AV rental software that tracks every body, lens and battery
Every camera, lens and radio mic tracked by serial. Kits that go out as one line and come back as parts. Prep time held between jobs, and deposits on high-value kit. Built for WooCommerce and Magento 2.
Every serial tracked, kits booked as one line, and prep time held between jobs.
- A serial on every item
- Kits as one booking
- Prep and test buffers
A double-booked shoot costs you the client, not just the rental
Gear rental lives on one question: is that body, lens or lighting kit actually free on those dates? Spreadsheets and shared calendars answer it a day late.
Serials, not stock counts
Two identical bodies aren’t interchangeable when one is on a shoot, one has a sensor fault and the insurance schedule lists both by serial.
Which unit went out, to whom.
A package goes out, parts come back
Body, batteries, lenses, cage and media are one line for the customer and a set of tracked units for you.
One line, many serials.
Prep and QC between jobs
Media gets wiped, firmware checked, batteries charged and cables tested before anything goes out again.
Bench time held on the calendar.
Rates aren’t linear
Day rates, a week billed as three days, and higher prices in festival week or awards season.
Day, week and peak rates.
High-value kit needs cover
A single cine lens can be worth more than the van it travels in, so a deposit and a signed agreement come before it leaves.
Deposit and agreement first.
Venue details decide the job
Load-in windows, power, rigging points and the on-site contact matter as much as the dates.
Venue details on the booking.
Every serial tracked, even inside a kit
Track cameras, lenses, laptops and radio mics individually by serial or barcode, each with its own rental history: which body went out, to whom, when it’s due back and how often it has been out. Scan gear out and back in at the Send & Return desk with a standard barcode scanner, and every movement is timestamped and filterable by order or product, which turns a damage dispute or an insurance claim into a lookup.
A shoot package is one line on the order. Build it with WooCommerce Product Bundles or Composite Products and the customer books one item while every component, body, batteries, lenses and media, still draws down its own stock. When a case comes back one battery light, you know which battery and who had it.
Day, week and peak-season rates on every item
| Item | 1 day | 1 week |
|---|---|---|
| Cinema camera kit | $85.00 | $340.00 |
| 24-70 mm f/2.8 zoom lens | $35.00 | $140.00 |
| LED panel kit, 3 lights | $60.00 | $240.00 |
| Wireless lavalier kit | $30.00 | $120.00 |
Rates are entered by hour, day, week or month, and the engine picks the right one from the dates and times chosen. A week can be billed as three days simply by setting the weekly rate, and special pricing attaches to date ranges for festival weeks or awards season, so the price the customer sees online is the one you’d have quoted on the phone.
Customers find kit with a keyword search next to the dates, such as "24-70 lens", filter by the attributes that matter, mount, sensor size or processor, and add a three-day hire and a spare battery to the same cart. Consumables, accessories and ex-demo bodies sell from the same catalogue.
Bench time held between jobs, and usage that shows what earns
Set a buffer before or after the hire on each product, in hours or days. A body due back at 6 pm on Friday is never promised to another client at 7 pm, and kit that needs a bench check, a media wipe and a recharge isn’t offered until it’s ready.
The Usage Report shows utilisation, turns and revenue per product and per serial, so you can see which lenses earn their keep and which sit on the shelf, and the REST API lets a production or accounting tool read bookings, availability and serials.
Venue details, ID, deposits and agreements in one checkout
A technician or operator can be a priced option on the line, and load-in windows, power, rigging points and a certificate of insurance are captured with the booking, per cart line, so a two-room job carries two sets of details Pro.
- Load-in window
- Power at the venue
- Rigging points
- Technician
- Spare batteries
- Certificate of insurance
- Delivery
Deposits on high-value kit
Charge a refundable deposit at checkout and refund it on return, or store the customer’s card as a secure token and charge it only if the kit comes back damaged, short or late.
Hire agreements signed online
The hire agreement is generated from the booking and signed before collection, then stored as a PDF with the order, so the liability terms are agreed before the kit leaves the building. Start from our free equipment rental contract template.
Venue fields, ID and damage waiver
Venue, power and rigging questions per line, a certificate of insurance as a file upload, photo ID for first-time accounts, and a damage waiver as a percentage of the hire on lenses, bodies and radio mics. About custom fields and ID checks.
Pro included in Rentals & Bookings Pro, or sold on its own. Everything else here comes with Regular.
Start from a store that already looks like a rental house
Seven sample items, from a cinema camera kit to a 4K projector, with real daily and weekly rates, a dark studio look, a Search gear bar with a keyword field next to the dates, a homepage built from WordPress blocks, and colours and fonts for Astra or a block theme. On the live demo it runs as Aperture & Amp.
Free with the Rentals & Bookings Lite plugin 1.0.11 or newer, which imports everything except the date search on the homepage. Regular and Pro 1.0.74 or newer add the search widget.
Free with the Lite plugin 1.0.11 or newer. Regular and Pro add the homepage date search.
Run it on WooCommerce or Magento 2
The same rental engine on both. We sell both, so the choice is yours.
WooCommerce AV and camera rental plugin
The right fit for most rental houses. If your site already runs WordPress, it becomes a booking engine without rebuilding anything you’ve already paid for.
- Sell and rent camera, AV and IT gear from one catalogue, with availability per item
- A serial on every item, with barcode scanning and pick lists
- Kits as bundles or composites, each component counted on its own
- Daily and weekly rates, peak pricing by date and prep buffers
- A Usage Report per serial, and a REST API
- Deposits, ID checks and signed hire agreements Pro
Magento 2 AV and camera rental extension
The right fit once you run gear out of several depots or cities, or supply production companies on account terms with quote-based pricing.
- Multi-source inventory per depot: a lens in the London store isn’t offered to a Manchester booking
- Customer-group pricing for production companies and agencies
- Request for Quote for multi-day jobs and packages (sold separately)
- Serial and barcode check-in and check-out, and maintenance tickets on Pro
- Deposits, a damage waiver and signed agreements (Pro)
Not sure which platform fits? Our Magento versus WooCommerce comparison sets out the trade-offs, and AV and camera hire is one of the trades in our rental software by industry overview.
From kit room to first job in six steps
Step 1: A product per item, a serial per unit
Bodies, lenses, lights and mics, each unit by serial, with QR or barcode labels.
Step 2: Kits as packages
Bundle a shoot package so it books as one item while each part keeps its own stock.
Step 3: The calendar on the product page
Pick-up and return date and time, with a keyword search next to the dates.
Step 4: Rates and prep buffers
Daily and weekly prices, peak dates, and bench time after each hire.
Step 5: Venue details, ID and deposit
Venue and power questions, photo ID for new accounts, and a deposit on high-value kit.
Step 6: Scan out, scan in
Scan every serial at pickup and return; anything short or damaged is on the record.
Who this suits
- Camera and lens rental houses
- AV and event production hire
- Lighting and grip rental
- Audio, PA and radio mic hire
- Computer, laptop and VR rental
- Studios renting kit to their clients
AV and camera rental software FAQs
Can I track each camera body and lens by serial number?
Yes. Products can be tracked by quantity or by serial number, and each serialised unit carries its own rental history. That gives an insurance claim its audit trail and shows which body has been out the most.
Can I rent a kit as one package but still track the parts?
Yes. Build the package with WooCommerce Product Bundles or Composite Products and the customer books one item, while each component, body, lenses, batteries and media, still draws down its own availability. Nothing inside the package can be double-booked onto another job.
Does it handle prep and turnaround time between jobs?
Yes. Set a buffer before or after the hire on each product, in hours or days, and the calendar holds that window out of stock by itself, so kit that needs a bench check is never offered to the next client before it’s ready.
Can I price a three-day week?
Yes. Rates are entered by hour, day, week or month, so a seven-day hire can be billed as three days by setting the weekly rate, and special pricing can attach to festival or awards-season dates.
Can I take a deposit on high-value kit?
Yes, with the Security Deposits plugin in Pro. Charge the deposit at checkout and refund it on return, or store the customer’s card as a secure token and charge it only if the kit comes back damaged, short or late.
Can customers search for a specific lens?
Yes. The Search Builder puts a keyword field next to the dates, such as "24-70 lens", and the results mark or hide what isn’t free on those dates.
Is there free AV rental software?
Our Rentals & Bookings Lite plugin is free: a booking calendar, quantity stock and guests, with no time limit. Serial tracking, the Send & Return desk and the Usage Report come with Regular, a one-time purchase rather than a subscription.
Do you take a percentage of each booking?
No. There’s no booking fee and no commission; you pay only your payment gateway’s normal card rate. See our self-hosted, open-source rental software overview and our rental software alternatives round-up.
See it running before you buy
Search for a lens by keyword on the live demo, pick your dates and watch availability follow, or try the free live rental software demo to follow an order through the admin. We can also set up your kit, serials and hire agreement with a custom build.