Planning projects with Rentman

With projects you can manage and plan every phase of your rentals and rental events, from dry hires to big festivals and tours.

Within a project, you create and store your documents (such as pull sheets, quotes and invoices), and plan your equipment, crew and vehicles from your databases. This means that all the information you need is in one place.

Recommended: By configuring the overview in the Projects module to your own preferences and needs, you can achieve a better overview of upcoming projects.


Create a project

All projects - short events or big productions - start by creating a project in Rentman. You can save time by using a project template, or start with a blank project.

Fill in the general information

In the General tab, you need to fill in the most important details such as the project name, client, location, project type, and more.

Set up the time schedule

In your time schedule, you fill in all time periods for your project. 

Project status

The status of your project tells you what phase a project is currently in.

Plan your equipment

In the Equipment tab of your project, you plan your items, kits and cases on your project.

Equipment availability and shortages

Equipment availability helps you see whether planned equipment or equipment that you want to plan is available.

Add crew and transport functions

In the Crew and transport tab, you add functions for your crew members and vehicles. You will be planning your crew and vehicles on these functions later on.

Add additional costs

You can add additional costs in your project. This can, for example, be costs for hotel stays or equipment that got defect or lost during the project.

Financial overview

The Financial tab of your project provides an overview of the revenue and costs of a project. From this tab, you can also calculate margins and profit, see estimated costs, and apply discounts.

Create and send a quotation or contract

In the Financial tab of your project, you can generate a quotation or contract. The data on these documents will be based on all data of your project, such as planned equipment and your crew and transport functions. You can send your document directly to a client.

Plan crew members and vehicles

In the Planning tab, you plan crew members and vehicles on the functions that you've added earlier. In the overview, you can see which crew members and vehicles are available and who is already planned.

Subhiring equipment

In the Subhire tab, you can directly create a new subhire for equipment that has a shortage, and keep overview of subhires you've created earlier.

Create a packing slip or callsheet

In the General tab, you can quickly generate a packing slip or callsheet.

(Optional) Use subprojects

Subprojects break one project into multiple parts. Each subproject has its own equipment, crew, transport and financial information. The main project is the sum of all the subprojects within it. You can use subprojects to, for example:

  • Plan tours with a subproject for each stop of the tour
  • Plan events with multiple stages (areas) at one location
  • Create (and send) separate plannings for subprojects, whilst quoting and invoicing the main project as a whole.
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