One system, from the quotation dispatch return invoice to the close-out.
Built for Indian AV and event rental companies. Gate RFID and barcode scanning, 3D truck load planning, crew scheduling, vehicle compliance, and GST invoicing with e-way bills — in one system.
Six things that go wrong every week
Running a rental house on WhatsApp, spreadsheets and memory works until it doesn’t. These are the six failures that cost the most.
“Where is that flightcase?”
Marked returned in the system. Actually still behind a wedding stage 140 km away. You find out when the next job needs it.
“Excel says 40, shelf says 34”
Phantom stock gets promised on a proposal. You find the gap on load-out morning and sub-hire at three times the rate.
The crew advance diary
Fuel advances, rigger wages and driver batta on torn slips and WhatsApp messages. None of it reconciles against the event P&L.
“Which tempo can fit this?”
Volume gets guessed on loading day. Either you pay for an extra 17-footer, or the bass bins stay on the dock.
The midnight e-way bill scramble
A truck held at a state checkpost at 2 AM because the software you bought abroad cannot issue an Indian delivery challan.
“Who took the spare LED panels?”
Kits split across venues with no serialised trail. You find the cannibalised modules at the next client’s load-in.
A show day, the ICEMAN way
Seven moments in a single job — from the quote going out to the profit being locked.
D-7: Smart Quotation & Margin Lock
Proposal StageQuote a multi-day rig against live availability. Sub-hire buffers price themselves in, and the margin warning fires before you send an underquoted proposal.
D-2: Crew Call & Sub-Hire Booking
Crew DispatchShifts go out to in-house technicians and known freelancers. Call sheets carry venue pins, attire and timings. Equipment shortfalls become sub-hire POs in one click.
D-Day 06:00 AM: Warehouse Gate RFID Load-out
Scanning LiveCases roll past the gate antennas in bulk. A missing accessory raises an alarm on the warehouse monitor while the truck is still loading. The e-way bill generates itself on completion.
07:00 AM: 3D Truck Packing & Fleet Movement
LogisticsLoaders follow the stack sequence on screen — subwoofer cases on the deck, lighting fixtures on top. The driver gets a digital gate pass and route clearance.
Showtime: Live Execution & Petty Cash Logging
Onsite OpsCrew log lunch, parking and connector spend in the app with a photo of the bill. The project manager watches the float move in real time.
02:00 AM: Midnight Return & Missing Gear Register
Inward CheckTrucks unload straight back through the gate. Two missing XLR drums and one damaged PAR are flagged on the spot, and the venue recovery memo writes itself.
D+1: Rupee-Accurate P&L Close-out
SettlementGST e-invoice out to the client. Crew payouts approved, sub-hire bills matched, and the net margin on the job is a number rather than a feeling.
Three things international rental software can’t do here
Software written for Europe and North America was never designed around Indian tax, labour or logistics. These are the gaps that matter on a show day.
Indian statutory compliance, built in
CGST, SGST and IGST calculated against state GSTIN codes. HSN and SAC on every line, delivery challans on your own letterhead, and e-way bills generated from the scanned manifest rather than typed again at midnight.
Long-range RFID at the gate, natively
Roll a loaded flightcase or drive a truck through the gate antennas instead of scanning barcodes one at a time. Direction-aware in/out detection. Any Zebra, Chainway or Android reader pairs with a six-digit session pin.
Five Indian languages, plus English
Your loaders, helpers and tempo drivers should not need fluent English to mark goods loaded or verify a return. The full mobile interface is native in Hindi, Kannada, Tamil, Telugu and Malayalam.
Ten engines, one system
Everything a rental operation runs on, without moving between tools or re-keying the same job twice.
Quotes, Orders & Billing
Hierarchical proposals, price tiers, day rates, deposits, automatic CGST/SGST/IGST breakdown and one-click PDF quoting.
Equipment & Asset Tracking
Serialised items, bulk cable by the metre, flightcase packing hierarchies, maintenance logs, test certificates and depreciation.
Warehouse Gate & 6-Stage Dispatch
Booked → Picked → Packed → Dispatched → Returned → Inspected. Complete audit logging with live portal gate scanning.
3D Truck Load Planner
Volumetric dimensions and axle payload, with cases dragged into Tata Ace, 14ft, 19ft and 32ft container models.
Fleet & Vehicle Compliance
RC documents, commercial insurance expiry, FC fitness certification, green tax, driver licences and city no-entry timing alerts.
Crew Management & Freelancer Hub
A free companion app for sound engineers, lighting technicians and riggers — call sheets, venue coordinates, shifts and peer ratings.
Purchasing & Sub-Hire Network
Shortfalls are detected from the proposal itself and become supplier sub-hire POs in seconds, with returns tracked back against the same order.
Financial Ledger & Petty Cash
Cash advances to project leads, fuel slips, toll receipts, rigger batta and client milestone payments in a single ledger.
Operational Reports & Analytics
Equipment ROI, utilisation rates, sub-hire losses, ageing receivables and per-event margin contribution.
Granular Role Control & Multi-Branch Workspaces
Seventy-nine permission toggles across warehouse helpers, project managers, accountants and directors.
The same engine, different inventories
Serialisation, kitting and gate scanning do not care what is inside the case.
- AV & Live Events
Line arrays, moving heads, P2–P3 LED walls, truss grids, backline and recording rigs.
Kits • Serialised flightcases
- Corporate IT & Broadcast
4K OB vans, cinema cameras, wireless video links, intercom matrices and server racks.
Sub-hire • Daily rate cards
- Heavy Staging & Rigging
Boom lifts, silent 125 kVA generators, scaffold, chain motors and load cells.
Load planner • Volumetric weight
- Medical & Specialty Gear
Calibrated diagnostics, temporary hospital infrastructure, analysers and mobile health trailers.
Calibration logs • AMC alerts
How ICEMAN compares to international platforms
A capability-by-capability look at what changes when the software is built for Indian operations.
| Capability / Criteria | ICEMAN (India) | Legacy Platform A (Europe) | Legacy Platform B (UK/US) |
|---|---|---|---|
| Pricing Model | ₹4,999/month or ₹49,999/year — flat, unlimited users | €45 - €85 / user / month (~₹4k - 8k) | £40 / user / month (~₹4,500/user) |
| Indian GST & E-Way Bills | 100% Native (State GSTIN, HSN, E-Way Bill API) | None (Requires external Tally plugins) | None (UK VAT structure only) |
| Doorway Gate Long-Range RFID | Native Portal Antenna & Handheld Engine | Requires custom €€€ API middleware | Barcode-only handheld scanning |
| Regional Languages | 5 Indian Languages (Hindi, Kannada, Tamil, etc.) | European languages only | English only |
| 3D Truck Load Planning | Included with Indian Chassis Dimensions | Basic weight meter (No 3D container plan) | Not available |
| Fleet Vehicle Fitness (FC) Records | Built-in RC, Insurance & Permit Tracking | Not supported | Not supported |
| Freelancer & Crew Network Access | 100% Free Companion App for All Crew | Extra per-planner license surcharge | Paid per-seat technician add-ons |
Competitor pricing above is converted from list prices published on the vendors' own websites and is indicative only; exchange rates, plan tiers and negotiated rates vary. Figures were last checked in September 2026. Comparisons describe standard plans as documented by each vendor and are not an endorsement or criticism of any product.
Built inside a working rental company
Every screen in ICEMAN started as a problem someone hit on a load-out. We are still running shows while we build it.
2500+ shows on the floor
The team behind ICEMAN has designed and operated sound, lighting and DJ systems for more than 2500 live events since 2023. The six headaches at the top of this page were ours before they were yours.
Modelled on a real warehouse
Kits, serialised flightcases, sub-hire, partial returns and the missing-gear register are built the way an Indian rental house actually runs — not translated from a European rental model and patched for India.
Compliance by people who file it
State GSTIN, HSN/SAC classification and e-way bills are handled inside the product because we file the same returns and cross the same checkposts you do, every single month.
ICEMAN is early, and we are deliberately onboarding a small group of rental houses first — direct line to the product team, your workflow shaping the roadmap, and your price locked for as long as you stay. If that sounds like you, the demo below is a conversation, not a pitch.
Two ways to pay, one flat price
Monthly or annual, the price never depends on how many people you put on it.
Rolling monthly
₹59,988 a year at this rate
Start on a single event season and stop whenever you like. Same product, same unlimited users — no feature is held back.
Start monthlyAnnual licence
Saves ₹9,989 against paying monthly
Works out at ₹4,167 a month. Founding customers keep this price for as long as the subscription stays active.
Get startedNothing is gated behind a higher tier. There is no higher tier.
- All 10 core engines from day one
- Gate RFID and barcode scanning
- GST e-invoicing and automated e-way bills
- Five Indian languages, plus English
- Unlimited free crew and freelancer logins
- Support and updates included — no separate AMC
Unlimited users, unlimited serialised items, unlimited warehouse gates. Hire twelve people for a festival week and the price does not move.
Compared on the annual licence. Figures for other platforms use published per-user list prices, converted at prevailing rates — indicative only.
Live in three steps
Pull your equipment list out of Excel or your current software as CSV.
The mapper matches categories, barcodes, serials and HSN codes in seconds.
Print test tags, pair a phone or a Zebra reader, and dispatch your next job scanned.
Free tools, no login
Use them without an account. They run in your browser and nothing is stored.
Truck Load Calculator
Enter your flightcase dimensions and see whether the load fits a Tata 407, a 14ft or a 19ft body — and which constraint binds first: weight, floor, height or volume.
Launch Calculator →Rental Quote Maker
Line items with an automatic GST breakdown, out as a clean PDF quotation.
In BuildEvent Gear Checklist
Load-out lists for live bands, corporate conferences and wedding concerts.
In BuildFrequently Asked Questions
Can we migrate from our existing Excel sheets or other rental software?
Yes. Our onboarding team provides a 1-click CSV importer for your inventory, serials, customer addresses, and historical rates. Most rental houses complete full switchover over a weekend.
What hardware is required for RFID scanning?
ICEMAN supports standard UHF Gen2 RFID readers (Zebra, Chainway, Invengo, Honeywell) and standard Android handhelds. For gate portals, standard 4-port fixed antenna readers link via Ethernet or WiFi. Barcodes and QR tags can also be scanned via camera on any basic smartphone.
What happens if warehouse internet goes down during heavy loading?
ICEMAN client apps feature local offline caching. The handheld scanners continue reading tags and logging timestamps to local memory, synchronizing back to the cloud the moment connectivity is restored.
How does the free crew app work for gig workers?
Freelancers download the ICEMAN Crew app for free on iOS or Android. When you schedule them, they receive instant push notifications with call times, location directions, job sheets, and an in-app petty cash logger.
Who owns the data, and can we export it if we leave?
Your data is yours. Full CSV and Excel export of inventory, customers, orders, invoices and scan history is available from inside the product at any time — you never have to raise a support ticket to get your own records out.
Where is our data hosted, and how is it secured?
On Indian-region cloud infrastructure, with encryption in transit and at rest, encrypted daily backups, and role-based access so crew and warehouse logins never see commercial figures.
Is there a lock-in contract, and what happens in year two?
You can pay monthly at ₹4,999 and stop at the end of any month, or annually at ₹49,999 and save two months. Either way there is no multi-year lock-in and no per-user penalty for growing. Founding customers keep their entry price for as long as they stay subscribed.
How long does onboarding actually take, and what does support cost?
Typical go-live is one to two weeks: data import, tag printing, and a floor session with your warehouse team in their own language. Support and product updates are included in the annual licence — there is no separate AMC.
We are a 4-person rental house. Is this overkill?
You can run ICEMAN with barcodes and a phone camera on day one and add gate RFID later. Small houses usually start with quotations, dispatch and returns, then switch on the load planner and crew hub as they grow — the flat licence means growing costs you nothing extra.
Ready to fix your rental operations?
Twenty minutes, screen shared, using your own equipment list — not a canned demo dataset. We will show you a quotation, a gate scan and a GST-compliant delivery challan end to end.
- 20 minutes, at a time that suits your show calendar
- Bring your own gear list — we will load it live
- No card, no commitment, no sales sequence afterwards