From enquiry to a clear quote.
Maintain customer records, build quotes with rental dates, check availability and pricing, and generate quote PDFs. Share documents with customers by email or WhatsApp.
The complete event-rental workflow
From first enquiry.
To final return.
HiRentalsHQ brings the full event-rental workflow into one system, connecting your customer, equipment, team and finances around the same job.
Start trial ↗01
Win the booking.
Start with the customer, dates and the right equipment.
Turn confirmed quotes into bookings.
Convert confirmed quotes into bookings and manage event, delivery and collection dates in the same workflow.
Know which stock is yours.
Track owned equipment separately from temporary stock and supplier sub-hire stock.
02
Get the job out the door.
Keep preparation, people and proof connected.
Prepare the equipment and the team.
Prepare, pick and load equipment, then assign vehicles, drivers and staff to the work.
The assigned job. Only the details needed.
Drivers see only their assigned jobs, equipment and quantities—not prices, invoices, accounting or payroll.
Keep proof with the booking.
Attach customer signatures and operational photos to the booking so handover evidence stays with the job.
03
Close the loop with control.
Inspect the return, finalise the invoice and approve the accounting.
Account for every item sent.
Record Good, Damaged, Missing and Outstanding quantities. Together they must total the quantity sent, and the return stays open while items are outstanding.
Inspect returns before the final invoice.
Create the final invoice after return inspection so confirmed damage or shortage charges can be included.
Suggestions first. Approval before posting.
Import bank statements and receive AI allocation suggestions. A user must approve them before posting. AI Receipt helps extract details from receipts and supplier documents for review. Review and approve the details, then explicitly post them.
04
Bring the whole business along.
Support the people, calendar and decisions behind every rental.
Keep the people side organised.
Manage employees, employee documents, leave, sick leave, payroll and payslips.
A shared view of upcoming work.
View bookings, deliveries, collections and reminders. Current Google Calendar beta sync runs one way: from HiRentalsHQ to Google Calendar.
Find the detail behind the work.
Search or filter supported tables and access VAT, audit and operational reports where configured.
Access follows the role.
Drivers work with assigned jobs, equipment and quantities, without access to pricing, invoices, accounting or payroll.
Outstanding stays visible.
Return quantities must balance to the items sent. The return remains open while equipment is outstanding.
You approve the posting.
AI Receipt assists with receipt and supplier document extraction, alongside bank allocation suggestions. Review, approval and explicit posting remain in the user’s hands.
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AI HELP & TUTORIALS
A little guidance, right where you work.
Get to know HiRentalsHQ with AI help and tutorial guidance inside the app. Learn your way around the programme and get help understanding its workflows as you use them.
Your questions, answered
How does HiRentalsHQ connect your rental business?
What is HiRentalsHQ used for?
HiRentalsHQ is event and party rental management software for hire businesses. It connects customer enquiries, quotes, bookings, owned and sub-hired stock, warehouse preparation, deliveries, returns and final invoicing in one system.
Can I share rental documents with customers?
Yes. Documents can be shared with customers by email or WhatsApp.
What does AI Receipt do?
AI Receipt helps extract details from receipts and supplier documents for review. Users review and approve the details before explicitly posting them.
Does it include accounting and payroll?
HiRentalsHQ includes assisted accounting and HR tools for employees, documents, leave, payroll and payslips. AI bank allocation suggestions require user approval before posting. VAT, audit and operational reports are available where configured.