One system, from the quotation dispatch return invoice to the close-out.
Rental, sales and installation software for AV and event companies in 23 countries. Gate RFID scanning, 3D truck load planning, crew scheduling, vehicle compliance, and tax-correct invoicing wherever you dispatch.
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 per diems on torn slips and chat messages. None of it reconciles against the event P&L.
“Will it fit in one truck?”
Volume gets guessed on loading day. Either you pay for a second truck you did not need, or the bass bins stay on the dock.
The midnight paperwork scramble
A truck held at a border at 2 AM because your software cannot issue the movement document that jurisdiction requires.
“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.
Compliance that follows the truck
Rental software usually stops at the border. This does not: tax, documents, addresses and phone formats change with the country on the job, not with a setting someone forgot to flip.
The right tax, already configured
VAT at 21% in the Netherlands, 5% in the UAE, GST at 9% in Singapore, SST in Malaysia, GST/HST in Canada. Each country arrives with its own tax label, rate and registration field — a TRN in Dubai, a USt-IdNr. in Berlin, a GSTIN in Bengaluru — and every rate is overridable per workspace.
Long-range RFID at the gate
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.
Nine languages on the warehouse floor
Loaders, helpers and drivers should not need fluent English to mark goods loaded or verify a return. English plus Hindi, Tamil, Telugu, Kannada, Malayalam, Marathi, Bengali and Gujarati ship today, on a translation framework built to take more.
Thirteen 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 real vehicle models — Sprinter, Luton, 7.5t, 14ft, 19ft, 40ft trailer, Tata Ace and 407.
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
Book staff and freelancers onto a show, send call sheets and venue coordinates, and settle what each person is owed. Freelancers carry their own free account on the ICEMAN network — see below.
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.
Crew Attendance & Leave
Five ways to mark a punch, because a warehouse is not an office: the crew member’s own phone, a shared tablet at the gate, the project manager’s phone at the venue, a crew lead ticking off the people who carry no phone, or a manager by hand. Face check-in with a head-turn liveness test, and location shared only between check-in and check-out. Shifts, week-offs, holidays, leave balances, overtime and half-days roll up to one payroll export.
Venue Layout Designer
Draw the room once and the venue keeps it, so the second show in the same hall starts from the last one instead of a blank page. Stage, risers, trusses, rigging points, lights and power in 2D, 3D and a realistic view — and the symbol key is counted from the drawing rather than retyped into the quote. Describe a change in plain words and see it as a ghost before you apply it. An issued drawing cannot be edited, only superseded.
Sales, Installation & Spares
Not everything goes out on hire. Sell gear outright, or supply, fit, test and hand over a permanent system — with optional items quoted outside the total, a payment plan whose stages each raise their own invoice, and a test sheet the engineer fills on site. The warranty clock starts at the signed handover, not at dispatch, and every unit joins the customer’s installed-gear list. Spares carry batch or serial tracking and are scanned out of the door like everything else.
Granular Role Control & Multi-Branch Workspaces
Seventy-nine permission toggles across warehouse helpers, project managers, accountants and directors.
Twenty-three countries, each with its own tax identity
Not “multi-currency”. The tax name, the rate, the registration number your finance team actually files under, the postal format and the phone length — all of it changes with the country on the record.
| Country | Currency | Tax | Default rate | Tax ID |
|---|---|---|---|---|
| Europe & UK | ||||
| United Kingdom | GBP | VAT | 20% | VAT no. |
| Germany | EUR | VAT | 19% | USt-IdNr. |
| France | EUR | VAT | 20% | VAT no. |
| Netherlands | EUR | VAT | 21% | VAT no. |
| North America | ||||
| United States | USD | Sales tax | per state | EIN |
| Canada | CAD | GST/HST | 5% | BN |
| Middle East | ||||
| United Arab Emirates | AED | VAT | 5% | TRN |
| Saudi Arabia | SAR | VAT | 15% | VAT no. |
| Qatar | QAR | Tax | 0% | Tax card no. |
| Oman | OMR | VAT | 5% | VATIN |
| Bahrain | BHD | VAT | 10% | VAT no. |
| Kuwait | KWD | Tax | 0% | Tax no. |
| Asia Pacific | ||||
| Singapore | SGD | GST | 9% | GST reg. no. |
| Malaysia | MYR | SST | 8% | SST no. |
| Australia | AUD | GST | 10% | ABN |
| New Zealand | NZD | GST | 15% | GST no. |
| South Asia | ||||
| India | INR | GST | 18% | GSTIN |
| Sri Lanka | LKR | VAT | 18% | VAT no. |
| Nepal | NPR | VAT | 13% | PAN/VAT |
| Bangladesh | BDT | VAT | 15% | BIN |
| Africa | ||||
| South Africa | ZAR | VAT | 15% | VAT no. |
| Kenya | KES | VAT | 16% | KRA PIN |
| Nigeria | NGN | VAT | 7.5% | TIN |
Addresses follow suit
P.O. Box in Doha and Manama, Pincode in India, ZIP in the US, Postleitzahl in Germany. The UAE asks for an Emirate, not a state.
Rates are yours to set
Every default is overridable per workspace, so a reduced rate or an exemption is a setting rather than a support ticket.
US sales tax
Configured per jurisdiction rather than applied automatically — rates vary by state and county, and we would rather you set them than guess.
Default rates reflect the standard rate published by each jurisdiction and are a starting point, not tax advice. Verify against your own filings.
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
What the product looks like
The crew you book are on it too
Most rental software treats a freelancer as a row in your database. ICEMAN gives them an account of their own, free and for life, on a network your workspace can hire from.
A sound engineer, lighting tech, rigger, LED operator or camera assistant signs up once and carries one profile between every company that books them.
- Gig invites with the rate on them
- One calendar across every client
- Raise an invoice and watch it clear
- List your own gear for hire
- Refer a gig to someone you trust
- Messages, community and a profile
No company needed, no card, no charge — now or later.
Your own crew and the wider network sit in one talent search, so a Tuesday gap is filled from the same screen you staff the rest of the show from.
- Find and invite. Search by skill, city and availability, send an invite carrying the rate, and get a yes or no back on the booking.
- Rent their gear, not just their time. A freelancer who owns a console or a camera package can list it; you hire the person and the kit on one job.
- Their invoice lands in your project. Received, queried, approved, paid — approved straight onto the job’s cost and settled through the ledger, not chased over WhatsApp.
- No seat fee, ever. Book twelve freelancers for a festival week and your licence does not move.
One person, one record. The freelancer network lives at freelancer.theiceman.in. A freelancer registers once there and is visible to every workspace that searches for them — rather than being re-typed, and re-mistyped, into each company’s database.
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.
2,500+ shows on the floor
Since 2023 the team behind ICEMAN has designed and operated sound, lighting and DJ systems across more than 2,500 live events. 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 a rental house actually runs — shaped on the floor, not drawn from a spec.
Compliance by people who file it
We file our own returns and cross the same borders you do, every month. That is why tax, documents and movement paperwork are inside the product rather than bolted on after.
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.
One licence, everyone included
Unlimited users, unlimited equipment, unlimited gates. The price never depends on how many people you put on it.
Quoted for your country, not converted from ours.
No per-seat fee, no charge for hiring twelve people for a festival week, and the crew app is free for every freelancer you ever book. What a licence costs depends on your country and currency, so we quote it rather than guess it.
- Billed in your own currency
- All thirteen engines from day one — there is no higher tier
- Unlimited users, serialised items and warehouse gates
- Support and updates included — no separate maintenance charge
Three questions, so the number you get back is the number you pay:
- 1Which country the workspace bills from
- 2Roughly how many serialised items you run
- 3Whether you want gate RFID from the start or barcodes first
Most quotes come back the same working day.
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 Sprinter, a Luton, a 7.5-tonne 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.
Which countries does ICEMAN actually support?
Twenty-three, each with its own currency, tax name, default rate, tax-registration field, postal format and phone validation: the UK, Germany, France, the Netherlands, the US, Canada, the UAE, Saudi Arabia, Qatar, Oman, Bahrain, Kuwait, Singapore, Malaysia, Australia, New Zealand, India, Sri Lanka, Nepal, Bangladesh, South Africa, Kenya and Nigeria. If yours is not on the list, ask — adding one is configuration, not a release.
Is tax calculated automatically?
Each country arrives with its standard rate and the correct tax label already set, and you can override the rate per workspace. India goes further, with GSTIN validation, HSN and SAC classification and e-way bill generation. US sales tax is configured per jurisdiction rather than applied automatically, because rates vary by state and county. Nothing here is tax advice — verify against your own filings.
What language will my warehouse crew see?
English plus Hindi, Tamil, Telugu, Kannada, Malayalam, Marathi, Bengali and Gujarati ship today. The translation framework is live in the product, so adding a language is translation work rather than engineering — tell us which one your floor needs.
Is face check-in compulsory, and where do the photos go?
Neither attendance nor face check-in is compulsory — it can run on a PIN, a kiosk, a crew lead’s roll call or a manager’s entry alone. Where face is used, the crew member registers it themselves and consents first, the images are stored privately and never on a public URL, and they are deleted when the registration is removed or the person leaves. Face images are biometric personal data under India’s DPDP Act and the UAE PDPL, so the consent and its version are stored with the registration. Live location is shared only between check-in and check-out, is refused by the server outside that window, and the crew member can withdraw it at any time.
Will the venue drawings open in the software our designers already use?
Yes. A layout exports as a scaled plot sheet PDF, as DXF for AutoCAD, Vectorworks, BricsCAD or QCAD, as a CAD file where trusses and lights are blocks carrying unit, channel, universe, address, type, purpose and colour so a data extraction rebuilds the schedule, and as MVR for grandMA3, Vectorworks, Capture and Depence. Clients get a view-only link with a passcode that hides your prices, stock and loads.
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?
The licence runs a year at a time with no multi-year lock-in, and there is no per-user penalty for growing — hire twelve people for a festival week and the price does not move. Renewal is at the same rate you started on for as long as you 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 tax-correct delivery document end to end, in your country’s format.
- 20 minutes, at a time that suits your show calendar — we work across IST, GST, CET and GMT
- Bring your own gear list — we will load it live
- No card, no commitment, no sales sequence afterwards