Every gap found, priced, and booked.
There are two ways to come up short — a setup that couldn't fill a line, and a day where two gigs both want the only kit you own. GigPal PRO catches both and puts them on one list for your whole season. Run two or three houses against any line, and the second a winner's confirmed, the gear's real — it's on the gigs that needed it, the cost is on the books, and the clock's running on getting it back.
The rent list is scraps of paper and a bad memory.
Shortages get written down in four different places — a note on a pull sheet, a text thread, a whiteboard, somebody's memory — so nobody has the real number until load-in. You call the house you always call, because pricing three of them would mean typing the same list three times, and you never find out the other two were cheaper. Then the gear turns up and stays invisible: it isn't on the pack list, it doesn't scan out with your own kit, and nobody is tracking the due-back date until an invoice arrives with an extra week on it.
With GigPal PRO: every gap across the whole season lands in one list, any line can be quoted by several houses at once, and confirming a winner turns it into real trackable gear with a vendor, a cost, and a return step — in one press.
From a shortage to gear on the truck.
Two ways to be short. One list.
A shortage is locked in the moment a setup or template can't fill a line — it's written down based on what you owned that day. A deficit is recalculated live off what every gig currently holds — it's what catches a double-booking you built by hand. Neither one covers the other's blind spot, so GigPal PRO runs both and merges the results, deduping by item and start date. Same package short on two different weekends stays two rows, because that's two phone calls.
Counted in whole kits, not loose pieces.
Say you own eight stage boxes and a client can order six or eight of them. Count loose pieces and a six-box order looks like it leaves two spare — and double-books the only deck you actually have. So capacity gets counted in packages, the unit a rental house actually quotes. You name the package yourself; nothing gets guessed at. And a kit with its receiver stuck in the shop drops to zero fieldable, because that's a kit you now have to rent.
Race three houses on one line.
Open any row and pick the houses worth asking. Each one gets its own send — a draft you review before it goes, built from wording you can edit yourself, your signature on it, a copy dropped in your backup inbox. Type prices in as they come back; once you've got more than one to compare, the lowest gets flagged ↓ BEST. The first house you ask for a given kind of gear gets remembered as ★ USUAL and offered again next time, so the second time stage is short, you're not starting from zero.
Confirm the winner. Five jobs done at once.
Confirming used to be where the work started. Now it finishes it: one bulk gear line is created under a Rentals category, sized to what you're actually renting; it's added to every competing gig, earliest first; a ledger row opens with the vendor, the cost, the out date and the due-back date; a label is queued; and the shortage it answers is stamped as answered. It only rents the shortfall, never everyone's full need — three gigs each wanting one stage kit, against the one you own, is short two, not three.
It's real gear now — and it has to go back.
Rented gear gets a tag and a label, so it scans out and strikes back in right alongside your own kit instead of riding along as an untracked mystery box. The gig itself carries the ledger: what it is, who it's from, how much it cost, when it's due. Past the due date the line goes red — checked against the local calendar day, not UTC, so nothing shows overdue an evening early. Hit ↩ RETURNED and it closes; hit it by mistake and ↩ UNDO costs one tap, not the vendor and cost history.
The parts that stop it costing you money.
The bigger number, and it says so
Shortage and deficit can count the same gap differently. Under-order and a show comes up short; over-order and you're paying a day rate for nothing. So the bigger number is what gets quoted, and the row prints the disagreement instead of hiding it — a call you can see and overrule, not one made behind your back.
September and November aren't one order
Two gigs a season apart that happen to be short the same thing are two rentals, not one giant one. Rows are split by date-connected windows, and if anything still merges genuinely separated occasions the row warns you and shows the per-gig breakdown underneath.
What next quarter actually costs to rent
A separate view takes two dates — or 30 days, 90 days, six months, or everything booked — and groups every gap into the separate rentals you'd actually place. Gigs whose dates touch become one block at the peak day, never the sum, because you can't hand gear back mid-run. Each block prints its own quote sheet.
MARK RENTED is still one tap
Most gaps don't need a bidding war — you grabbed them from the supply house on the way in. That stays one press with no vendor and no quote record, because routing every line through a sourcing screen would slow down the commonest case and invent a paper trail for a trip that was never sourced.
Review first, one house per press
Every vendor email opens as a draft you read before it goes. There's no "email everybody" button, on purpose: firing off several compose windows in a row is unreliable across browsers, and nobody wants an un-reviewed blast going out to every vendor at once.
No double-buys, no silent deletes
Confirming a quote skips any gig whose shortage was already filled, so you can't end up with two gear lines and two invoices for the same kit. And every landed rental stamps the shortage it answers — the one thing that stops a later template re-apply quietly removing gear you have already paid for.
Put the whole gig in front of a house
Shipping your own rig across the country can cost more than renting it locally, and the only way to know is to price both. So you can send a house the entire gig by category — no asset tags, no case numbers, your replacement values withheld and the price column left blank for them to fill in.
Assign a house, or add one mid-thought
Any line can be routed to a vendor from your directory, or to one you type in on the spot. Group the list by vendor and each house gets its own section and its own send button. Houses with no address on file are counted rather than quietly skipped, and can be completed without leaving the screen.
- A line holds
- What it is, how many short, the window it's needed for, every gig that wants it and how many each, a vendor, and a free note for pickup or price details.
- Group by
- ITEM, VENDOR or DATE — the same rows under three headings. Nothing is ever filtered out by the grouping, so switching views can't hide work. SHOW DONE brings back finished lines when you want the history.
- A quote holds
- House, status (ASKED · QUOTED · DECLINED), a price, and when it was asked and answered. Prices are typed in as they land; the lowest is flagged once there's more than one to compare.
- Confirming creates
- One "(RENTAL)" gear line under a Rentals category, a quantity on every gig that needed it, a ledger row with vendor / cost / out date / due back, a queued label, and a stamp on the shortage it answers.
- Emails
- Three templates — ask, confirm the winner, regret the rest — all editable in Settings, signed, and copied to your backup inbox. A body too long to survive a mail draft is refused rather than delivered cut in half.
- On paper
- One rental-request sheet for the whole list (WHEN · WHAT · QTY · NEEDED FOR), a quote sheet per season block, and the whole-gig quote list as print or CSV. Printing runs from the web app on a computer.
Every gap accounted for, every dollar recorded.
Find out what next quarter is short.
Bring your inventory in by CSV, name the kits you rent as a unit, and get a live list built straight from the gigs you've already booked.
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