Event rental management software in Cameroon The same chairs never promised to two weddings.
Every booking reserves its chairs, tents, sound and decor for its dates, from set-up to teardown. Exit and return slips count what left the depot and what came back, breakage is billed from the count, and the deposit is settled without an argument. Weddings, funerals, corporate events, in English or French.
- Two clients booked the same tent for the same Saturday, and you found out on Friday.
- Chairs went out to the funeral, fewer came back, and nobody signed for anything.
- The client paid an advance by MoMo, and now nobody agrees on how much is left.
A web login to one of our demo accounts, already filled with sample data. Nothing to install.
Event rental management software in Cameroon: an edition of Fiap Systems, the all-in-one business management platform for African SMBs. It combines 19 modules built for this trade with 17 business modules shared by every edition, on web, mobile and desktop, priced in your local currency.
Six reasons to run your rentals on Fiap
Built around the depot, the truck and the deposit, not just the invoice.
Nothing is promised twice
Before a booking is saved, Fiap checks each item for the event dates, from set-up to teardown: stock you own, minus items under repair, minus what other bookings already hold. It checks again when a booking is confirmed and when a quote becomes a booking.
Packs that reserve every piece
A wedding pack reserves every chair, tent and tablecloth inside it, not just a name on the invoice. You see what is free for each item before you confirm.
Exit and return slips
Each slip records the counted quantities and who handed over and who received. The return counts feed the inspection, which bills breakage, missing items and cleaning.
Contracts signed on the phone
A real PDF contract for each booking. Send the signing link by WhatsApp or a QR code; the client signs on their phone, and the signature is kept with the time and a fingerprint of the exact PDF they signed.
Crew and vendors on every booking
Assign installers, drivers and servers with a warning when someone is already on another event, and let them clock in on site. Link caterers, florists and photographers to the booking and record what you pay them.
Advances by MTN MoMo and Orange Money
The payment prompt goes to the client's phone and is recorded on the booking. Clients can also build a pack on your own booking page, request a quote and pay an advance, and get an email reminder of the balance before the event.
Fiap vs WhatsApp + notebook
Most rental businesses run on a notebook, a WhatsApp group and the storekeeper’s memory. Here is what changes.
Keep WhatsApp for talking to clients. Let Fiap keep the stock, the slips and the money.
Your data stays yours
Your stock, the advances clients pay and the contracts they sign are what an event rental business has to protect. These are the controls built into Fiap, not promises on a brochure.
Walled off from every other business
Your records belong to your account alone. Every sign-in carries your account, the server reads and writes only inside it, and a request without one is refused and logged as a critical event. A desktop computer can only ever sync its own account, and cannot raise anyone to platform administrator or switch on modules you have not taken.
Each role sees its own work
Owner, admin, manager, staff and accountant each get their own rights, and crew members clock in and out of the events they are assigned to. Recording a refund or a payment on a booking is for owners, admins and managers. You can take a single right away from one person, or give one extra right from a safe list.
Each depot sees its own
Staff assigned to a depot see its bookings, quotes, deliveries, calendar and equipment, plus the catalogue and records you keep for the whole business. Another depot's records stay out of reach, even when they search. The owner sees every depot.
Every change on the record
Who did what and when, with the before and after. The database itself refuses edits to the audit trail, and each entry carries a seal that can be rechecked from the audit-log screen. Signed contracts and their signature records cannot be changed, refunds are kept in a table that only grows, and slips, inspections and vendor payments each leave their own entry.
Passwords and keys locked away
Passwords are stored as one-way hashes, repeated wrong passwords lock the account for a while, and sign-in sessions rotate so a stolen session is detected and cut off. Your mobile-money merchant keys and mail password are encrypted (AES-256-GCM) and never copied to a desktop computer.
Watched around the clock
An automatic monitor checks the database, the mailbox, mobile-money payments, the books, scheduled jobs and desktop sync every minute, day and night. It emails the Fiap team when something goes wrong and applies a few safe fixes on its own, such as retrying stuck messages or re-running the ledger check. Your data is backed up every day.
Everything in the event rental edition
Event bookings & tracking
Create bookings with the event, set-up and teardown dates, the venue, the guest count and the client’s requirements. Track each event from first enquiry through confirmation, preparation, delivery, pickup, return and inspection to completion. Each booking has one page for its slips, crew, vendors and contract, so no detail gets lost.
Equipment & inventory rental
Manage your inventory of tables, chairs, tents, sound and lighting, decor and tableware by category, with the condition of each item and the units under repair. Availability is checked across dates, so the same units cannot go to two events, and exit and return slips track every check-out and check-in to prevent loss.
Quotes & proposals
Prepare a priced quote with delivery, set-up, discount and tax, and a validity date. Print it with your logo, then turn it into a booking in one click; stock is checked again at that moment, so an old quote cannot overbook.
Packages & kits
Build packs such as a wedding pack or a funeral pack from your equipment, with a fixed price or a discount. Booking a pack reserves every component for the event dates, and you can check what is free for each item before reserving.
Event calendar
A month view of every booking, so you can see your busy weekends at a glance and plan the depot, the trucks and the crew ahead of the season.
Contracts & e-signatures
Generate a contract as a real PDF from the booking, with your own clauses, and quotes as proposals. Send the client an expiring signing link by WhatsApp or QR code; they read and sign on their phone. The signed record keeps the time, the device and a SHA-256 fingerprint of the exact PDF, stored on the booking. A change of terms means voiding and issuing a new version, never editing. Agreements go to vendors too, with every signature tracked. For each signed contract, print its signature certificate: on the cloud with a QR code anyone can scan to check it, and from desktop version 1.3.0 on the desktop too, even offline (without the QR).
Staff & crew scheduling
Assign people to each event with a role: coordinator, installer, driver, technician, server or security. Fiap warns you when someone is already on another event at the same time. Crew clock in and out on site from their phone, with the location recorded, and you plan coverage against the guest count.
Vendor & supplier coordination
Keep a directory of trusted vendors: caterers, florists, photographers, DJs, decorators and transport. Link vendors to a booking with the service and the agreed amount, track their contracts, follow each deliverable from proposed to confirmed to done, and record what you pay them. Payments go to your books as expenses, and a mistaken payment is voided with a reversing entry, never deleted.
Exit & return slips
Record a bon de sortie when equipment leaves the depot and a bon de retour when it comes back, with the counted and damaged quantities, who handed over, who received and their phone number. A wrong slip is voided, not erased. The return counts go straight into the inspection.
Returns, deposits & fees
Check equipment back in piece by piece, bill breakage, missing items and cleaning, and charge late fees when they apply. The deposit refund is worked out from what the client actually paid and can never be paid twice. Every return is reconciled against the booking, so your deposits always balance. When a booking is cancelled, record the refund of what the client paid: it can never exceed what was received, it posts to the books, and the owner's alert about money held for a cancelled booking clears once it is refunded.
Delivery logistics
Schedule deliveries and pickups for every booking, assign the crew and vehicles, and track each run from the depot to the venue: loading, on the road, delivered, set up. Stock and the booking status follow each step, and clients are kept informed so set-ups stay on time.
Client profiles
Keep each client's contact details, their event history, preferences and payment details. Find every booking for a client in seconds and understand their past events before they call again.
Billing & invoicing
Print itemized invoices and receipts with your logo for rentals, delivery, set-up and vendor coordination. Record the deposit, part payments and the final balance, see what each client still owes, and take payment in cash, card, bank transfer or by MTN MoMo and Orange Money from the booking. Every payment posts to your books.
Online booking page & Discover app
Your own public page lists your packs and equipment. Clients build their request, choose the date and type of event, request a quote, confirm on WhatsApp and pay an advance by mobile money. The same catalogue is listed in the Fiap Discover mobile app, where the public can find you and request equipment.
Balance reminders
Turn on reminders and clients with a balance still due receive an email before the event, sent from your own business address, as many hours ahead as you choose.
Rental analytics
Dashboards that show revenue trends, the most-booked equipment, revenue per item and per package, and how hard each item works. Spot your busiest dates, see which items earn their keep and which to retire. Export any report as PDF or CSV for meetings or tax preparation.
Multi-location control
Run several depots from one account. Each location has its own equipment, crew and branding, while headquarters sees consolidated reporting across all sites. Open a new location in minutes and compare performance without switching systems.
Owner app on the phone
The Fiap app on Android shows the owner the day: money collected against yesterday, deposits held, what clients still owe and what you owe vendors, events today and coming up, deliveries and returns due, stock out, open quotes, contracts waiting for a signature and crew on site. Reports over 7 or 30 days split revenue by event type, category and item.
API and webhooks
Connect your own website or tools. Each integration gets its own API key with only the rights you choose; keys are stored hashed, can be rotated or revoked, are rate-limited, and every call is logged. Read bookings and customers, and receive signed webhooks when a booking or a payment comes in. Available as an option.
Plus everything every business gets
Staff, payroll, expenses, accounting, automation and the assistant: the same shared core in all eight Fiap editions.
- Staff & role management
- Staff attendance
- Payroll
- Expense tracking
- Double-entry accounting
- AI business assistant
- Workflow automation
- Internal messaging
- Document management
- Notifications & alerts
- Audit trail
- Leave management
- Shift management
- Performance reviews
- Announcements
- Settings & branding
- Offline desktop app
What each one does
- Staff & role management
- Five or more built-in roles including Owner, Admin, Manager, Staff and Cashier, each with tailored access. Cashiers log in with a quick PIN for fast shift changes. Control exactly who can see, edit or manage each part of the system. Owners and admins can also take a single right away from one person, or give one extra right from a safe list, and every change is logged.
- Staff attendance
- Track clock-in and clock-out times for every employee with late arrival detection. Generate attendance reports by day, week or month and feed the data into payroll. No more manual timesheets. Staff can clock themselves in and out on the server's clock, not the phone's, and the attendance report totals each person over any period, by department.
- Payroll
- Salary calculations with deductions, bonuses, tax withholdings and employer/employee contributions. Calculate net salary every pay period and generate pay slips for each team member. Overtime hours are paid at each person's own rate and, if you switch the rule on, absences not covered by approved leave and late arrivals from the attendance register come off the pay as separate lines on the payslip.
- Expense tracking
- Record and categorize every business expense: rent, utilities, salaries, supplies, transport, marketing, maintenance, taxes and insurance. Filterable, exportable reports show where your money goes.
- Double-entry accounting
- A full chart of accounts covering assets, liabilities, equity, revenue and expenses. Journal entries with automatic debit/credit validation, statuses from draft to posted to voided, and financial reports that show the health of your business. For your accountant: the bilan and compte de résultat in the SYSCOHADA format, and the journal, general ledger and trial balance exported for Sage or Ciel. A cash-flow statement is drawn from the posted entries too.
- AI business assistant
- Ask questions about your bookings, equipment or clients in plain language, such as "Which package was booked most last month?" or "Which depot generated the most revenue this quarter?". The assistant remembers the conversation and asks for your approval before it changes anything.
- Workflow automation
- If-then rules that run on their own. When a booking is confirmed, notify the dispatch crew. When equipment is due back, flag it for inspection. Let the system handle the routine so your team can focus on the event.
- Internal messaging
- Direct messages and group chats with your team, with files and images, without leaving the system. Unread badges keep everyone on top of important conversations, at the depot or across town.
- Document management
- Upload, store and organize your business documents by category, and generate invoices, receipts, contracts and more from templates. Everything in one searchable place.
- Notifications & alerts
- Automatic alerts for upcoming deliveries, overdue returns, pending deposits and equipment due for inspection. Filter notifications by location so each depot sees what matters to it.
- Audit trail
- Every action is logged with the user who performed it, what changed, a before-and-after view and a precise timestamp. Filter by feature, user or date range to investigate any activity. The database itself refuses edits to an audit entry, and each entry carries a seal that the audit-log screen can recheck.
- Leave management
- Leave requests for annual, sick, maternity, paternity and unpaid leave with an approval workflow. Leave balances are tracked so managers approve with full visibility of team availability.
- Shift management
- Define shifts such as morning, afternoon and night, assign employees by date, and view the schedule as a calendar so coverage gaps are easy to spot.
- Performance reviews
- Structured reviews with ratings, written comments, goals and review periods. Build a performance history that helps you develop and keep your best people. Build your own review criteria with weights that add up to 100, score each one, and follow each goal through to achieved or missed.
- Announcements
- Broadcast messages to all staff or to specific teams and branches. Set priority levels, pin critical updates and add expiry dates so outdated notices clear themselves.
- Settings & branding
- Your brand name, logo, favicon and primary color, with your currency, timezone and language (English or French). Every receipt, report and screen carries your brand.
- Offline desktop app
- The Windows desktop app keeps working with no internet. From desktop version 1.3.0 it is a full two-way copy of your account: your business screens work offline, and what was done on the computer and in the cloud comes together when the connection returns, with money posted once and stock counted once, even when two computers worked offline at the same time. Actions that need the internet by nature, such as a mobile-money request or sending an email, work from the desktop while it is online and say so when it is not.
A price list built for your trade
Every industry is priced on what actually drives its work. Prices are shown in US dollars and in your local currency.
Retail, bakery & event rental prices
Priced per user and branch. Shops, stand-alone pharmacies, bakeries and event rental businesses share this list. Cloud Lite exists only here.
1 User
- 1 Branch
- 1 User account
- 1 computer · 5 GB storage
- Sell, stock, customers & expenses
- Core tools of your trade (Lite module set)
- Web + Mobile + Desktop
- Upgrade to unlock every feature
- Desktop app included (connects at least every 14 days)
1 User
- 1 Branch
- 1 User account
- 1 computer · 5 GB storage
- All features included
- Web + Mobile + Desktop
- Automatic backups
- Free updates
- Desktop app included (connects at least every 14 days)
3 Users
- 1 Branch
- Up to 3 user accounts
- 1 computer · 10 GB storage
- All features included
- Web + Mobile + Desktop
- Automatic backups
- Free updates
- Desktop app included (connects at least every 14 days)
Up to 15 Users
- Up to 3 branches
- Up to 15 user accounts
- 3 computers · 25 GB storage
- All features included
- Web + Mobile + Desktop
- Automatic backups
- Free updates
- Desktop app included (connects at least every 14 days)
Every cloud plan includes the web and mobile apps, the desktop app (1 computer unless your plan states more), automatic backups and free updates.
Prices exclude onboarding, installation, training and support, which are quoted separately.
Your questions, answered
What is Fiap Systems Event Rental?
Fiap Systems Event Rental is an all-in-one platform for event equipment rental and event management. It combines bookings tracked from enquiry to completion, equipment reserved by date, packs, quotes, exit and return slips, return inspection with breakage billing, deliveries, crew scheduling and vendor coordination in one system. It also includes contracts signed on the phone, billing with mobile money and double-entry accounting, so an event business runs from a single dashboard.
How is this better than WhatsApp and a notebook?
A notebook tells you what was promised. Fiap checks it: each booking reserves its equipment for its dates, so the same chairs cannot go to two events; slips record what left and what came back, with names; the inspection bills breakage from those counts; and the deposit refund is worked out from what the client actually paid. Keep WhatsApp for talking to clients; let Fiap keep the stock, the slips and the money.
Can I try it before paying?
Yes. Ask for a demo login and we give you access to a demo event rental business on the web, already filled with sample data. There is nothing to install.
Can my clients sign the contract on their phone?
Yes. Fiap generates the contract as a PDF from the booking. You send the client a signing link by WhatsApp or show a QR code; they read the contract and sign on their phone. The signature is stored with the time and a fingerprint of the exact PDF, so any later change is visible.
Can clients request a quote online?
Yes. Your public booking page shows your packs and equipment. A client picks what they need, gives the date and type of event and sends a quote request, then can confirm on WhatsApp and pay an advance by MTN MoMo or Orange Money once your payment account is connected. The same catalogue appears in the Fiap Discover mobile app.
Does the event rental system work offline?
Yes. The Offline plus Cloud Sync edition keeps bookings, equipment inventory and billing working with no internet, then syncs automatically once you are back online. With the next desktop release (1.3.0), the desktop is a full two-way copy of your account: exit and return slips, late fees, payment schedules, crew assignments and clock-in, vendors and vendor payments, refunds of cancelled bookings and contracts all work offline, and the signature certificate of a signed contract prints offline too. Money is posted once and a crew member is never booked on two events at once, even when two computers worked offline. Things that need the internet by nature, such as the client signing on their phone, a mobile-money advance or an email reminder, work from the desktop while it is online and say so when it is not. There is also an Offline Standalone edition that runs entirely on your own computers and needs no internet connection at all.
What currencies is the event rental system priced in?
Pricing is shown in your local currency, including FCFA, Naira, Cedi, Rand, Kenyan Shilling and more, detected automatically for your location. Clients can pay by mobile money such as MoMo and Orange Money, as well as cash, card and bank transfer.
Does it generate quotes and track deliveries?
Yes. Each event is tracked from first enquiry and quotation through delivery, return and wrap-up, and a quote becomes a booking in one click. The contracts module produces professional PDF contracts with e-signatures. Equipment availability is checked across dates, exit and return slips record each check-out and check-in, and alerts flag upcoming deliveries and overdue returns. When equipment comes back, each item is checked in piece by piece, deposits are refunded and late or damage fees are applied, all reconciled against the booking.
Can it manage multiple warehouses or depots?
Yes. Multi-location control manages several warehouses and depots from one account, each with its own equipment inventory, crew roster and branding. Headquarters gets consolidated reporting across all sites, and you can open new locations in minutes and compare performance.
Other industries we support
See your rental business in a demo account
Ask for a demo login and try an event rental business already set up with sample equipment and bookings. It runs in your browser, nothing to install.