Every workflow, every tool, one system.
Inquiry to invoice on one platform. Real outcomes for AV rental houses and event production companies, with no tab-juggling in between.
One event, end to end, in seven steps.
Sterling Financial Tech Forum, 3 days at Brooklyn Steel, $30K. From the inbound inquiry email to the QuickBooks-synced final payment, here is every step the platform runs for you.
- 01 Step 1 of 7
Inquiry hits the inbox.
Sparky AI parses the Gmail thread, extracts dates, venue, event type, and contact name, then creates the event with every field pre-filled. Flags missing details (no end time, no full address) so you know what to ask.
Parsed from one email- 6
- fields auto-filled
- 2
- gaps flagged to ask
- 0
- manual data entry
- 02 Step 2 of 7
Quote built in 4 minutes, not 40.
Itemized: 9 gear lines, 3 crew roles, transport with auto-calculated mileage. Sparky checks availability live, suggests gear from the inventory, and computes margin as you build. The client gets a branded PDF with your logo, not a wall of spreadsheet text.
Sterling Tech Forum quote- 9
- gear lines
- 3
- crew roles
- $30,542
- branded total
- 03 Step 3 of 7
Client signs digitally. Deposit invoice auto-creates.
Quote locks the moment the client signs. A 50% deposit invoice generates automatically and gets emailed. The opportunity advances to Confirmed. Follow-up drip stops itself.
On signature- 50%
- deposit invoiced
- Locked
- quote frozen
- Auto
- drip stops itself
- 04 Step 4 of 7
Crew confirms across all three show days.
Stage Manager, Lighting Designer, A1, A2, Camera Op. Nine shifts blasted to qualified crew, accept or decline on their phone, schedule updates in real time. Conflicts caught before they happen.
Three show days staffed- 9
- shifts blasted
- 5
- roles confirmed
- 1 tap
- accept or decline
- 05 Step 5 of 7
Pick list auto-stages from the approved gear.
17 items pulled straight from the quote, no manual re-entry. Warehouse staff scan barcodes on a phone. Stages move pending to checked to staged to loaded as the truck packs.
Straight from the quote- 17
- items auto-staged
- 4
- pick stages tracked
- Scan
- barcode in and out
- 06 Step 6 of 7
Show day. Trucks rolling. Status live.
Sprinter Van #1 in transit to Brooklyn Steel, 4.2 mi, ETA 25 min, driver assigned. Box Truck #2 scheduled for the rigging load. Mileage auto-bills back to the event.
Live fleet status- 4.2 mi
- to venue
- 25 min
- ETA, driver assigned
- Auto
- mileage billed back
- 07 Step 7 of 7
Invoice paid. QuickBooks synced. P&L closed.
Final balance settles via Stripe, ACH, or PayPal. Invoice, payment, and customer record sync to QuickBooks Online. Event P&L lands at 47% margin, available in Reports the moment money clears.
Event closed out- 47%
- final margin
- 3 ways
- card, ACH, PayPal
- Synced
- to QuickBooks
Jump to a feature
Every job in one place. Quote, gear, crew, files, timeline.
Stop juggling 6 tools per event. Open one job, see everything.
Most rental shops chase event details across email threads, spreadsheets, group texts, and a separate calendar. Stagera makes the event itself the hub. Every job has a Command Center showing event readiness, quotes, crew, gear, tasks, invoices, all on one screen.
- Multi-day series, tours, and recurring installs handled natively, not as separate jobs glued together
- Per-event command center with readiness score, blockers, and progress stages
- Event templates so a corporate gala, a wedding, and a school prom each pull the right gear and crew defaults
- Files uploaded by the client (stage plots, riders, power diagrams) attach to the event automatically
One Command Center per job: readiness score, blockers, quotes, crew, gear, and invoices on a single screen.
What is inside
- → Command Center with readiness score, blockers, and progress stages
- → Crew tab: every shift across load-in, show days, and strike
- → Quotes tab: every quote on the event with totals and status
- → Logistics tab: reserved items with stock checks and over-allocation alerts
- → Company Calendar with month, week, day, and list views
Vs the others
- vs Goodshuffle Treats multi-day events as separate jobs, no native series support
- vs Rentman Per-event command center exists but locked behind the higher tier
Quotes that take 4 minutes, not 40.
Send a branded quote before your competitor opens the email.
Build itemized quotes with gear, labor, transport, and mileage in one builder. The quote knows what is available during your event window so you cannot accidentally double-book gear. AI pulls suggested gear and crew counts straight from the inquiry email so you start with 80% done.
- Real-time gear availability filter prevents double-booking before you hit send
- Mileage and transport auto-calculate from your warehouse to the venue address
- Quote follow-up sequence (Day 0, Day 3, Day 7) runs on autopilot until the client approves
- Client signs digitally, payment captured, deposit invoice generated automatically on approval
The client opens a branded PDF in your logo and colors, every line itemized, not a spreadsheet dump.
What is inside
- → Quote builder: drag gear from inventory, set rates, mark sub-rentals, hide internal items
- → Quotes pipeline: draft, sent, approved, signed, and archived
- → Client view: signed quote with PDF, Compact, and Detailed Breakdown tabs
Vs the others
- vs Goodshuffle No real-time gear availability check on the quote builder
- vs Spreadsheets Quotes do not lock when signed. Anyone can edit historic numbers.
Know exactly what you have, where it is, and who has it.
Cut "where is the gear?" texts to your warehouse manager by 90%.
Stagera tracks every line item, every serial number, every container, every transfer between locations, in real time. Scan a barcode to check gear in or out. Set maintenance schedules on individual units. The same inventory powers your quotes, your picklists, and your sub-rentals so the numbers always match.
- Hierarchical category tree (Audio, Lighting, Video, Staging, Power) with nested subcategories
- Containers, racks, and rolling cases with barcode tags and sub-item tracking
- Multi-warehouse with transfers, location tagging, and live availability per location
- Maintenance schedules and service history per unit so faulty gear stops getting sent out
One source of truth that feeds quotes, picklists, and sub-rentals, so the numbers always match.
What is inside
- → Hierarchical category tree with color-coded subcategories
- → Containers, racks, and trunks with barcode IDs and capacity
- → Per-unit serialization: every unit has its own ID, condition rating, and history
- → Code 128 barcode plus QR per unit, print labels and scan in or out from a phone
- → Multi-warehouse view with per-location stock and transfers
- → Maintenance schedules and service log per individual unit
Vs the others
- vs Current RMS Charges per warehouse for multi-location support
- vs Flex Container and rack tracking requires custom configuration on every install
Digital picklists. No more clipboards. No more missed gear.
Crew prep time drops from hours to minutes. Nothing leaves the warehouse twice.
Stagera turns the approved quote into a checkable, scannable picklist your warehouse staff use on a phone or tablet. Every item gets scanned out, then scanned back in. If something is missing, you know before the truck pulls away.
- Auto-generates from the approved quote, no manual re-entry
- Stages: pending, checked, staged, loaded, installing, installed, returned
- QR and barcode scanning for fast in/out verification
- Container-aware: scan a rack and every item inside checks out together
Scan a rack and every item inside checks out together, so nothing leaves the warehouse twice.
What is inside
- → Per-pick-list dashboard: progress, where the gear lives, load plan documents
- → Item-by-item table with pending, checked, staged, and loaded stages plus one-tap check-out
Schedule crew like a CEO, not a group chat moderator.
Replace 40+ texts per show with a single accept/decline tap.
See every crew member, every certification, every conflict, in one calendar. Build shifts for any event and the system shows you who is qualified, available, and not already booked elsewhere. Crew get notified, accept or decline on their phone, and your schedule updates in real time.
- Skill and certification tracking with expiration alerts (rigging, electrical, forklift, OSHA)
- iCal subscription so crew see Stagera shifts inside Google Calendar or Apple Calendar
- Time clock built in: crew clock in on site, timesheets flow to invoicing and QuickBooks
- Open-shift model: blast a shift to qualified crew and let them claim it
Blast a shift to qualified crew, let them claim it, and watch the schedule update in real time.
What is inside
- → Full crew roster with roles, contact, availability, and crew profiles
- → Week and day views across every event on the calendar
Vs the others
- vs Rentman Crew Pro module is a paid add-on; Stagera includes it in the base price
- vs Goodshuffle No built-in crew scheduling. Requires a separate tool.
Get paid faster. Reconcile in QuickBooks without thinking.
Days-sales-outstanding drops because clients pay before the truck rolls.
Invoices generate from the quote, with deposits and final balances tied to the event timeline. Clients pay by card, ACH, or PayPal directly from a portal link. Every invoice, payment, refund, and credit memo two-way syncs with QuickBooks Online so your bookkeeper stops chasing you.
- Stripe, Square, and PayPal supported, including "bring your own merchant" so you keep your own rates
- Automatic deposit invoicing on quote approval
- Two-way QuickBooks sync for invoices, customers, and payments
- Late-payment reminders and overdue follow-ups run on a schedule
Every invoice, payment, refund, and credit memo two-way syncs with QuickBooks Online automatically.
Trucks loaded right, routes optimized, mileage billed correctly.
Stop overpaying for a half-empty truck. Stop forgetting to bill mileage.
Logistics Hub manages your fleet, schedules deliveries, and plans routes. See every vehicle, fuel level, capacity, and assignment in real time. Mileage automatically posts to the quote so it actually gets billed.
- Real-time fleet status: available, in transit, maintenance
- Delivery management with pickup and drop-off times, mileage, vehicle, driver
- Per-vehicle daily rates and TruckPacker integration for visual loading plans
- Vehicle assignments per event so the right truck shows up at the right venue
Mileage posts to the quote automatically, so the trip you drove is the trip you bill.
What is inside
- → Fleet management with vehicle capacity, fuel, and per-day rates
- → Delivery scheduling with vehicle, route, mileage, and live status
Run your sales pipeline without paying for a separate CRM.
Cancel HubSpot. Cancel Salesforce. Your CRM lives where your jobs live.
Customer records hold every contact, every event, every quote, every invoice, every email thread. Pipeline view tracks opportunities from inquiry to booked, with stages you configure. Bid analytics show your win rate and average deal size by source.
- Unified contact record: events, quotes, invoices, emails, files, all linked
- Configurable pipelines for sales, install, production, and sub-rental
- Bid analytics with win rate, average deal size, and pipeline velocity
- QuickBooks sync per customer for unified billing history
Your CRM lives where your jobs live, so every contact opens straight onto their events and money.
Vs the others
- vs Rentman Sales pipeline is a separate paid module
- vs Goodshuffle No built-in CRM. Most shops bolt on HubSpot.
Sparky reads your inbox. Pulls event details. Writes the reply.
Inquiry-to-quote drops from 30 minutes to under 5.
Connect Gmail and Sparky parses incoming inquiries, extracts dates, venues, event types, and client names, and creates the event for you. It flags missing info ("no end time, no full address") so you know what to ask. Reply directly inside Stagera, and attached files (stage plots, riders) auto-attach to the event.
- Gmail two-way sync with full thread view
- AI extraction of event date, venue, event type, client name
- AI-drafted replies addressing detail gaps
- Auto-attach client files to the corresponding event
Inquiry-to-quote drops from 30 minutes to under 5 because Sparky does the reading and the typing.
Send the form once. The data lands in the event.
Stop emailing PDFs back and forth. The data is already structured.
Build an advance form, an intake form, or a rider questionnaire once. Send to the client. They fill it out on their phone. Answers populate the event automatically.
- 16 built-in field types plus custom fields per form
- Client-facing portal with no login required
- Proposed-changes review workflow so clients cannot silently shift the show
- Forms attach to events automatically; data is structured, not buried in a PDF
Answers populate the event automatically, so the data arrives structured instead of buried in a PDF.
A live status page for every event. Branded. Automatic.
Stop fielding "where are we at?" emails. The client just opens a link.
Every event gets a private client portal at /track/<token> with no login required. Clients see real-time progress, signed quotes, paid invoices, files you uploaded, and the rider you collected. Update the event in Stagera and the portal updates instantly, branded with your colors and logo.
- No-login portal, branded with your company logo and colors
- Live progress stages: inquiry, quoted, confirmed, in progress, completed
- Quotes, invoices, files, messages, and rider all in tabs
- File upload from the client side flows straight into the event
Update the event in Stagera and the client portal updates instantly, branded in your colors and logo.
Crew clock in. Hours flow to invoices and payroll automatically.
Eliminate the spreadsheet that lives between "shift" and "paycheck".
Crew clock in and out on their own device. Admins review and approve timesheets. Approved hours sync to QuickBooks for payroll, and labor costs auto-allocate to the right event for accurate event P&L.
- Mobile clock-in/out with optional GPS check
- Admin approval workflow with overtime flagging
- QuickBooks, Square, and ADP payroll integrations
- Labor cost auto-allocates to event P&L
Approved hours sync to payroll and allocate straight to event P&L, with no spreadsheet in between.
Sparky tells you the real margin before you send the quote.
Stop running shows that secretly lose money.
Sparky Margin Planner sums every cost on the event, gear depreciation, labor by-the-hour and by-the-day, transport, and sub-rentals, and shows your live profit margin against the quote total. Move the markup slider, see what you should charge to hit your target margin. Reports roll up to event P&L, customer profitability, and gear utilization.
- Live margin % updates as you build the quote, not after the show
- Markup calculator with target-margin slider suggesting the right total
- Per-event P&L: revenue, equipment cost, labor, transport, gross profit, margin %
- Crew profitability and gear utilization so you know what pays for itself
The margin number updates live as you build the quote, not weeks after the show is struck.
What is inside
- → Margin Planner: live margin %, profit, and a full cost breakdown across equipment, labor, and transport
- → Reports dashboard: revenue, expense, profitability, and gear utilization
Vs the others
- vs Goodshuffle No live margin calculation on the quote builder
- vs Rentman Reporting module is separately priced
- vs Spreadsheets You learn margin after the show, not before sending the quote
Why Stagera, not the other guys
Most "rental software" was built for furniture, party supplies, or generic field service. Stagera is built for the people who load trucks at 4am and run shows at midnight.
Built for AV and event production specifically
Not a generic field-service or rental SaaS bolted into a calendar. Stagera understands stage plots, advancing, riders, mileage, sub-rentals, and per-event P&L because that is the only thing it does.
One system, one price, every feature
$80 per seat per month. No "Pro" tier that locks the actual useful features behind a sales call. Every customer gets every feature, including AI, automations, multi-warehouse, and QuickBooks sync.
AI that does work, not "AI features"
Sparky parses inbound emails, drafts quote line items, suggests crew counts, and writes follow-ups. Real time saved per inquiry, not a chatbot wedged into a sidebar.
Replaces 6+ tools
Cancel Rentman, Goodshuffle, Flex, your separate CRM, your separate scheduling app, your spreadsheet. Stagera covers the entire stack from inquiry to invoice.
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