The truck came back.
Is everything on it?
OctaTag is rental inventory software that closes the loop at check-in. Scan a whole truck in seconds with RFID, see exactly what came back and what didn't, and bill the difference before the crew goes home.
No card required · migration included · unlimited users on every plan
Assets returned · expected from pull sheet
Bulk reading RAIN RFID tags…
Elapsed 00:09 · previously 22 min by hand
Rental companies don't lose gear on the job. They lose it at check-in.
Nothing goes missing during the show. It goes missing in the forty minutes after it, when a tired crew unloads a truck at 2am against a paper pull sheet, and three cables and a beltpack quietly don't make it back to the shelf.
Nobody notices until the next job needs them. By then the loss can't be attributed to anyone, can't be billed to the client, and can't be claimed. So it gets written off, and a sub-rental gets booked at whatever the rate is that morning.
That is not an inventory problem. It's a reconciliation problem, and it has a very specific moment where it can be fixed.
Disappearing every year at industry loss rates
$30,000 – $52,500
Based on reported annual loss of 4–7% of small-to-medium rental inventory. Mostly accessories. Mostly never attributed to the job that lost them.
OctaTag Professional costs $2,988 a year. Against the conservative end of that leak it pays for itself in 1.2 months.
4–7%
of small-to-medium rental inventory is lost every year to tracking gaps
2025 Global Event Technology Report
22 min → 10 sec
check-in time after switching from manual counts to RFID bulk scanning
RFID rental deployment case study
2 people, 2.5 hrs → 1 person, 15 min
inventory cycle count at a national AV rental house using RAIN RFID
Rentex / HID Global deployment
One chain, quote to invoice — with the weak link reinforced.
Most platforms bolt check-in onto the end of a booking system. In OctaTag it is the step everything else is built to serve, because it is the only point where you find out what the job actually cost you.
- 01
Quote
Public quote links · availability-aware pricing · templates
Build a quote from live availability, not a guess. Send a link the client accepts in one click — no login, no PDF ping-pong.
- 02
Prep
Pull sheets · manifests · work orders · sub-rental flags
Pull sheets generated from the job. Every case, cable and consumable accounted for before it hits the dock.
- 03
Load out
Bulk RFID read · shortage alerts · box & bin assignment
Scan the case, not the checklist. RFID reads the whole pallet at once and flags anything short before the truck leaves.
- 04
Check-in
Discrepancy engine · loss attributed to the job · damage capture
The moment everything hinges on. Wheel the truck past the reader and OctaTag tells you what came back — and what didn't — in seconds.
- 05
Bill
Invoice from actuals · payment tracking · loss recovery
Missing and damaged items flow straight onto the invoice while the job is still fresh. No more writing off losses you can't prove.
Barcode makes you scan 247 items.
RFID reads the whole truck at once.
RAIN RFID reads hundreds of tags simultaneously without line of sight. A case doesn't need opening, a cable doesn't need untangling, and nobody needs to aim anything. You roll the cart past the reader and the count is done.
That difference is why RFID changes behaviour and barcode doesn't. A process that takes ten seconds gets done every single time. A process that takes twenty-two minutes gets skipped on the night it matters most.
Every plan above Starter ships with a handheld reader and tags included, so RFID is something you use in week one — not a hardware project you postpone.
What actually goes missing
Losses concentrate in accessories, not in the expensive items everyone already watches. These are the line items that quietly erode margin:
- XLR and DMX cable01
- Wireless beltpacks02
- DI boxes and adapters03
- Intercom headsets04
- IEC and power distribution05
- SDI / HDMI converters06
Nobody tags these by hand because tagging them by hand isn't worth it. At $0.18 a tag, it is.
Built for how rental actually runs.
Discrepancy engine
Every check-in produces a signed record of what was expected, what returned, and what is missing — attributed to the job and the crew that ran it.
Serialized and expendable, one system
Track a specific console by serial and maintenance history. Track 4,000 cable ties by count. Most tools force you to pick one.
Warehouse down to the bin
Warehouse → zone → bin → box → case. When the system says an item is on the shelf, someone can actually walk to it.
Maintenance that follows the unit
Service history, damage reports and out-of-service flags live on the individual asset, so a failing unit stops getting quoted.
Sub-rental visibility
See a shortage across every committed job before the show date, not on the morning of, when the rate is whatever they ask.
Roles and group permissions
Warehouse crew, account managers and owners see different things. Per-group inventory permissions, not a single blunt admin flag.
Import wizard
Bring your spreadsheet or your old system's export. Failed rows come back annotated so you fix data instead of guessing.
Built multi-tenant
Separate businesses, separate data, from the schema up. Run multiple entities or locations without a second subscription.
“We have 12,000 items in a spreadsheet.”
That is the real reason most rental companies stay on a system they hate. So migration is part of the product, not a professional-services upsell.
- 01
Upload what you have
Spreadsheet, or an export from Rentman, Current RMS, Flex or EZRentOut.
- 02
Rows come back annotated
Failed rows are returned with the specific reason, so you fix data instead of guessing at it.
- 03
Tag as you go
Start with what moves most. You do not need the whole warehouse tagged to get value from the first check-in.
Priced by assets tracked. Never by seats.
Charging per user would price out the exact people who need to scan — the warehouse crew running check-in at midnight. Every plan includes unlimited users, so the person holding the reader never has to share a login.
Starter
Getting off spreadsheets
Billed annually · up to 2,000 assets
Start free trial- Up to 2,000 tracked assets
- Unlimited users — crew included
- Barcode + QR scanning from any phone
- Quotes, projects, check-out, check-in
- Invoicing and payment tracking
- 1 warehouse
- Email support
- RFID hardware
- Work orders and pull sheets
- API access
Professional
Most chosenThe check-in problem, solved
Billed annually · up to 10,000 assets
Start free trial- Up to 10,000 tracked assets
- Everything in Starter
- 1 handheld UHF RFID reader included
- 1,000 RAIN RFID tags to start
- Discrepancy engine with loss attribution
- Work orders, pull sheets, manifests
- Maintenance and damage tracking
- 3 warehouses with zones and bins
- Public quote response links
- Guided migration and onboarding
Reader ships on annual plans and is yours to keep after 12 months.
Scale
Multi-warehouse operations
Billed annually · up to 50,000 assets
Talk to sales- Up to 50,000 tracked assets
- Everything in Professional
- 2 handheld readers + fixed dock-door portal option
- 5,000 RAIN RFID tags
- Unlimited warehouses
- REST API access
- SSO / SAML
- Custom roles and group permissions
- White-label: your logo and branding in-app
- Dedicated success manager, 99.9% uptime SLA
Enterprise
Unlimited assets, multiple entities, regional data residency, custom integrations and procurement or security review. Includes white-label branding and the jewellery configuration.
Run it under your own brand
On Scale and Enterprise, OctaTag carries your logo and branding for your team and your clients, rather than ours. Available as part of your plan — talk to us about where it stands for your rollout.
Hardware and services
- Additional handheld UHF reader$1,290
- Fixed dock-door portal reader$3,900
- RAIN RFID asset tagsfrom $0.18 each · $0.09 at 25k+
- White-glove data migration$1,500 one-time
Where you operate
- United StatesUSD
Default pricing. Readers ship in 3–5 business days.
- IndiaINR
Software priced for the region — Starter ₹3,900, Professional ₹9,900, Scale ₹21,900 per month. Hardware at landed cost plus duty.
- WorldwideUSD / EUR / GBP
Billed in your currency. Reader shipping quoted per country.
Straight answers.
What is the best RFID rental inventory software for AV and event companies?
OctaTag is built RFID-native for AV and event production rental, meaning bulk tag reading is core to check-in rather than a paid add-on module. It suits companies tracking 2,000–50,000 assets who lose time and inventory at check-in. Enterprise platforms like Flex and IntelliEvent also offer RFID but require sales consultation and enterprise budgets; Rentman and Current RMS are strong on quoting and crew scheduling with lighter RFID support.
How much does rental inventory software cost?
OctaTag starts at $89 per month billed annually for up to 2,000 tracked assets, with unlimited users. Professional is $249 per month for 10,000 assets and includes a handheld UHF RFID reader. By comparison, Current RMS is around $62 per user per month and Rentman starts near $39 per month plus $19 per user, so per-seat platforms get expensive quickly once warehouse crew need access.
Why does OctaTag charge by asset instead of by user?
Because per-user pricing breaks the workflow that matters most. Check-in is done by warehouse crew, and if every crew login costs extra, companies ration seats and crew fall back to paper pull sheets. Pricing by tracked assets means everyone who touches equipment can scan it, and the price scales with the inventory value you are protecting.
How much inventory do rental companies actually lose each year?
Industry reporting puts annual loss at 4–7% of small-to-medium rental inventory, concentrated in accessories — cables, wireless beltpacks, DI boxes, adapters and intercom parts. The loss is usually invisible because it is discovered at the next job rather than attributed to the job that caused it, which is exactly what a check-in discrepancy record fixes.
How much faster is RFID check-in than barcode or manual counting?
Published deployments report check-in dropping from roughly 22 minutes to about 10 seconds for a truckload, because RAIN RFID reads hundreds of tags at once without line of sight. A national AV rental house reduced a cycle count that took two people 2.5 hours to one person in 15 minutes. Barcode requires line of sight and one scan per item, so it does not compress the same way.
Do I need to buy RFID hardware separately?
No. The Professional plan includes one handheld UHF reader and 1,000 RAIN RFID tags on an annual subscription, and the reader is yours to keep after 12 months. Scale includes two readers plus the option of a fixed dock-door portal. Additional readers are $1,290 and tags start at $0.18 each, dropping to $0.09 at 25,000 units.
Can I migrate from a spreadsheet or another rental system?
Yes. OctaTag includes an import wizard that accepts spreadsheet and competitor exports, and returns failed rows annotated with the specific reason so you can correct data rather than guess. Professional and Scale plans include guided migration, and white-glove migration is available as a $1,500 one-time service.
Does OctaTag handle both serialized equipment and bulk consumables?
Yes, in one system. Serialized units are tracked individually with their own maintenance history, damage records and service status, while expendable stock is tracked by count. Many rental platforms force you to model everything one way, which breaks down when a single job needs both a specific console and 200 cable ties.
Find out what came back.
Twenty minutes, your real inventory, your actual check-in process. We'll show you where the leak is — and you'll know by the end of the call whether this is worth your time.
Or email hello@octatag.com · US, India & worldwide