Graduation operation · Temporary assets
Every event brings in equipment the company doesn't own and material that leaves the warehouse for just one night. When that lives in a spreadsheet, rentals get paid twice, late fees show up on the invoice and damage gets paid without proof. Here every item has a QR code, checked-out and returned verification, damage with photo and decision, and costs go to Accounts Payable with the event's class.
The problem and the fix
If any of these situations sounds familiar, it is because they happen in almost every graduation company, until the right system comes in.
Nobody knows offhand what was rented for the event, from whom and for how much.
Each rental has the rental company from the supplier records, deadlines, amount, deposit and daily late fee, with the event's items linked to it.
The late fee is only discovered when the rental company's invoice arrives.
Each item's status is calculated against the deadline, and the dashboard shows late returns while there's still time to return them.
Equipment comes back broken and there's no proof of who broke it or when.
The return opens a damage report on the spot, with photo, responsible party and replacement value, and the checkout agreement stays stored with the item.
The freelancer is charged for the damage without a chance to explain.
Damage caused by field staff follows the FreeEquipe incident flow, with acknowledgment and dispute before any deduction.
Rental and loss costs don't make it into the event's numbers.
Rentals, late fees, damages and freight go to Accounts Payable with category, cost center and the event's class.
The event is marked closed with material still out.
Close-out is only accepted with no items out and no open damage, and each saved version of the report never changes.
In practice
Everyday situations at graduation companies, from the problem to the result, using the modules on this page.
Two hundred chairs, eight speakers and two generators had to be back at the rental company by noon.
The crew scanned each item's QR on return, and the list of items out counted down to zero on the phone screen.
Two speakers left behind in the hall were found before the truck pulled out, with no late fee.
A spotlight came back with a cracked lens and the rental company charged for the replacement.
The damage report was opened on return with photo and responsible party, and the freelancer incident went through FreeEquipe.
The rental company was paid through Accounts Payable, and the freelancer's deduction only happened after they acknowledged it.
The event's profitability ignored late fees and losses, which came in on scattered invoices.
Each cost was sent to Accounts Payable with the event's class, and the close-out listed rental, late fees and damages.
The event margin started including loss costs, and next year's budget raised the damage reserve.
How it works
Every step is a real module, and what comes out of one goes into the next without anyone typing it again.
Module by module
6 modules and 30 features on this page, all running on the same class, graduate and event records.
The contract with the rental company linked to the event.
Everything going to the event in a single list.
Checkout and return verified in two taps.
Damage recorded with proof and a decision.
Rental and loss money in Accounts Payable.
Today's event and the final report.
Compare the modules and choose the setup that fits your operation.