Kit Out, Kit Back: Quote, Crew and Warehouse Apps for AV Production Companies

An AV production company can build its quoting, warehouse and crew tools with Mythex: quotes made from kit by the day and crew days, pick lists that check every flight case out to a job and back in, freelancer bookings with confirmations, and an event portal where presenters upload slides before the deadline. Describe your jobs, try it in a live preview, and publish with a real database.

Tracking kit, crew and cost per show

A conference needs a PA, four radio mics, an LED wall, a camera for the stream and three crew on a 6am load-in. The quote is built from a kit list and crew days, the job is confirmed, and the warehouse pulls cases from a paper list. After a late load-out the kit comes back in a van, nobody checks it in until Tuesday, and two DI boxes and a radio pack have gone. Meanwhile spring conference season and the December party rush stretch both the warehouse and the freelancer list. The company needs every item checked to a job and back, crew booked by skill with confirmed call times, and the real cost of each event against what was quoted.

Quotes from equipment by the day, crew days, transport and setup
Pick lists with flight cases and their contents
Serial numbers, service dates and items blocked for repair
Crew booked by skill with call, load-in, show and load-out times
Freelancers confirming their own bookings
Venue notes: power, rigging points and loading access

What you can build for av production companies

Pick lists that come back complete

Every item, from line arrays to XLR cables, is checked out to a job and checked back in. Scanning a flight case checks its contents too. Expensive gear carries serial numbers and service dates, and damaged items are marked for repair and blocked from the next pick list. Anything still out after the job closes is flagged against that job and crew.

Build an inventory app for my AV hire company. Each job has a pick list; items and flight cases (with their contents) are checked out when they leave and checked in when they return, and missing items are flagged against the job. Track serial numbers and service dates, and block damaged items from being added to new jobs.

Quotes with a basic and a recommended setup

Lines combine kit by the day, crew days, transport and setup time, with a weekly rate or a discount after day one for multi-day hire. Offer two clear options, or mark extra mics and a bigger screen as optional, and the client's total updates as they choose. An accepted quote becomes the job's kit list and crew plan.

Create a quote app for an AV production company. Quotes combine equipment priced per day with a multi-day discount, crew days by role, transport and setup. Let me offer two setup options and mark lines optional. When the client accepts online, create a job with the kit list and crew roles.

Crew calls by skill, confirmed by freelancers

Assign sound engineers, lighting techs, camera operators and stagehands to calls that cover load-in, show and load-out, with van and driving assignments. Freelancers log in to accept or decline offered shifts. Hours per person across the week are shown, so back-to-back late load-outs and early calls are spotted before fatigue causes mistakes.

Build a crew scheduling app for AV events. Assign crew by role to call times for load-in, show and load-out, with van assignments. Freelancers log in to accept or decline shifts, and the manager sees who has confirmed and each person's total hours that week.

An event portal with a slide deadline

Clients see the confirmed kit, crew, timings and venue contacts. Presenters upload slides and videos by a deadline so your video operator can test every file. Stage plots are shared for approval, and the run of show keeps a version history so last-minute changes are visible to everyone.

Make a client portal for my AV production company. Each event shows the confirmed kit list, crew, timings and venue contacts, has an upload area for presentations and videos with a deadline, lets the client approve the stage plot, and keeps a versioned run of show.

Venues as records, not just clients

Event planners, agencies, venues and direct corporate clients are separate contact types. Venue records hold power, rigging points, load-in access and house rules, linked to every event held there. Past events record the kit used and any issues, and annual events get a reminder months ahead.

Build a CRM for an AV production company with contact types for planners, agencies, venues and corporate clients. Venues have technical notes on power, rigging, loading access and house rules. Link events to client and venue, log kit used and issues, and remind me about annual events four months ahead.

Invoices with overtime and lost kit itemised

Hire by the day, crew labour, transport and consumables are separate lines. A deposit secures the date and the balance follows. Crew overtime past the agreed call is added after the show at the rate on the quote, and lost or damaged kit is itemised.

Make an invoicing app for AV events with lines for equipment hire per day, crew labour, transport and consumables, a deposit to secure the date, overtime lines added after the event at the quoted rate, and itemised charges for lost or damaged kit.

Check-in the same day

Most kit losses happen between the van and the shelf. Make check-in part of the job: a job is not closed until every item on its pick list is back or marked lost or damaged. Ask for a check-in screen that works on a phone in the warehouse, so the crew can do it as the cases come off the van. Losses found the same day can be traced to the job; losses found a week later cannot.

Job stays open until check-in is complete
Phone check-in screen in the warehouse
Damaged items go straight to repair

Utilisation decides what to buy

Link equipment to jobs and a dashboard shows days in use per item or category. An LED processor that goes out twice a year may be cheaper to cross-hire; radio mic packs that are out every week may justify another set. Add revenue per event against crew and transport costs, and you see which kinds of job actually pay.

Questions

Can we check kit out to a job and back in?

Yes. Each job has a pick list, items are marked out when they leave and in when they return, and anything missing is flagged against that job.

Can freelancers confirm their own bookings?

Yes. Freelancers log in to see offered shifts and accept or decline them, and the manager sees who has confirmed.

Can clients upload presentations ahead of the event?

Yes. Each event can have an upload area for slides and videos with a deadline, visible to the client and your crew. Files go into your project's storage.

Can crew use it on a phone at the venue?

Yes, in any phone browser. With Pro there is also an Android and iPhone app option, which opens the same published app.

Do I need to code, and is it free?

No coding is needed. The Free plan has daily credits and no credit card, enough to build and publish a first version. Pro costs $25/month and is where custom domains and the bigger credit allowance live.

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