Managing Rental Assets and Vendor Loans
Track items you hire in from vendors — costs, return deadlines, and the overdue returns that quietly cost you money.
AssetSync → Rentals tracks items your venue hires in from outside vendors for a specific event: a marquee, a dance floor, specialty lighting, extra tables for an oversized booking.
These are deliberately kept apart from Inventory. An owned asset has a quantity you draw down and put back; a rental has a vendor, a cost and a date it has to go home. Mixing them would make your owned-inventory counts wrong.
Recording a rental
New Rental takes:
- Item Name — what you hired
- Vendor — from your venue's vendor list
- Event — the wedding it is for
- Quantity
- Rental Cost
- Start Date
- Return By
- Status — Pending, Active, Returned or Overdue
- Notes
Only the item name and quantity are required, so a rental you are still chasing details on can be recorded now and finished later.
Saving also creates a matching checkout behind the scenes, so the rental appears on the Checkouts board alongside your owned items for that event. That is deliberate: on load-in day the board is the list of everything arriving, whoever owns it.
Rentals can be recorded from two other places as well — the Rental line type on a pull list, and a wedding's Assets tab — both of which create the same record without leaving the page you are on.
The list
Every rental with its item, vendor, event, quantity, cost, return-by date and status. Anything past its return deadline and not yet returned is marked OVERDUE, and the date is flagged in the list.
Statuses are Pending, Active, Returned and Overdue. The first three are the normal run; Overdue can be set by hand, but you rarely need to — anything past its return date is flagged in the list whatever its status says.
Why overdue rentals matter more than overdue checkouts
An overdue checkout is your own asset in the wrong place. An overdue rental is usually a daily charge from someone else. Vendor late fees accrue quietly and land on an invoice weeks later, by which point nobody remembers whether the tent really did go back on the Tuesday.
Overdue rentals also appear in the Alerts panel on the AssetSync dashboard, which is generally where you will notice them first.
Marking a return
Mark the rental returned when the vendor collects. That closes it out of the overdue count and records the return date, which is the number you want when a vendor's invoice disagrees with your memory.
There are two ways to do it, and neither is on the row menu — that offers only Edit and Delete:
- Edit the rental and pick the Returned status chip. The chips only appear when editing an existing rental, not when creating one.
- Check its line in on the Checkouts board, using the checkout that was created with the rental. That marks the rental returned and stamps the date for you.
Rentals on pull lists
A rental can appear on an event's pull list alongside owned assets, with the vendor shown next to the item. That matters on load-in day: the person working the list needs to know which items are coming off your own shelves and which are arriving on a truck.
Cost reporting
Rental spend is one of the tabs in AssetSync → Reports — spend by month, with a year-to-date total and a per-item breakdown in its CSV export. Because rental costs sit against a wedding, they also feed the event cost view, so an event's asset cost includes both what you own and what you hired for it.
Rental costs and approved asset menu requests can also be pulled onto a client invoice as line items — see AssetSync Integrations.
Tip: Enter the cost when you book the rental, not when the invoice arrives. The number is only useful for pricing your next event if it is there while you are quoting it.
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