Tracking Party Rental Inventory with CRM Precision

The Challenges

For months, the client managed their party rental business the old-fashioned way - with spreadsheets and paper notes to juggle inventory, leads, invoices, and quotes. But as demand surged, this system buckled under pressure. Inventory mix-ups grew, errors piled up, and administrative chaos took over.

The breaking point came when the client accidentally double-booked popular items, leading to disappointed customers and a significant revenue hit. This costly mistake made it clear - a CRM dashboard was essential to bring order to their growing operations.

They needed a powerful CRM integrated with their preexisting website to capture every lead inquiry. When new prospects submitted inquiries on the website, the CRM recorded them as new leads and updated them in the dashboard, ensuring flawless lead tracking.

Moreover, they wanted CRM to have sophisticated mathematical calculations and well-crafted algorithms that generate quotes and invoices automatically based on customer needs. This would eliminate manual entries in endless spreadsheets.

These algorithms needed to function as follows: When a customer books an item on the website, these algorithms automatically factor in the rental price, discounts, and promotional offers, generating accurate quotes and invoices in seconds. Meanwhile, the CRM system keeps a sharp eye on stock levels, instantly adjusting product availability based on invoice data. As soon as an item is rented for a specified period, the CRM recalculates stock, updating the count and marking items as "unavailable" in real-time. When the stock refills, the system increases counts and marks items as “available,” refreshing automatically.

To build this power-packed CRM dashboard, the client approached Capital Numbers. They requested us to develop this dashboard reflecting up-to-date inventory status so that they could run their business better while the algorithms would do the math.

Technology

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  CodeIgniter
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  PHP
• 
  JavaScript
• 
  jQuery
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  MySQL
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  REST APIs
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  IMAP

Screenshots

Results

Hosted on AWS, the final product is a CRM powerhouse - a one-stop solution for all things party rental. It combines inventory tracking, bookings, emails, lead management, and pricing control into one seamless platform, allowing the client to manage everything from small rentals to large-scale events, free from manual hassles.

Here’s a lowdown on what the CRM offers:

Effortless Inventory Management

Effortless management of every rented product helps streamline inventory tracking.

Instant Reallocation

Automatic updates in the inventory as items return help reallocate stock for rentals.

Minimized Downtime

Instant visibility into rental-ready products means quick turnarounds and minimized downtime.

Seamless Stock Refreshes

Easy tracking of products from rental to return gives an idea of stock refreshes at every stage.

Reduced Risks of Double Bookings

Real-time stock refreshes give an idea of what’s on hand, reducing the risk of double bookings.

Automated Product Lifecycle Tracking

Automatic tracking of every product's journey from checkout to check-in removes guesswork.

Unwavering Pricing Precision

Auto-pricing features in each quote guarantee the fair price of rented products every time.

Instant, Itemized Quotes

Auto-generated, itemized quotes with pinpoint accuracy secure bookings faster.

Smart Discounts

Automatically applied discounts in each quote boost sales without extra manual effort.

Integrated Email Campaigns

Personalized emails updating leads on seasonal deals on rentals drive repeat business.

Real-Time Order Sync

Each rented product’s status, updated live, creates a smooth rental flow from start to end.

Quality Rentals

A clear control over products and inventory keeps quality rentals flowing, even in peak season.