OpsReef does the repetitive work of a rental company so your people don't have to. One job record carries a quote through pull lists, crew schedules, delivery, and the invoice. Crews are staffed and asked automatically. Payments reconcile against the bank. Reminders go out on schedule. Nothing gets typed twice.
Quote, pull list, schedule, invoice
Crews planned, offered, confirmed
Export to Excel & PDF
OpsReef follows the natural flow of a rental job. Every step reads from the same record, so the warehouse, the crew, and the bookkeeper all see what sales sold.
Build from your real inventory with day-accurate availability. Labor prices itself from your rate policy, holidays included. Send for e-signature; reminders chase the signature, and the signed quote activates the job.
Pull sheets sort by warehouse bay. Delete a line and the pack list updates on the spot, warning the warehouse if it was already packed. Scan barcodes, run the warehouse kiosk, and move stock between warehouses.
One scheduling run staffs the week, picks leads, and emails offers that crew accept from their phones. The Field Portal puts the plan, files, and sign-offs on their phones, and keeps working offline.
Invoice from the same record. Clients pay by card or bank transfer from a link. Reminders and past-due notices run themselves, settlements are tracked to the bank date, and everything pushes to QuickBooks Online.
These are the hours OpsReef gives back every week. Set each one up once and it keeps running.
Click Run and OpsReef staffs the whole window: busiest days first, the same crew from setup through strike, a lead picked for a stated reason, scarce talent reserved, time off and travel time respected. Offers go out by email, crew accept or decline from their phones, and a decline reopens the slot and tells you who to ask next.
Learn moreSigning reminders until the quote and terms are fully signed. Payment reminders before, on, and after the due date, then escalating past-due notices. Certificate renewals at 60, 30, and 7 days. Post-event surveys. Client-facing reminders go out from your own connected mailbox, not a generic address.
Card and ACH payments are tracked from Awaiting Settlement to Settled against real banking days. A returned bank transfer is recorded, the client is emailed, and the return fee lands on the job. A morning email tells you what hits the bank today and what needs a look.
Learn moreDuplicate a job and its labor is repriced for the new dates and holidays, drawings included. Make it recurring. Copy selected lines or whole sets to another job. Push job lines onto a purchase order, pull GSA per diem for the venue, and batch-print documents for many jobs at once.
Delete a line and the pack list updates on the spot, telling the warehouse if the item was already packed. Shortage Outlook looks two weeks ahead and suggests how to cover each shortfall. Sub-rentals your own stock could cover get flagged daily. Incoming stock shows on the calendar before it arrives.
Learn moreA matrix of event types by group decides who hears what, in-app or by email, with salesperson-only routing when it should stay personal. Mention teammates on jobs and POs. Hourly checks catch due tasks, approaching jobs, and overdue invoices. Crew message the office from the Field Portal.
Crew schedules and time off land on Google Calendar and stay current. A job status change updates the calendar. Customers, invoices, payments, vendors, and bills push to QuickBooks Online with a sync you can switch on or off. Backups run on their own.
Digital business cards with NFC and QR let a prospect save your rep's contact and send their own details back, and the rep is notified. The lead pipeline tracks source and status, nudges follow-ups hourly, and converts a won lead into a client and job. Optional lead feeds add nearby businesses that buy AV and public event calendars where sources exist for your market.
Clients carry their office, service charge, and discount onto every job. Venues carry commission profiles, service charges, Will Call, and rooms. Products carry delivery type and taxability. Document types pick their template. Required-field rules, saved filters, and remembered sort orders finish the job.
Generic project management tools don't understand pack lists, overbookings, sub-rentals, or tax-exempt certificates. OpsReef does.
Quote to strike on one record: multi-day timelines, recurring jobs, sets and sub-sets, an Issues tab that audits the job, tasks, files, comments with mentions, and live collaboration so two salespeople can work the same job at once.
Learn moreDay-accurate availability across warehouses, a stock calendar that shows every commitment, serial numbers and barcodes, kits and packages, maintenance and QC schedules, and bulk price updates you can schedule and undo.
Learn moreInvoice from the job. Take cards and ACH through payment links, keep cards and bank accounts on file, schedule auto-pay, and handle deposits, surcharges, refunds, credits, and write-offs. Push it all to QuickBooks Online.
Learn moreClient records with unlimited contacts, billing contacts, credit limits, per-state tax certificates, documents, statements and ledgers, a lead pipeline, merge tools for duplicates, surveys, and automatic inactivation of dormant accounts.
Learn morePull sheets by bay, pack lists, a warehouse kiosk and barcode scanner, check-in, transfers between warehouses, a logistics manager, delivery tracking, vehicle loading, Will Call, and routing reports.
Learn moreSub-rental, purchase, and labor POs with approval groups by dollar threshold. One-click Add to PO from any job line, Billed and Margin columns, payments split across POs, automatic Paid status, vendor terms and tax status, and full AP reporting.
Learn moreGPS, geofence, and IP-range clock-in, approved-device kiosks, automatic breaks, daily and weekly overtime rules, PTO that accrues per hour, partial-day time off, blackout periods, payroll exports, and punches tied to jobs.
Learn moreDraw to scale from your own inventory, manage circuits and truss runs, keep revisions and venue master drawings, reconcile the drawing against the job, export true-scale PDF, DXF, and SVG, calculate power loads, and diagram signal flow with a cable list.
Learn moreSend quotes, contracts, and invoices for e-signature, or copy a signing link into your own thread. Templates with merge fields, batch printing, email templates sent from your own mailbox, employee document signing, a keyed REST API, and outbound webhooks.
Learn moreEvery rental company is different. Run the rental platform on its own, or add Timeclock, Crew Scheduler, and CAD when your operation calls for them.
The complete platform for equipment and event rental companies: jobs, inventory, invoicing, operations, purchase orders, clients, and reporting.
Employee time tracking that works on its own or tied to rental jobs, with the rules a crew-based business needs.
Automatic staffing with crew offers, plain-language review, and Google Calendar sync. Know who's where, and who still needs to answer.
Scaled event drawings and signal diagrams built from your own inventory, so the drawing, the order, and the pull sheet agree.
Financial, inventory, operations, labor, CRM, and routing reports, plus timeclock reports, with period presets, saved filters, and click-to-sort columns. Exports keep dollars and dates as real numbers.
Role-based permissions and personal landing pages mean each person opens OpsReef to the work in front of them, not to everything at once.
OpsReef was written inside a working AV production and rental company and runs that company every day. The features exist because someone on a load-in needed them.
Quotes, pull sheets, crew calls, payroll, and the month-end close all run through OpsReef at a full-service rental company. When something is wrong, the people who built it feel it first.
Every signed-in account can open the shared tool set.
Estimates to assist qualified professionals, not a substitute for stamped engineering or manufacturer data.
Release notes appear in the app's What's New the day a change lands. A built-in user guide, support tickets, and a help menu are one click away from every page.
OpsReef currently serves companies operating in the United States.
14-day free trial of the rental platform. No credit card required. Want Timeclock, Crew Scheduler, CAD, or Signal Flow in your trial? Say so and we'll switch them on.