How much does a hire or events booking system cost?

Systems start from £999 to build, plus £79 a month for hosting, security, daily backups and small improvements. You get a fixed price after a short call. Availability, deposits and balance reminders are the usual first step.

Can it stop double bookings?

Each van or item has its own calendar, and a booking is made against it, so the same item cannot be booked twice for overlapping times by mistake. You can still choose to override it, for example when two short events fit into one day.

Can customers check a date and book without calling?

Yes, if you want them to. Customers can see whether a date is free, get a price and pay a deposit online. Some businesses prefer to check every booking first; the system can work either way.

Can it price by distance or area?

Yes. Travel charges can be set by area or worked out from the venue's postcode, then added to the quote automatically.

You do. Everything in the system is your business's data. You can export it as a spreadsheet whenever you like, and if you ever leave, you take a full export with you.

Would ready-made hire software do the job?

For a straightforward rental business, ready-made hire software can be the quicker answer, and we will say so. Custom is worth it when your bookings mix vans, staff, menus and venues in a way those tools do not handle well, or you want booking built into your own website.

Custom CRM · Events and hire

A booking CRM for hire and events businesses

For van hire, party hire, equipment hire and caterers taking event bookings: availability, deposits, event details, kit and staff in one place, from first enquiry to collection.

Talk about your systemFrom £999 + £79 a month

Free first call, no obligation
A fixed price for each step
Built around how you work

Sound familiar?

Where the week goes.

Double bookings on busy weekendsThe same van, marquee or bouncy castle is promised twice because one booking was in the diary and the other in a message. Summer Saturdays are when it hurts most.
Enquiries with half the detailsSomeone asks if you are free on a date. You reply asking for the venue, the timings, the number of guests and whether there is power, and the conversation goes back and forth for days.
Deposits and balances to chaseA date is held without a deposit, or a balance due before the event is forgotten until the week itself.
Paperwork venues ask forInsurance certificates, risk assessments, food hygiene details. Venues and organisers ask for them at the last minute, and you are searching your email for the latest copy.
Who goes where with whatWhich van, which kit and which staff for each event, with set-up times, parking and contacts on the day, all in one person's head.

What we build

The parts of your system.

Every system is built around how you already work, so you only get the parts you need. These are the ones most events and hire ask for.

Availability and enquiries

A calendar for each van, item or package, and an enquiry form that asks the right questions the first time.

A calendar for every van, item or package you hire out
An enquiry form that asks for date, timings, venue, guest numbers and access
Quotes worked out from your prices, including travel charges by area
Dates held for a set time while you wait for a deposit

Bookings, deposits and balances

A booking is confirmed when the deposit is in, and the balance is collected without chasing.

Deposit taken online to confirm, through a payment provider
Balance due date with automatic reminders
Your terms accepted online and saved with the booking
Cancellations and refunds handled under your own policy

Event details

Everything about the day, in one place, for whoever is going.

Venue address, access, parking, power and set-up time
The contact on the day and their number
Guest numbers, menus and dietary needs for catering
Documents the venue asked for, sent from the booking

Vans, kit and staff

The right van, kit and people at each event.

Which van or kit and which staff are on each booking
Loading and set-up checklists
Damage and cleaning notes after each hire
Service and safety check dates for vehicles and equipment

Customers and repeat bookings

Organisers, venues and families who book again.

Customer history and past events
Venues and corporate clients who book regularly
Review requests after the event
A reminder ahead of yearly events, such as a summer fair, to offer next year's date

A day with it

What changes on a normal day.

An example of how the system fits into the day. Yours is built around your own routine.

9:00Enquiries from overnight are waiting with the date, venue and guest numbers already filled in. You can see straight away which vans are free.
11:00You send a quote with the travel charge included. The customer pays the deposit online, and the date is booked against that van.
14:00Balance reminders went out this morning for next weekend's events. A venue asks for your insurance certificate, and you send it from the booking in seconds.
Friday 16:00The weekend run sheet shows every event with its van, staff, set-up time, address and contact on the day.
MondayDamage and cleaning notes from the weekend are on each van's record, and review requests have gone to the weekend's customers.

Built before

We built the website and SEO for Kreamy Delights, a London ice cream van hire business. A booking and customer system for them is in development, so this page describes what we are building for hire businesses rather than a finished case study.

See our work

Always included

Lives on your own website behind a private login, and works on your phone
Login protected with a one-time code; encrypted connection and automatic backups
Your data stays yours: export it any time, and we hand it over if you leave
Hosting, security updates and small improvements in the £79 a month
A fixed price for each step, agreed before we start

Not sure what you need?

Tell us how your business runs today. We will suggest the smallest system that saves you the most time, and whether an off-the-shelf app would do the job instead.

Get a free quote

Our promises

Our promises to you.

No surprises on price, no locking you in, and no going quiet once the site is live.

The price on your quote is the priceFixed and agreed in writing before we start. Anything extra only happens if you approve its price first.
Pay the rest when you are happyHalf to start. The other half only when you have approved the site and it goes live.
Two rounds of changes includedBefore launch, you get two full rounds of changes to the design and words at no extra cost.
30 days of free fixes after launchIf anything we built does not work as it should in the first 30 days, we fix it free.
A reply the same working daySend a message Monday to Friday and you hear back the same day, from someone who knows your project.
Leave when you like and keep everythingNo minimum term on monthly plans, just 30 days' notice. Your site, files and domain stay yours, and we help you move.

The full details are in our terms.

Events and hire: questions about a custom system

How much does a hire or events booking system cost?: Systems start from £999 to build, plus £79 a month for hosting, security, daily backups and small improvements. You get a fixed price after a short call. Availability, deposits and balance reminders are the usual first step.
Can it stop double bookings?: Each van or item has its own calendar, and a booking is made against it, so the same item cannot be booked twice for overlapping times by mistake. You can still choose to override it, for example when two short events fit into one day.
Can customers check a date and book without calling?: Yes, if you want them to. Customers can see whether a date is free, get a price and pay a deposit online. Some businesses prefer to check every booking first; the system can work either way.
Can it price by distance or area?: Yes. Travel charges can be set by area or worked out from the venue's postcode, then added to the quote automatically.
Who owns the data?: You do. Everything in the system is your business's data. You can export it as a spreadsheet whenever you like, and if you ever leave, you take a full export with you.
Would ready-made hire software do the job?: For a straightforward rental business, ready-made hire software can be the quicker answer, and we will say so. Custom is worth it when your bookings mix vans, staff, menus and venues in a way those tools do not handle well, or you want booking built into your own website.

Tell us how your events and hire business runs. We'll show you what can run itself.

Two minutes to fill in. You'll see a first look at your website straight away, and we reply the same working day.

Get a free quote See prices

Free and no obligation
A fixed price, not an estimate
Half up front, the rest when you are happy
You own everything we build