Keep the job context
Record what is needed, for which show, and within which working window.
Subrentals
Cover the shortage without losing the cost or the paperwork.
Flightcase keeps outside equipment, vendor requests, customer pricing, internal cost, and project context together when a job needs more gear than you own.
Outside gear is part of the margin
A last-minute subrental should not become an invisible cost.
When owned stock comes up short, the production still needs the equipment. The risk is that the vendor email, the client price, and the warehouse plan each tell a different version of the fix.
Flightcase keeps the outside item and its paperwork close to the job, with separate fields for what the vendor charges and what the client sees.
Current subrental tools cover
- Show-linked subrental requests and vendor documents.
- Custom outside-equipment lines when the item is not in your catalog.
- Vendor cost and customer pricing as separate values.
- Rental-order and purchase-order document labels.
- Converting recurring outside gear into inventory later.
See the workflow
Real screens from the current Flightcase build.
Make the shortage visible to the right people
Sales, production, and warehouse need different parts of the same answer.
Send usable paperwork
Create a vendor-facing request with the equipment and operational context required to fulfill it.
Separate cost from client price
Keep internal vendor cost distinct from the amount carried into the customer scope.
Promote repeat rentals later
Turn recurring outside equipment into a real inventory item when ownership or catalog tracking makes sense.
From shortage to covered job
The fix stays attached instead of living only in an email thread.
Identify
Record the equipment gap against the show.
Request
Create the vendor order or request document.
Price
Track internal cost and client-facing price separately.
Fulfill
Keep the outside gear in warehouse and project context.
Related operational guides
Go deeper on the workflows behind the platform.
AV Inventory Control Guide
Read guide ->Warehouse KPIs for Event Production Companies
Read guide ->Questions buyers ask
Does Flightcase automatically source subrentals from a vendor marketplace?
No. Flightcase organizes requests, vendor documents, costs, pricing, and project context. It does not claim an automated vendor marketplace.
Can I add subrental equipment that is not in my catalog?
Yes. Custom subrental lines support one-off outside equipment without forcing it into permanent inventory first.
Can the client price differ from the vendor cost?
Yes. Internal cost and customer pricing are separate fields so the commercial record does not expose vendor cost.
Can repeated subrental items become inventory?
Yes. A recurring outside item can be converted into a catalog record later when that becomes useful.
Bring a real shortage.
We will trace it from the job requirement through vendor paperwork and customer pricing.