AV rental software for kit you cannot afford to lose
Serial numbers on every item, deposits that match the value, and a condition record detailed enough to settle an argument about a marked lens.
No monthly subscription to start — two plans lower your costs as you grow.
AV rental software, in short
reservationbay handles audiovisual and camera hire: each body, lens, light and mixer is tracked as an individual item by serial number, deposits are held against value, and condition is photographed at both ends of the hire.
AV rental has an unusual risk profile. A single lens can be worth more than a rack of bikes, the customer is often a professional who knows exactly what condition the kit was in, and a dispute is technical rather than cosmetic.
That makes per-item identity non-negotiable. Knowing that body number four went out, not just "a body", is what lets you answer a question about a fault three jobs later.
What AV rental businesses use it for
- Individual items tracked by serial number, not pooled as interchangeable stock.
- Kits that combine body, lens, batteries, cards and case as one booking line.
- Deposits and pre-authorisations scaled to the value of the specific items going out.
- Photographed condition on collection and return, including glass and connectors.
- Production companies and freelancers as repeat accounts with their own history.
- Day, weekend and week rates, with the standard three-day weekend priced as two.
- Items withdrawn immediately when a fault is reported, before they reach the next job.
- Insurance and liability documents signed before the kit leaves.
The parts AV rental leans on
Frequently asked questions
Can I track each camera body separately?
Yes. Each physical item is its own object with its own serial number, service history and condition record, which is what lets you answer questions about a specific unit weeks later.
How do I handle kits?
A kit books as one line while reserving the specific components it contains. You know which body and which lens went out, not just that a kit did.
Can deposits scale with the value of the kit?
Yes. Deposits are configured per object or category, so a body with two fast lenses can carry a far larger hold than a tripod.
What happens when a fault is reported?
Mark the item damaged and it leaves availability immediately, so it cannot be booked onto the next job while it is waiting to be checked.
Do professionals get their own account?
Yes. Repeat customers have a portal account with their booking history, documents and invoices, which removes most of the back-and-forth on a rebooking.
Know exactly what went out
Create a free account and set up a kit with serial-numbered items to see how per-item tracking behaves.