Equipment rental software and CRM
RegiaPro is equipment rental software for businesses that hire out gazebos, furniture and cars for parties and weddings: the business side handles contracts, deposits and invoices, the CRM handles clients, agencies and chasers. The trade “Car or equipment rental” is already set up, and you choose which features to use.
Built for more than 50 trades: this one is already set up for yours
Saturday 13 June: already booked
you see it before you write the quote
Today in RegiaPro
Example with made-up data
18
Enquiries
+6 this month
11
Dates confirmed
+3 this month
€3,450
To be collected
2 deposits on the way
New enquiry for 13 June
2 min ago
Contract signed, deposit recorded
yesterday
WhatsApp reminder ready for tomorrow
yesterday
- Free for 14 days, no card needed
- Works in the browser, on your phone too
- Calendar synced with Google and iCloud
- WhatsApp messages already written
- Invoices from your Fatture in Cloud, from the Pro plan
- Public prices, the same for everyone
Type of work
What do you do? If you can’t find yours, the last option is just fine.
What do you need? The basics for equipment rental software and CRM are already switched on. Switch on what you really need: we’ll work out the plan from here.
Your RegiaPro is ready.
Tap a plan: below you see what is inside.
There is only one price list. Photo galleries come with every plan: if you don't deliver photos you simply don't open them, and the price stays the same. Compare all the plans
What you get with
The menu
An enquiry record
The fields of your trade are highlighted
The stages of the job
Where every job stands, at a glance
Event equipment rental software should tell you in seconds what you promised, to whom, for which day and under which contract: the gazebos going out on Friday, the chairs to collect on Monday morning, the white convertible booked for a Saturday in July. RegiaPro gives every hire its own record, which you can open from the office computer or from your phone in the warehouse, with plans from €19.90 a month.
What you’ll find inside RegiaPro: from enquiry to the day of the event
One program for enquiries, documents, payments and the working day. Tap a card to see how it works.
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One record per client
Calls, quotes, contracts and payments in date order: when they call back six months later, you know at once where you left off.
The Lead module -
Who to call back today
Every morning, the list of people to get back to, with the WhatsApp message already written. It goes from your own number, when you decide.
Follow-ups and messages -
Quotes from your own template
The PDF with your logo, sent as a link: you know when it was opened. If there is no reply, the program brings it back to you after 3, 7, 14 and 30 days.
The quote -
The contract without retyping
It comes from the accepted quote, with the details already in, and comes out as a PDF ready to sign. From the Pro plan.
Which plans include it -
The day of the event
The stops of the day with checked addresses and the time to leave, worked out on the traffic expected for that day.
The working day -
Delivery galleries
Photos delivered with your own link, with a password and an expiry date: the client views and downloads.
RegiaPro Gallery -
Deposit, balance and invoice
Deposit and balance are recorded separately, each with its own date. The invoice comes out of the record with numbering that carries on by itself: from the Pro plan, with the XML file from the Studio plan.
The plans compared -
The calendar you already have
Appointments and jobs in your phone’s calendar: RegiaPro connects to Google Calendar and iCloud.
The connected calendar -
What is really left
A job’s costs come off that job, the business costs off the year: in December you know what is left, not just what came in.
The figures of each job -
From your phone, on site
It works in your phone’s browser: open the client’s record and attach photos and documents, up to 15 MB each.
How it works
RegiaPro up close: the real screens
This is what the program looks like inside. Sample data: the clients, the jobs and the amounts are made up.
Equipment rental software: which event hire it’s made for
RegiaPro works best when every hire has a date, a place and a client with a name, and you know your stock piece by piece. These are the most common cases among people who work with parties, ceremonies and companies:
- gazebos, tables, chairs and table linen for birthdays, graduations and garden parties;
- vintage cars or convertibles with a chauffeur for the bride and groom;
- marquees, lounge furniture and staging hired to villas, hotels and agencies;
- crockery, glassware and buffet equipment for private and corporate dinners.
A gazebo hire is a job with a date
The person who calls you doesn’t want “ten tables”: they want ten tables on Saturday the 12th at 4pm in a hillside garden, set up before the caterers arrive. That’s why in RegiaPro the unit of measure is the hire record, with date, times, town, client and money, and the list of items written in the notes.
The first step: the hires already confirmed in the warehouse
Start with the hires already confirmed for the coming weeks: one record each, with the delivery time as the start, the collection day in the notes, the town of the event and the deposit already taken. The calendar fills up straight away, and you can read the booked dates without opening the notebook.
Rental CRM: gazebos, tables, chairs and cars requested in a single record
RegiaPro’s CRM is the client book that also remembers what each person asked for. Five habits are enough to make sure no enquiry for gazebo hire or tables and chairs goes unanswered.
After the quote, anyone who doesn’t reply comes back among the people to contact at increasing intervals: three days, a week, two weeks, a month. The home page lines them up with the days overdue and the chaser number, so every morning you know who to call before opening the warehouse.
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One record for every hire, even when it’s the same client
The council that asks you for crowd barriers in May and again in September has two records, with two dates and two contracts.
The contract, from the Pro plan -
The list of items in the notes, written the way the person loading the van would read it: “2 white 6x6 gazebos, 8 x 180 cm tables, 80 folding chairs, 8 ivory tablecloths”.
Try it for 14 days -
The event town always filled in, because that’s where RegiaPro calculates the route to the delivery address from.
Try it for 14 days -
The source of every enquiry
Website, word of mouth, the villa that recommends you, the catering agency.
Try it for 14 days -
The attached photos
The garden where you’re setting up, the narrow courtyard entrance, the condition of the items when they go out.
Try it for 14 days
Party equipment hire: three enquiries in May, deliveries and collections in June
There isn’t a single story here: three enquiries arrive in the same week of May and become three hires in June, which cross paths in the same warehouse. From day one, every record carries the future date of the event. Families, agency, places and amounts are made up for the example.
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Monday 17 May: three enquiries in one morning
In come Marta’s mum, whose daughter turns eighteen on Saturday 19 June in the garden and who wants two gazebos, eight tables and eighty chairs; Davide, who is looking for a white convertible with a chauffeur for his wedding on Saturday 26 June; and the agency Eventi Esempio srl, which asks for twenty round tables with linen for a corporate dinner on Thursday 24 June. Three records, each with the event day, times, town and source.
Try it for 14 days -
Tuesday 18: three rental quotes
For Marta’s party you write €640, for the convertible €450, for the dinner €1,100. Each quote has the total on one line and, in the note printed on the PDF, the items, set-up, transport and collection times. They go out by email from their records, which move to “Quote sent”.
The quote from your template -
Wednesday 19: the agency confirms and wants the contract
Eventi Esempio srl accepts. You link the agency to the record as the invoice recipient, with VAT number, recipient code and certified email (PEC), and from the Pro plan you prepare the rental contract from your template: you wrote the terms on deposit, damage and return once, and the details of this job come from the record. The €300 deposit arrives by bank transfer and you record it; the record moves to “Confirmed” and Thursday 24 June appears on the calendar.
The contract, from the Pro plan -
Friday 21: Marta’s family says yes
Her mum drops by the warehouse, leaves €200 in cash and looks at the gazebos. You record the deposit and move the record to “Confirmed”: Saturday 19 June is also booked in your phone’s calendar, if you’ve linked it.
Invoices and payments in the plans -
25 to 28 May: chasing Davide
A week after the quote Davide is among the people to get back to. From the “Tasks” page you open the conversation with the chaser message already written; he replies that he was waiting for the church to confirm, and on 28 May he pays a €150 deposit. In the important note you write “wash and white ribbon”: on Saturday 19 June, a week before the wedding, you’ll find it among your tasks.
Follow-ups and messages -
Thursday 17 June: the stops for Saturday’s party
On Marta’s record you add the stops: the caterer’s depot where you pick up the tablecloths, then the party garden. RegiaPro calculates the departure time to reach the first address at 9, and prepares the navigation link to send to the lad driving the van.
Try it for 14 days -
Saturday 19 and Monday 21 June: gazebo delivery and collection, balance
At 9 on Saturday the gazebos are in the garden. On Monday morning you collect them, photograph the items as they come back and attach the photos to the record. The family pays the €440 balance, and if they want an invoice you prepare it from the Pro plan on the agreed amount. On the record you enter the €60 for the lad who helped you set up and the out-of-pocket cost of washing the tablecloths, €35; the calculated travel comes to €28. On Friday the 25th, from Davide’s record, you send him the time the chauffeur will be outside his house on WhatsApp.
Invoices and payments in the plans
The figures for Marta’s party
€640 collected in two payments. Take away €60 for set-up, €35 for washing and €28 for the road, and that hire leaves €517, before tax, wear on the items and hours in the warehouse; in the Report that calculation is repeated and added up for every month and for the whole year.
The three June hires at a glance (example data)
| When | Hire | What happens | In RegiaPro |
|---|---|---|---|
| Monday 17 May | All three | Three enquiries for June | Three records with the event day, times, town, source |
| Tuesday 18 May | All three | Three offers | Three PDF quotes, status “Quote sent” |
| Wednesday 19 May | Corporate dinner | Agency confirms and pays a €300 deposit | Invoice recipient linked, contract from template, calendar |
| Friday 21 May | Marta’s party | Confirmation and €200 deposit | Deposit recorded, record confirmed |
| 25–28 May | Convertible for Davide | Chaser, confirmation and €150 deposit | WhatsApp from the “Tasks” page, important note |
| Thursday 17 June | Marta’s party | Planning Saturday | Stops, departure time, link for the driver |
| Monday 21 June | Marta’s party | Collection and €440 balance | Return photos, balance, costs, invoice if requested |
Equipment rental contract: what to include before the van leaves
Anyone searching for a sample rental contract finds generic templates to fill in by hand. In RegiaPro you write your equipment rental contract once in your template, in the words of your trade, and each time the client and event details slot into place on their own. It’s included from the Pro plan; it’s worth having the text checked by a lawyer before you use it.
| You write it once in the template | It comes from the record for every contract |
|---|---|
| How much deposit you ask for and how you return it | Client name or details of the paying company |
| Who sets up, who takes down and at what times | Event date, delivery time and collection time |
| What happens if an item comes back broken or dirty | Town of the delivery address |
| Penalty for a collection moved at the last minute | Accepted offer and notes with the list of items |
| Rain, wind and suspended set-up | Total, deposit and balance |
Signing the rental contract, and the copy
The contract comes out as a PDF: you print it and you both sign it in the warehouse on the day of the deposit, or on delivery before setting up. The document stays with the record’s documents, and you attach the signed scan next to it.
The items leaving the warehouse
The list written in the record notes goes into the contract in place of its placeholder: it’s the same list the person loading the van reads, so the two sheets say the same thing.
Equipment rental software: deposit, balance and costs of every job
In rental, money moves at three points: at booking, on return and, sometimes, weeks later with the agency. RegiaPro ties them all to the hire they belong to.
The deposit when the hire is booked
One per hire, with date and method: cash, bank transfer or card. From then on the record shows how much is still owed.
The rental balance, in instalments too
Clients who pay on return settle in one go; an agency that pays at thirty days can do it in several instalments. Adding up all the records you see how much is still outstanding.
The rental invoice to whoever actually pays
With the Pro plan the invoice is created from the record on the full amount, made out to the client or the linked company, and numbered after the others for the current year. Choose Studio and you also get the XML file for the SdI (Italy’s e-invoicing system), which you or your accountant then send.
Van and crew taken off the month’s takings
Pay for whoever sets up or drives goes in the collaborator field; washing, extra fuel and small purchases go among out-of-pocket costs; the road goes in the calculated travel. The Report takes it all off the takings, month by month and channel by channel, and shows you where the van is running without paying its way.
The costs of the warehouse and the gazebos
Warehouse rent, insurance, gazebo maintenance: they sit on the “Costs” page, by category, apart from individual jobs but inside the year’s figures.
Want to see it with your own work?
Fourteen days with the Full plan features, no card needed. Then you decide.
Free photos from Pexels and real screenshots of the software, with made-up data.
Wedding car hire: date, chauffeur and the couple’s route
Wedding car hire is a short, precise service: a few hours, a fixed route, a schedule that allows no delays. Businesses that hire vintage cars to couples also work well with one record per wedding.
A job record as it appears in the software, with made-up people and figures: at the top the event date, next follow-up and amount to collect, further down the rental messages already written for WhatsApp.
The couple’s enquiry for the car
Date, ceremony time, town, and in the notes the model requested and the ribbon colour. If the couple saw the car on your website, the source says so.
The car price on one line, the offer on another
The total goes on the record; you sum up the accepted offer like this: “white convertible with chauffeur, 4 hours, ribbon and flowers on the bonnet”. You read it back word for word in the contract and the emails.
The car’s route on the wedding day
The bride’s house, the church, the photo location, the reception villa: four stops, which you can reorder by dragging them. The chauffeur gets the navigation link, and RegiaPro calculates when to leave the garage to be outside the bride’s house on time.
The convertible’s chauffeur and the fuel
The chauffeur’s pay goes among collaborators, the road among travel costs. That way you set next year’s prices on the figures from this year’s weddings.
Rental software: stock and fleet management or software with a CRM?
Anyone looking for rental software mostly finds programs for car hire firms, fleets and large equipment warehouses. On 14 September 2026 we looked at the first page of Google Italy on Semrush and opened three vendors’ websites: a module for AV hire and events, a program to install on Windows and a platform for every kind of rental.
| Stock and fleet management software | Installable program | RegiaPro, business software and CRM | |
|---|---|---|---|
| Strong point | Item availability, stock, delivery notes, technicians | Inventory, annual planner, contract printing | Clients, quotes, contracts, deposits, stops, monthly margin |
| Documents | Contracts and their invoicing | Rental contracts | Quotes, contracts, invoices, deposits and instalments |
| Where it's used | According to the vendor | Windows computer | Browser, on computer or phone |
| Price found | On a separate page or on request | €149 plus €15 for the CD | From €19.90 a month |
| Typical client | Companies with a large warehouse and staff | Vehicle and tool hire firms | Hire for parties, weddings and corporate events |
RegiaPro is the right choice for your hire business if
- your hires are for events with a date and a person who calls you;
- you need a clear contract, a recorded deposit and a chaser at the right moment;
- you want to know what the month’s parties leave you, after the van and the crew.
What you use in the warehouse from week one
- hire records with the list of items, photos and source;
- PDF quotes and, with Pro, contracts and invoices to whoever pays;
- stops, departure time, ready-made WhatsApp messages, a margin Report.
How to start: three steps, no card needed
You sign up, try it on your real work, and only decide at the end.
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Sign up in a minute
Your name, your business name and your email. We don’t ask for a credit card: access starts when you confirm your email.
Start the trial -
Set it up for your trade
Menus, record fields and job stages speak your language. You connect the calendar you already use.
Choose your trade here -
Try everything, then choose
Fourteen days with the Full features. At the end you choose a plan, or you stop: nothing renews on its own.
See the plans
How much RegiaPro costs for event equipment rental
All prices are on the website and they’re what you pay. For event hire businesses, three plans and the trial period make sense.
Start for a warehouse with a few jobs
€19.90 a month or €199 paid yearly. Unlimited client book, chaser list, WhatsApp messages and up to ten quotes a month: designed for a warehouse with a few jobs a month; for contracts and invoices you move up to Pro.
Pro for the hires of peak season
€34.90 a month or €349 for the year. It adds the rental contract from your template and invoicing, and quotes are no longer counted: useful when twenty enquiries for June parties arrive in May. It’s the plan designed for peak season.
Studio for hiring to companies with e-invoicing
€59.90 a month or €599 for the year. For businesses that invoice companies electronically: the XML is prepared in RegiaPro, and at the end of the year the invoices are already gathered for your accountant.
14-day free trial on your hires
You get the complete Full plan and no card to enter. Access opens automatically as soon as you confirm your email, and at the end it’s up to you.
Then there’s Full (€44.90 a month), which is mainly for photographers and videographers; the line-by-line differences between all the plans are in the table on the “Pricing” page.
Why you can trust it: your data stays yours
What matters before you put your clients into a new program.
Your data stays in Europe
On servers in Europe. Each business sees only its own data: the database itself enforces the separation.
If you stop, your data stays yours
The account goes read-only and nothing is deleted unless you ask. We send you a copy in a readable format.
Prices written up front
A public price list, the same for every trade: you can read it on the pricing page before you sign up.
You talk to a person
Born in a studio in Tuscany, not in an office. Write to info@regiapro.it or use the contact page.
FAQ from equipment rental businesses using RegiaPro
Where do I write the list of items hired?
In the record notes, one line per type of item with quantity and colour. The notes go into the contract in place of their placeholder, and stay in front of whoever is preparing the load from their phone, so the warehouse and the client read the same list.
How do I see which days are already booked?
RegiaPro’s calendar shows hires with their date, and the “Free dates” panel shows, month by month, the Fridays, Saturdays and Sundays still without records. A booked date opens with one click and takes you to the record that holds it.
How do I handle the security deposit?
You write the rules in the contract template: how much you ask, in what form, when you return it and what you keep back for damage. In the record notes you jot down the day you received it and the day you returned it, so at the end of the hire the situation is in writing.
The agency pays for its client: who do I make the documents out to?
You link the agency to the record as the invoice recipient, with its tax details. The quote, contract and invoice use them, while the party name, the on-site contact and their phone number stay on the record for delivery day.
How do I work out the transport cost before setting the price?
Enter the town in the event town field and press “Calculate”: starting from the warehouse address, RegiaPro estimates distance, travel time, diesel and tolls, thanks to the Google Maps key saved in the settings. With that figure in front of you, you decide how much to charge for delivery and collection.
How do I remind the client of the collection time?
Keep one WhatsApp message for delivery and one for collection among your messages. The day before, you open it from the record, WhatsApp starts with the text ready, you correct the time if needed and send it from your own number.
Can I keep photos of the items on delivery and on return?
Yes. On the record you upload JPG or PNG images, as well as PDF and Word files, up to 15 MB per file. Photos of the gazebo set up and of its return to the warehouse stay linked to that hire, useful if a client disputes damage.
Can I use it in the warehouse too, from my phone?
Yes, RegiaPro works in the browser, so on your smartphone too while you load up. If you link Google Calendar or iCloud, you’ll also find confirmed hires in the calendar you already carry in your pocket.
Page reviewed on 14 September 2026: every feature described was looked up and checked in the software before we wrote about it. The June week, the families and the agency are made-up examples; the information on other software comes from their websites and from a Google search that day. If you find something in RegiaPro that doesn’t match, let us know at info@regiapro.it and we’ll correct the text.
Try RegiaPro on next week’s hires
Open a record for each hire already booked, add the contract and the stops for the first Saturday. In fourteen days with Full switched on you’ll know whether RegiaPro can keep pace with your warehouse, then you choose the plan.
People who work at the same parties have their own page: event venue software, floral design software and party entertainer software. The trades page gathers all the others.