4Reel Productions is a creative powerhouse based in Los Angeles, specializing in commercial video, live events, livestreams, and short-form narrative content. Led by Teo Karakolev, the company seamlessly blends two business models: full-service video production and a rental division that supplies equipment for internal use and to outside clients.
With a growing inventory of 2,500+ items and a hybrid business model, 4Reel needed a robust system that could handle complexity without slowing them down. After experimenting with custom-built Google Sheets and years of piecemeal systems, they made the leap to Rentman.
The tipping point: from Google Sheets to growth
Before Rentman, 4Reel relied on an elaborate, formula-heavy Google Sheet to manage inventory. It worked — until it didn’t.
I was very proud that I figured out how to do it, but it just wasn’t scalable. It got too slow with the amount of data we had.
The breaking point came as the company’s rental operation expanded and demand increased for accurate quoting, invoicing, and logistics. After a long evaluation process, Teo made the call to take advantage of Rentman’s flexibility to fully customize it to suit the company's dual business structure.
He’s really impressed by Rentman’s support and openness to feedback, as it helps him adjust with his growing business.
One system, two businesses
Rentman now powers every project at 4Reel, from one-off gear rentals to large-scale productions. Every quote and invoice — whether for gear, labor, shipping, or services — is created in Rentman.
Everything goes through Rentman. If it’s not in Rentman, it’s probably a mistake.
They’ve also built custom project types to easily differentiate between production, rental, and hybrid jobs. “It makes it easy to see what’s going on across the company,” says Teo. “It’s changed the way we operate.”
A setup that just works
Even with only two full licenses, Teo has built a flexible system where part-time crew can log in to check equipment in and out, or update gear metadata — without needing full access.
That flexibility is huge. I can have someone in Germany uploading images and weights to the inventory without needing a paid license.
Rentman’s QuickBooks integration also allowed Teo to optimize his accounting plan. Invoicing and quoting all run through Rentman, while QuickBooks handles reconciliation.
I dropped our $65 QuickBooks plan to $35. We just don’t need to invoice there anymore.
Next up: RFID and automation
With Rentman fully embedded into their operations, 4Reel Productions is now exploring RFID to speed up check-ins and eliminate missed items.
The check-in process is slow just because we have so much gear. RFID is the next big leap.
Final thoughts
What started as a spreadsheet workaround has evolved into a full-fledged rental and production workflow all inside Rentman.
4Reel Productions may be small in size, but thanks to Rentman, they run like a much larger business.
Learn how Rentman can transform your business with a free 30-day trial today.