OneStop AV Rentals

About OneStop AV

Founded in 2018, OneStop is a computer and audiovisual rental company based just outside Boston. Despite being a small team, they compete nationally and serve clients with everything from computers and lighting to projectors and monitors.

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Their client list includes major global event providers, film production companies working on major motion pictures, and corporate events ranging from small meetings to general sessions with hundreds of attendees.

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As Vice President of Sales, Shiva Rampersad oversees sales, marketing, and inventory. For a small company competing against established players with 20 to 30 years in business, efficiency is everything.

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The Challenge: spreadsheets and manual tracking

Before Rentman, OneStop's inventory management system was a simple Excel spreadsheet. Someone manually tracked every piece of equipment, writing down asset numbers and locations by hand.

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For a company handling thousands of rentals per year, this approach was holding them back. Without knowing where the equipment was at any given moment, they couldn't quote new projects with confidence or process returns smoothly. The manual work took hours that could have been spent growing the business.

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"If you don't know where your gear is, you're in a lot of trouble," Shiva explained. The team needed a system that could keep up with their pace and help them grow without adding more admin work. 

Finding Rentman (again)

When Shiva joined OneStop, he already knew what he was looking for. Six years earlier, at a previous company, he'd searched for a new inventory management software and discovered Rentman. The experience had been so positive that when OneStop needed a solution, Rentman was the obvious choice.

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Still, the team did their due diligence. They evaluated several other platforms, but found them either too complex for their needs or lacking the intuitive workflows and customization that OneStop needed.

“Rentman is great. The customization is amazing. I've tweaked every possible thing you almost can in Rentman, really, just for us to make it our own."
_{Shiva Rampersad - VP of Sales}

The decision was clear. Rentman offered the right balance of power and usability, with costs they could manage as they grew.

How Rentman transformed their operations

For the past two years, OneStop has run their entire operation through Rentman. The platform touches every part of their business, saving them between 10 minutes and an hour on every single order.

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• Inventory tracking that saves hours: The team rolls around the warehouse with a cart and a scanning device, processing orders in five minutes instead of an hour. They scan equipment out, track where it goes, and scan it back in when it returns. If something's missing, they know immediately.

“We can scan 400 laptops in five minutes. Before Rentman, that would take an hour of writing down seven-digit asset numbers and manually entering them into spreadsheets,."
_{Shiva Rampersad - VP of Sales}

• Real-time stock visibility: When clients call with high-volume requests, the team can check availability immediately. They look at the timeline, select multiple items, and instantly see real-time stock levels. Within five minutes, they know if they have enough equipment or if they need to source more.

• Generating quotes in seconds: Creating a quote used to involve building an Excel document, changing fields, typing everything in, making sure the totals worked, then printing and saving it. Now, Shiva can create a complete quote in less than a minute. They've also connected Stripe for payment processing, so clients can pay directly from their quotes.

“If I can send out quotes every minute instead of every half hour, you can't beat that when you're on the sales side," he said. In an industry where clients need quick turnarounds, that speed is a real advantage."
_{Shiva Rampersad - VP of Sales}

• Branded, professional documents: Every document OneStop sends is customized and on-brand. They've built templates for quotes, invoices, packing slips, and more, ensuring a consistent professional look across all client communications. Shiva noted that "Every document we send out from Rentman is branded, quotes, invoices, packing slips, all of it."

The results: handling rapid growth with confidence

The numbers tell the story. About 18 months ago, OneStop's project count was just over 1,000. Today, it's over 3,000. That's more than 2,000 projects processed in less than two years, all with the same small team.

“We don't waste time on manual tasks anymore. Now we can handle orders fast and keep moving."
_{Shiva Rampersad - VP of Sales}

The time savings add up fast. Whether it's tracking accessories, processing returns, or turning around quotes in under a minute, Rentman makes it possible to handle this volume with the same small team.

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Faster processes also mean better customer service. When equipment comes back, OneStop can immediately spot missing or damaged items and send invoices or follow-ups within minutes.

Looking ahead: crew scheduling and multiple locations

Since they focus on equipment rentals rather than full production services, OneStop doesn't currently use Rentman's crew module. But that's about to change.

The team plans to use crew scheduling for their delivery personnel and couriers to track who's handling each delivery. They're also preparing to add more locations.

“We're planning to expand to new locations, so we'll start using the multiple warehouse feature to manage inventory across different sites."
_{Shiva Rampersad - VP of Sales}

When they open new offices, they'll need to track where equipment is and manage transfers between locations. Rentman's multiple stock location feature will handle that.

The team continues to refine their workflow, trying out new Rentman updates as they roll out and discovering new ways to use the platform.

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With Rentman supporting their operations, OneStop is prepared to keep growing, whether that means new locations, new clients, or handling those last-minute orders that keep coming in.