Your data in its own database
Every organisation is stored in a separate database, not a shared table. Records from different organisations are never mixed.
Rental management for AV, events and equipment hire
Run every job from first enquiry to returned kit.
Quote, plan, scan out, check in and invoice — in one system, with each organisation kept in its own separate database.
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Why teams switch to BadgerRMS
Every point below is something the product does today.
A warehouse flow your crew already knows
Allocate, prepare, book out, check in and finalise — scan with a keyboard-wedge scanner or tick lines and apply an action.
Paperwork built for UK hire
VAT classes, GBP values, quotes, contracts and delivery notes — and an ATA Carnet general list that follows UK chamber rules.
Quotes customers can sign online
Send a link, get a signature with an audit record. No printing, scanning or chasing.
Open when you need it
A documented REST API (read-only or read and write keys) for your own tooling, plus Xero invoice push on your own Xero app.
Try it free, no card needed
Create your own organisation in a minute and use every feature for 14 days.
Everything included
91 features across projects, warehouse, equipment, people, finance and platform. All of them are in every trial.
Projects & scheduling
From first enquiry to returned kit, in one workspace.
- Item descriptions and warehouse notesAdd a description to any item on a job (printed for the client on quotes and invoices) and a separate warehouse note that only your team sees, in the order view and the warehouse view.
- Lost, dead and postponedClose off a draft or quote as lost or dead, or postpone an order until the dates are known. These no longer hold any stock, have their own tab on the jobs list, and can be reopened.
- Projects (groups of jobs)Group related jobs under one project, such as a festival or a tour, and see every job and the combined value in one place. Add a job to a project from its Actions menu.
- Agreed pricesSet one agreed price for a whole group or the whole job. Lines inside it show as included, and invoices and totals use the agreed figure.
- Direct costs and marginRecord what a job costs you (fuel, hotels, buy-ins) in cost groups. They join equipment, crew and sub-rental costs in the job's margin and are never shown to the client.
- Charge for lost or damaged kitFrom a job's Actions menu, charge the client for an item that was lost or damaged, at the replacement cost or a price you set. It goes on the next invoice.
- Favourites and saved viewsStar jobs and contacts for quick return, and save any filtered view of the jobs list under a name.
- Attach filesAttach contracts, riders and plans to a job (up to 20 MB each). Files are kept privately and only signed-in people can download them.
- Calendar feed (iCal)Subscribe to a private link in Google Calendar, Outlook or Apple Calendar to see your jobs. You can replace the link at any time.
- Draft, Quote, Order, CompletedEvery project moves through four stages with one-click convert buttons. Only orders appear in the warehouse, so a draft or quote has to be converted first.
- Clone a jobDuplicate a job as a new draft in one click. The copy is clearly marked (COPY badge, "Copy of" name and a banner linking to the original) and carries over the setup, lines, groups and deals, but nothing from the warehouse.
- Lock pricingFreeze agreed prices: quantities, prices and discounts can no longer change and lines can't be removed, while anything added later goes on at zero price.
- Plain project numbersProjects are numbered 1, 2, 3… separately inside each organisation, with no prefix.
- Edit job viewThe job page is just items and pricing. Everything else (details, schedule, crew, costs, documents, history) lives in a separate Edit job view you open on purpose.
- Drag to reorderDrag lines to reorder them or drop them into another group, or use Move up / Move down.
- Project workspaceGeneral, whole-job overview, time schedule, equipment, crew and transport, additional costs, financial, subrent, documents, communication and history log — one tab each.
- Planning groupsSplit a project into rooms, stages or areas and plan equipment into each.
- Discounts and dealsLine discounts, per-category deals and an overall project discount, with VAT recalculated automatically.
- Project templatesStart blank or from a configured project type.
- Job plannerEvery project across the schedule at a glance.
- Standard or extended datesChoose how detailed job dates are: charging start and end with delivery and collection, or a full schedule (prep, load, delivery, set-up, in use, take-down, unload, collection, de-prep) that must sit inside the job dates. Chargeable days and open-ended hires are supported.
- Rental charging that follows the datesGive each product a rate definition (daily, three-day week, weekly, weekend rates, hourly, monthly and more) and the price is worked out from the job dates or chargeable days, with the sum shown on the line.
- SurchargesCleaning, insurance or installation charges attached to equipment, as an amount per item or a percentage of rental, added automatically and switchable per job.
- Part and percentage invoicesInvoice a deposit or a percentage of a job, then raise the final invoice and the earlier part invoices are deducted automatically.
- Rental requests inboxLog inbound requests and convert them into projects in one click.
- My scheduleActivities and follow-ups for you and your team.
- Schedule calendar with busy daysA month calendar where each day is shaded from quiet to busy by how many activities it holds, and a job planner strip that shades days by how many jobs are running. You choose what counts as busy.
Warehouse & stock
A scan-first detail view for the warehouse floor.
- Finalise check-in completes the jobWhen every item on a job is checked in and finalised, the job moves to Completed and says so clearly. Anything still out is moved to a new order called "(job name) - outstanding items" so you keep charging for it. Items can be checked in one at a time, the page updates without reloading, and a sound tells you whether each scan worked.
- Availability screensSee how many of each item are free on each day, for the whole catalogue or one product, with the jobs behind every booking. Counts confirmed jobs, quotes that reserve stock, safety buffers and servicing days after each hire.
- Stores and transfersHold stock in more than one store. Serial numbers sit in one store each, bulk stock can be split between stores, and moving stock between stores is logged. (Availability is not yet worked out store by store.)
- Barcode labelsPrint Code 128 barcode labels for serial numbers and equipment in three sizes. Test a scan with your own scanners before relying on them.
- Stock countsDownload a count sheet, fill in what you counted, upload it and review the differences before anything is saved.
- Inspections dueSee tests and inspections that are overdue or coming up, and download the list.
- Allocate, Prepare, Book out, Check-in, FinaliseThe five-step warehouse workflow for orders. Allocate and Prepare are optional; Book out, Check-in and Finalise are required.
- Barcode-scanner friendlyScan or type asset numbers, serial numbers, barcodes and SKUs. Works with any keyboard-wedge USB or Bluetooth scanner.
- Serialised and bulk stockTrack individual serial numbers, or quantities of bulk items, on the same job. Serialised items are allocated, booked out and checked in one asset at a time; bulk items can be done in one click.
- Containers and group lockPut kit into cases, act on a whole container at once, and lock a group so scans only apply there.
- Free scanScan something that is not on the order and add it on the spot.
- Damaged and lost check-inRecord damaged or lost items at check-in; finalising raises maintenance (quarantine) records automatically.
- Revert statusUndo an allocate, prepare, book out or check-in step.
- Returns deskScan returning kit once and it is checked in on whichever active order it is out on, with filters, sessions you can hand over, edit and reset, and a Complete step.
- Move outstanding itemsWhen you finalise, items still out can move to a new confirmed project so you keep charging for them. Serial numbers and stock counts carry across.
- Serial numbers back from earlier jobsOptionally take a serial number back automatically from an earlier job that has finished before the new job starts.
- Movement tracking logEvery scan and booking movement across every project, most recent first.
- Shortage detectionSee when a job needs more stock than you hold.
- CSV exportDownload the warehouse detail view as a spreadsheet.
Equipment & maintenance
Know exactly what you own and where it is.
- Equipment catalogueRental and sale products with rates, groups and stock levels. Every item needs a weight, and you can add dimensions, commodity code, replacement cost, manufacturer and manufacturer website; anything missing is flagged.
- Serial numbersEvery physical unit has its own record, location, notes and history.
- Physical combinationsPack individual serial numbers into case or rack serials.
- Maintenance and quarantineTake kit out of circulation and bring it back when it is fixed.
- Stock locationsRecord where stock lives.
- Sub-rentalsTrack kit hired in from suppliers against a job.
Theatre & production companies
Not hiring kit out? Run BadgerRMS as an equipment tracker for your own shows.
- Theatre organisation typeChoose “Theatre / production company” and pricing, quotes and invoices disappear: shows go Planning → Confirmed → Completed.
- Where is our kit?One page showing, for every item, what is in the store, what is out on which show, and what is promised to coming shows, serial number by serial number.
- Hired-in equipment with a total costRenting something in for a show? Add it with a quantity and a single total hire cost; the show keeps a running total.
- ClashesSee when two shows need the same kit at the same time.
People & suppliers
Customers, crew and everything you hire out alongside kit.
- Resource plannerSee crew and vehicles across days: who is on which job, double-bookings, and time off or unavailability you record. Assigning someone who is unavailable warns you.
- Merge duplicate contactsFind contacts that share a name or email and merge them. Jobs, invoices and notes move to the one you keep.
- vCard and Mailchimp exportsDownload your address book as vCards, or your contacts with an email address as a Mailchimp audience file.
- Contacts and organisationsCustomers and suppliers in one directory.
- CrewCrew records with functions, plus crew and transport planning on each project.
- VenuesVenue records you can attach to a job.
- Services and vehiclesCharge for labour and transport alongside equipment.
Finance & documents
Quote, contract, invoice and ship — with paperwork that holds up.
- Invoices and purchase ordersCreate invoices straight from a project and raise purchase orders to suppliers.
- UK VATVAT classes and schemes, payment terms and automatic number series.
- A4 PDF documentsEvery document and every invoice page (quote, invoice, rental agreement, delivery note, picking list, ATA Carnet) downloads as a properly laid-out A4 PDF with your logo, page numbers and repeated table headings, for you and for customers.
- Document templatesQuotation, invoice, rental agreement, delivery note and picking list, filled from your project data.
- Online approval and signaturesShare a link; customers review and sign on screen. Signer, time, IP address and browser are recorded.
- ATA Carnet general listA carnet general list built to UK chamber rules: S/N or NSN per item, kg weights, GBP values, ISO country codes, and a CSV for the eCert upload.
- Xero invoice pushConnect your own Xero app and send invoices to Xero. (You register the Xero app; we cannot do that for you.)
- Reports and statisticsCustomer, product, serialised asset, sale and service income reports, plus a revenue, utilisation and pipeline dashboard.
- Tax classes, rates and rulesSet up customer and product tax classes, tax rates by country, state or postcode area, and rules with priorities that compound. Check any customer and product on a "Try it" panel. Standard UK VAT is ready to use.
- Visual document editorEdit quotes, invoices and agreements on a page-shaped editor with formatting, tables and pictures, and see real job details filled in. No HTML needed.
- Email from your own mail serverConnect your own mail server so quotes, agreements, invoices and replies go from your address, with PDFs attached. Everything sent is kept on the job.
- Communication logA log of emails sent and notes received.
Platform & security
Built so each organisation stands alone.
- Support access you controlA platform administrator can only sign in to your organisation if one of your administrators switches on "Allow support access" (for 24 hours, 7 days, 30 days or until switched off). Support sessions show a banner, are logged where you can see them, are marked in your history, and end the moment you switch it off.
- Flag an issueA flag in the header opens a pop-up where anyone can describe a problem, add screenshots and see exactly what technical details will be sent before they send it. Reports go to one inbox for the platform team, who can reply; the reporter gets a notification in the app and can answer.
- REST API with read-only and read and write keysCreate API keys for your organisation, each either read only or read and write, and use them to read and change jobs, job lines, contacts, venues, equipment, serial numbers, vehicles, crew, services, projects, invoices (read only) and availability. Public documentation and an OpenAPI file are included, with a rate limit per key.
- Import from a spreadsheetLoad contacts, venues, equipment, serial numbers, vehicles, services and crew from CSV files, with downloadable templates and a preview before anything is saved. Exports cover contacts, venues, equipment, serial numbers, vehicles, services, crew, jobs, job lines and invoices.
- WebhooksGet a signed JSON message at your own https address when something happens, such as a job changing stage or an invoice being raised.
- Transfer from CurrentRMSUpload your Current RMS export and import equipment, serial numbers (including sold or written-off ones, marked as such), rates, contacts, venues, jobs with their groups (including nested groups), agreed prices, rental rate rules, descriptions and totals, grouped into projects, with lost, dead and postponed jobs kept as such, which serial numbers were out on each job, inspections and history. Check the result before anything is saved; re-running updates instead of duplicating. Invoices, payments, purchase orders and team members can be read in with your own Current RMS API key.
- Left-hand menu and live dashboardA collapsible side menu and a dashboard where the pipeline, the next 7 days, overdue returns, unpaid invoices and kit out on hire are all clickable.
- System setupOne organised place for preferences (language, currency, jobs, invoices, tax calculation), numbering, tax, rental charging, surcharges, revenue and cost groups, drop-down lists, users and roles, custom fields, integrations and data export or erase.
- Separate database per organisationEvery organisation gets its own database file. Customer, equipment and invoice records are never mixed.
- Roles and permissionsCreate your own roles. For each, choose what people can see, change or manage, whether they can see money at all, and whether they only see their own jobs.
- Two-step sign-inAdd a code from an authenticator app to signing in, with one-time recovery codes. Administrators can require it for other administrators.
- Daily summary emailGet your morning list of to-dos, jobs starting, jobs past their end date and shortages by email, only on days there is something to say.
- Audit trailKey actions on projects and invoices are logged.
- Your own profileChange your name, email and password yourself.
- Global searchFind products, projects and people from anywhere.
- Secure sign-inPasswords are stored as salted PBKDF2 hashes, forms are CSRF-protected, and everything is served over HTTPS.
How it works
- 1
Create your organisation
Sign up with your name and email. You get your own workspace and database straight away.
- 2
Add your kit and customers
Enter products, serial numbers, contacts and crew, then start a project.
- 3
Quote and confirm
Build the order, send a quote link, and have the customer sign online.
- 4
Scan out, scan in, invoice
Use the warehouse view with a barcode scanner, then raise the invoice from the same project.