Event and AV hire business process automation
Event and AV hire business process automation means the kit list of an event or AV hire company is built once at quote and carried through the job, the packing list, the scan out, the check-in and the invoice inside its hire system, with crew, transport, sub-hire and damage added from the record rather than re-typed. Kit is booked by date, prepped and scanned out to a job, then billed after the event with crew, transport and damage. FlyWei maps that chain in your hire system, from buying and sub-hire to sub-hire costs and job profit, then joins the links up so the same fact is never typed twice. Start with the Chain Map: half a day on site, one written map.
Half a day on site, a written two page map, the one link to fix first and a fixed pilot quote. The fee is credited in full against the pilot.
Quote to job to invoice: we map it in your hire system
In a typical UK event or AV hire company the kit list is typed into the quote, again into the packing list, and again into the invoice after the event, with crew, transport and damage added from emails. Sub-hire invoices arrive at month end and are matched to jobs on a spreadsheet, so job profit is known weeks late. A company with 15 to 150 staff runs the same seven links as any goods business, relabelled for kit booked by date, and each link is a place the same fact is typed twice.
Kit is booked by date, prepped and scanned out to a job, then billed after the event with crew, transport and damage. We map it in your hire system.
- 7
- links in the chain, from buying and sub-hire to sub-hire costs and job profit
- Half a day
- on site for the Chain Map, with the people who run each link
- 2 pages
- the written map you leave with, plus a baseline from your own data
- 1
- link to fix first, with a fixed pilot quote credited in full against the pilot
The seven links, in event and av hire words
Every goods business runs the same seven links. Here is what each link is called in a typical UK event or AV hire company, and what keyed once looks like at each one. Our delivered track record is in wholesale; the event and av hire chain follows the same method, mapped in your own hire system.
| # | Stage | In your words | Typed once |
|---|---|---|---|
| 01 | Purchasing | Buying and sub-hire | Kit purchases and sub-hire raised as purchase orders once, from the job, with the asset record created on receipt |
| 02 | Goods in | Check-in and testing | Check-in and test on a phone against the job's kit list, with damage and missing items charged from that record |
| 03 | Stock | Availability by date | Availability read from the live kit calendar, so clashes are flagged when the job is booked, not at prep |
| 04 | Allocation | Quote to job | The kit list built once at quote and carried to the job, with crew, transport and the customer's order reference on the same record |
| 05 | Goods out | Prep and scan out | Kit scanned out to the job against the packing list written from the quote, with shortages flagged before the van leaves |
| 06 | Invoices | Job billing after event | The invoice raised from the job after the event, with kit, crew, transport and damage on it and nothing re-typed |
| 07 | Accounts | Sub-hire costs and job profit | Sub-hire invoices matched to jobs as they arrive, so job profit is known before the month closes |
What we would automate first
These are the four joins we would map first in a typical UK event or AV hire company. Each one is the same fact, typed by a second person into a second screen, and each one is where a difference hides until the customer or the supplier finds it.
- 01
Kit lists built once and carried to the job, the packing list and the invoice
- 02
Availability clashes flagged when the job is booked, not at prep
- 03
Damage and missing items charged from the check-in record
- 04
Sub-hire invoices matched to jobs as they arrive, not at month end
Map, design, build, run
- 01
Map
The Chain Map. One engineer spends half a day on site walking purchasing, goods in, stock, goods out, invoicing and accounts as they run today, and marks every point where a person re-keys or chases. You get a written two page map, a baseline taken from your own data and countersigned by both sides, the one link to fix first and a fixed pilot quote. One fixed fee, credited in full against the pilot.
Book a Chain Map - 02
Design
We decide which steps your ERP handles, which need a module, and which need a connection. Written down and agreed before anything is coded.
- 03
Build and connect
Modules, portals, device apps and integrations built and tested in staging, then released through a controlled route with rollback.
- 04
Run
Our AI specialist engineers stay on: users, changes, faults, documentation and the next stage of automation, under an agreed work plan.
Questions event and AV hire companies ask
What does event and AV hire business process automation cover?
The seven links a hire company runs on every job: buying and sub-hire, check-in and testing, availability by date, quote to job, prep and scan out, job billing after the event, and sub-hire costs and job profit. The kit list is built once at quote and every later document is built from it inside the hire system you already run.
How is the kit list carried from quote to invoice?
The quote holds the kit list, the dates, the crew and the transport as one job record. When the quote is accepted the same record becomes the job, the packing list is printed from it, the kit is scanned out and checked in against it, and the invoice is raised from it after the event with damage and extras added. Nothing is typed a second time.
Can availability clashes be flagged when the job is booked?
Yes. Availability is read from the live kit calendar in the hire system, so a clash between two jobs on the same dates is flagged the moment the second booking is made, with the sub-hire option offered then. The prep team stops discovering the clash on the morning of the load.
How is damage charged from the check-in record?
Check-in and test run on a phone against the job's kit list. Each damaged or missing item is recorded with its photo and finding on that screen, and the charge is raised from the record onto the job invoice. There is no email describing the damage and no separate invoice priced by hand a week later.
Does this work with the hire system we already run?
Yes. We build inside the hire system through its API, its database or a scheduled import, and connect the accounts package around it. Where the platform lacks a step, such as a check-in app, a sub-hire match or a quote to job route, we write the module. The Chain Map shows which case you are in.
Have you done this for an event hire company before?
Our delivered track record is in wholesale, where the purchase to pay chain we built and run matches supplier invoices to orders and receipts every day. In event and AV hire the chain follows the same method, relabelled as kit lists, jobs and sub-hire, inside the hire system you run. We map your version before we quote for any build.
Start with the Chain Map for your event and av hire business
Half a day on site with the people who raise the orders, book the goods in and chase the invoices. You leave with a written map, a countersigned baseline and a fixed pilot quote. No fee is published; it is credited in full against the pilot.
Reply within one business day.