does the deposit + balance flow work?
- You configure the deposit (fixed amount or percentage) at booking and the balance is due before delivery. Stripe collects both via the customer’s saved card. Automated emails go out as each payment is due.
- Can my staff have role-based access?
- Yes. Tenant staff can be granted scoped roles — office, dispatcher, driver, accounting, owner — with the dashboard surfaces gated to their role.
Ready to get started?
No contract, no setup fee, no monthly invoice. The 5% platform fee on online bookings is the only money we’ll ever see — and only when a customer books.