Rentman

Connect AI agents to Rentman, the rental and event production platform used by AV and staging companies. Agents create projects from requests, maintain the equipment catalog, assign tasks to crew, state crew availability, and read the equipment and crew planned on each project along with their shortages.

33 actions API key available

Rentman website ↗ Platform Documentation ↗

An inbound booking enquiry arrives, or a scheduled poll of List Project Requests finds one waiting

List Contacts resolves the customer, or Create Contact registers a genuinely new one

Create Project Request pushes the enquiry into the queue Rentman is built to convert from

List Project Equipment on the overlapping projects reports quantities, prices and shortages for that date window

The rental manager receives the enquiry, the overlapping projects and every item already showing a shortage

A person confirms the dates and the kit before Create Project turns the enquiry into a production on the planning board

What This Integration Enables

Rentman runs AV, staging and equipment rental companies, and the constraint that actually governs that business is physical. There is exactly one of that console. A production is not a booking in a calendar, it is a claim on scarce objects across a date window, and the whole platform is arranged around whether that claim can be met. This connector exposes that model to agents: projects and their subprojects, the equipment planned on a project with its quantities, prices and shortages, the crew scheduled on it with functions, rates and planned hours, the catalog behind it, and the quotes and invoices that come out the other end.

Be precise about the shape of the write surface, because it is the most important thing on this page. This connector reads planning and writes records. List Project Equipment returns the equipment planned on a project including shortages, and List Project Crew returns who is scheduled with their functions and rates, but neither planning surface is writable here: there is no action that books an item onto a project or assigns a crew member to a shift. What is writable is the catalog and the register. Create Equipment and Update Equipment maintain the catalog, its pricing, its stock thresholds, its archive state and its web shop content. Create Stock Movement adjusts the stock held at a location. Create Crew Availability registers an available, unavailable or unknown period against a crew member, which is a statement about that person's calendar rather than an assignment to a job. Create Task and Assign Task To Crew put work on a named person. Projects, subprojects, project costs, project requests, contacts and contact persons are all creatable. So an agent can build the production, price it, staff the task list and reconcile the money, and the equipment planning itself stays where the rental manager does it. That division is worth designing around rather than working against, because the equipment plan is the thing the company's whole week depends on.

The finance side closes properly. List Quotes returns quotations issued from projects with their versions and price breakdowns, List Invoices returns invoices and credit notes with outstanding balances and reminder state, Get Invoice adds VAT and payment history, List Invoice Lines gives the per line detail an accounting export needs, and Register Invoice Payment records a payment against an invoice. Several mechanics shape any flow built here. Every collection response uses the Rentman envelope, with records in data alongside the item count, the limit and a next page URL. Pagination is cursor based and the cursor is an opaque token that must be passed back rather than constructed. Linked fields come back as path strings such as /contacts/88, and the Expand parameter inlines the linked records instead, nested up to three levels. Parameters that reference another record accept either a bare numeric ID or an already formed path, so a value picked from a dictionary can be used directly. The Filters parameter accepts any field of the resource as a key, with relational operators written into the key itself, for example planperiod_start[gte] or distance[lte], and null checks written as field[isnull]. Default page size is 300 records and the maximum is 1500.

On events, this connector ships no triggers. Rentman publishes no webhook subscription API, so there is nothing here to register and nothing here creates a FlowRunner trigger. Change detection is a scheduled poll of the list operations with a modified[gte] filter, which is a genuinely good cursor because it applies across projects, contacts, equipment and invoices alike. One operational note on the credential: only the most recently generated Rentman token is valid, and regenerating a token immediately invalidates the previous one, so a rotation is a coordinated act rather than a background chore.

Without FlowRunner

Enquiries arrive in three inboxes A booking request is copied into the planner from an email, a form and a phone note

Shortages are found at the loading dock Two productions are quoted the same console because nobody read the planned equipment first

Payments are chased and recorded separately An invoice is paid, and the outstanding balance stays wrong until someone reconciles by hand

With FlowRunner

Enquiries land in one queue Create Project Request puts every inbound channel into the list Rentman converts from

Shortages are surfaced before the commitment Planned equipment and shortages for the date window are read before a project is created

Payments close against the invoice Register Invoice Payment records the payment where the outstanding balance is calculated

Use Case Scenarios

Enquiries from every channel landing in one queue

A rental company takes enquiries through a website form, a spreadsheet the sales team keeps, and email. The agent reads them from Google Sheets and the form tool, resolves each customer with List Contacts using a Filters key on email or company name, and creates the genuinely new ones with Create Contact and Create Contact Person. Every enquiry then goes into Create Project Request, so the sales team works one list in Rentman rather than three lists in three tools. Before anything is proposed as a project, the agent reads List Projects filtered with planperiod_start[gte] and planperiod_end[lte] across the requested window and calls List Project Equipment on the overlapping productions, so the reply to the customer is informed by what is already committed.

A catalog and a contact register kept in step

The equipment catalog is maintained in an asset system and the customer register in a CRM, and both drift. On a schedule the agent reads changes from each, then calls List Equipment and List Contacts with modified[gte] to pull the Rentman side of the same window rather than reloading everything. Create Equipment adds new items, cases and sets. Update Equipment corrects pricing, stock thresholds and web shop content, and archives items that have left the fleet. Create Stock Movement adjusts what is held at a location after a stocktake. List Equipment Serial Numbers reads the individually tracked assets with their book value and inspection state, and items with an inspection falling due inside the next booking window are named in Slack rather than discovered on the truck.

Call sheets and collections that build themselves

Two days before a load out, the agent calls List Project Crew for who is scheduled with their functions and planned hours, and List Project Equipment for what is planned with quantities and shortages. Those two reads become the call sheet and the packing list, published to the crew in Slack and stored in Google Drive. Separately, on a weekly cadence, List Invoices surfaces balances past terms with their reminder state, Get Invoice and List Invoice Lines fill in the detail, and reminders go out through Gmail with the production name the customer will recognise rather than an invoice number they will not. As payments land, Register Invoice Payment records each one against its invoice so the outstanding balance the next reminder run reads is the real one.

Human-in-Loop Highlight

Create Project is the gate, and the reason is a gap that this connector is honest about. Creating a project is what puts a production on the planning board and starts the process that people, trucks and kit get committed to. The equipment for that production, though, cannot be booked through this connector: List Project Equipment reads what is planned and reports shortages, and there is no action that reserves an item. So an agent that converts enquiries into projects on its own creates a board that looks fuller than the warehouse can support, and the people who find out are the crew standing in front of a rack at six in the morning. The scarcity is the whole business. There is one of that console, and two productions on the same Saturday cannot both have it, no matter what the calendar says. So the agent does the arithmetic it can do accurately and hands over the commitment. It reads the overlapping window, pulls the planned equipment on every project inside it, and identifies which requested items are already spoken for. It posts to the rental manager: "New project request from Halden Events for 14 to 16 November, corporate conference at the Beurs. Their kit list overlaps three productions already on the board that week. Two are clean. The third, Verstappen Product Launch on 15 November, already plans both GrandMA3 consoles and List Project Equipment reports a shortage of 1 on the L-Acoustics K2 tops for that day. If I create this project the board will show four productions that weekend and the K2 shortage becomes 9 rather than 1. I can create the project, or push the request back with the 15th flagged, or hold it while you check the subhire. I cannot reserve anything, so whatever the board says after this, the equipment planning is still yours." The manager answers once, and the agent either runs Create Project and Create Subproject for the scenario, or leaves the request in the queue with a note. This is the human-in-the-loop moment on a platform where the agent can see every shortage across every overlapping production and still has no authority to decide which client gets the only console in the building.

Agent processes routinely

Detects exception requiring judgment

Clear match Continues automatically

Ambiguous Routes to human via preferred channel

Human decides

Agent resumes with decision

Agent Capabilities

33 actions

Projects

List Projects Returns projects with their planning periods, price totals and linked customer. With a Filters key such as `planperiod_start[gte]` this is how a flow finds every production overlapping a requested window.
Get Project Returns a single project with its full price breakdown.
Create Project Creates a project with a name, reference, number and custom fields. This is what puts a production on the planning board, which is why it runs behind a person when the window is already contended.
List Project Equipment Returns the equipment planned on a project with quantities, prices and shortages. This is the read that tells a flow whether a commitment is realistic. Equipment planning itself is not writable through this connector.
List Project Crew Returns the crew scheduled on a project with functions, rates and planned hours, which is the raw material for a call sheet. Crew scheduling itself is not writable through this connector.
List Subprojects Returns the scenario or option level records of a project.
Create Subproject Adds an alternative scenario to an existing project, which is how an option is priced without disturbing the confirmed version.
Create Project Cost Adds an additional cost line to a subproject.

Project Requests

List Project Requests Returns inbound quote and booking requests awaiting conversion into projects. This is the queue a scheduled flow works from in the absence of triggers.
Create Project Request Pushes an external booking or quote request into Rentman, so enquiries from every channel arrive in the one list the sales team converts from.

Contacts

List Contacts Returns customers, suppliers and venues with addresses and discounts.
Get Contact Returns a single contact with all address blocks and banking details.
Create Contact Creates a company or private contact.
Update Contact Updates selected fields, including per category discounts.
List Contact Persons Returns the individuals belonging to a contact.
Create Contact Person Adds a contact person to a contact.

Equipment

List Equipment Returns the catalog of items, cases and sets with pricing and physical properties.
Get Equipment Returns a single catalog item.
Create Equipment Adds an item, case or set to the catalog.
Update Equipment Updates pricing, stock thresholds, archive state and web shop content. Archiving an item removes it from what can be planned, so it belongs in a reviewed sync rather than an unattended one.
List Equipment Serial Numbers Returns individually tracked assets with book value and inspection state, which is how an inspection falling due inside a booking window gets found in advance.
Create Stock Movement Adjusts the stock held at a location, typically after a stocktake or a transfer between warehouses.

Crew

List Crew Returns crew members and freelancers with contact and contract details.
List Crew Availability Returns the availability periods registered for a crew member.
Create Crew Availability Registers an available, unavailable or unknown period for a crew member. This states what a person's calendar looks like; it does not assign them to a production.

Finance

List Quotes Returns quotations issued from projects, with versions and price breakdowns.
List Invoices Returns invoices and credit notes with outstanding balances and reminder state, which is the read a collections flow is built on.
Get Invoice Returns a single invoice with VAT and payment history.
List Invoice Lines Returns the per line detail of an invoice, sized for an accounting export.
Register Invoice Payment Records a payment against an invoice, so the outstanding balance the next reminder run reads is the real one.

Tasks

List Tasks Returns standalone and linked tasks with priority, deadline and status.
Create Task Creates a task, optionally linked to a project, contact or equipment item.
Assign Task To Crew Assigns an existing task to a crew member, which is how the preparation work around a production gets a named owner.

Frequently Asked Questions

What can FlowRunner do with Rentman?

FlowRunner agents can run List Projects, Get Project, and Create Project in Rentman, plus 30 more actions.

Does connecting Rentman to FlowRunner require OAuth?

No. Rentman connects to FlowRunner with an API key, no OAuth flow required.

Can Rentman trigger a FlowRunner workflow automatically?

Rentman doesn't currently expose triggers in FlowRunner. It connects as an action step inside workflows started by another trigger.

Start building with Rentman

$100 in credits. No card required. Connect in minutes.

Start Building Free Talk to us