RentalCrafter vs Current RMS: Which Equipment Rental Software Is Better?

Choosing between RentalCrafter and Current RMS is less about which platform lists more features and more about which operational model your rental business runs on. Both are cloud-based equipment rental software platforms used by AV, production, event, party, and general equipment hire companies. They overlap on core capabilities — inventory, quotes, contracts, and customer management — but they differ in pricing structure, integration depth, and how far each platform extends into warehouse scanning and accounting workflows.

This comparison walks through the real trade-offs: who each product is built for, where their feature sets diverge, what migration looks like, and how total cost of ownership compares at typical team sizes. We have written it to be useful even if you ultimately choose Current RMS — because the wrong-fit platform costs more in switching friction than any monthly subscription difference.

Pricing and feature details for Current RMS are sourced from current-rms.com/pricing as of July 2026. Confirm current plans with the vendor before purchasing.

Quick Comparison

Capability	RentalCrafter	Current RMS
Inventory & availability tracking	Yes	Yes
Online bookings / webstore	Yes (Premium plan)	Online quote approval with e-signatures
Native mobile apps (iOS & Android)	No — responsive web	No — responsive web
Barcode / QR scanning	No	Yes (print labels, scan check-in/out)
Digital contracts & e-signatures	Yes	Yes (online quote approval)
Stripe payments	Yes	Confirm payment gateways with vendor
QuickBooks / Xero integration	No	Yes
Labor / transport scheduling	Deliveries module (Pro+)	Yes (labor & transport scheduling)
Sub-renting	No	Yes
CRM	Customer records	Yes (built-in CRM)
Multi-location support	Yes (Premium plan)	Yes
Open API	No public API documented	Yes
Starting price	$39/month (Essential, annual billing)	$79/month (first user)
Free trial	14 days	30 days (no card required)

Overview: RentalCrafter

RentalCrafter is rental management software built for small and growing hire businesses — party rental operators, event suppliers, and equipment hire companies that need to move off spreadsheets without adopting enterprise-grade complexity. The platform covers the full rental workflow: product catalog and inventory, quotes and orders, digital rental agreements with e-signatures, Stripe-powered payments, deliveries on Pro plans, and an online storefront with instant booking on Premium.

Its strength is approachability. Essential plans start at $49/month ($39/month billed annually) with a 14-day free trial, and the interface is designed around the day-to-day tasks rental operators actually perform — checking availability, building quotes, collecting deposits, and scheduling deliveries. Advanced capabilities like instant online booking, custom domains, and multi-location inventory unlock on Pro and Premium tiers rather than requiring a separate enterprise contract.

RentalCrafter integrates with Stripe for payments and supports Google and Microsoft sign-in. It does not currently offer native mobile apps, barcode scanning, QuickBooks/Xero accounting sync, sub-renting, or a public API — which keeps the platform lean but means AV and production operators with warehouse scanning workflows or automated accounting needs may outgrow it.

Overview: Current RMS

Current RMS is cloud rental management software with a strong footprint in AV, production, event, and party rental. It handles the full rental lifecycle — CRM, inventory, quoting, contracts, invoicing, labor and transport scheduling, sub-rents, and warehouse check-in/check-out — in a web-based platform accessible from any device with a browser.

Current RMS uses per-user pricing: $79/month for the first user and $49/month for each additional user (USD, as of July 2026). Unlimited support and training are included in the subscription, and a 30-day free trial is available with no credit card required. The platform supports barcode label printing and scan-based check-in/out, QuickBooks Online and Xero integration, online quote approval with e-signatures, and an open API for custom integrations.

Current RMS is web-based and responsive rather than offering native iOS or Android apps. That makes it accessible from phones and tablets in the field, but operators expecting dedicated app-store apps with offline mode should evaluate the mobile workflow during their trial. Its depth in sub-renting, labor scheduling, and accounting sync suits established AV and production rental shops more than solo operators who only need quotes and payments.

Feature-by-Feature Comparison

Inventory Management

Both platforms provide real-time inventory tracking with availability calendars that prevent double-bookings. RentalCrafter organises products by category, location, and collection, with variant support and bulk CSV import on Pro plans and above. Availability updates automatically when orders are placed, and the rental calendar gives operators a visual view of what is out, reserved, or available.

Current RMS goes further on warehouse operations. It supports barcode label printing and scan-based check-in and check-out, which helps AV and production companies track individual items, kits, and cases through load-in and load-out. Sub-rent management lets operators source equipment from third-party suppliers when stock is short — a workflow RentalCrafter does not currently offer. For businesses managing serialized gear, flight cases, and sub-rented items across multi-day productions, Current RMS's inventory depth is a meaningful advantage.

RentalCrafter is better suited when your inventory is catalog-based — tables, tents, décor, tool categories — rather than individually barcoded production equipment. If every asset needs a scannable label and sub-rent workflows are part of daily operations, Current RMS is the stronger fit.

Online Booking

Both platforms support customer-facing workflows, but they emphasise different channels. RentalCrafter's online store and instant booking features require the Premium plan ($199/month, or $159/month annually). Customers can browse a branded storefront, check live availability, submit rental requests, and pay via Stripe checkout links.

Current RMS focuses on online quote approval — sending branded quotes to customers who review, approve, and e-sign digitally before an order is confirmed. This maps well to AV and production rental where projects are quoted rather than self-served from a public catalog. RentalCrafter's Premium storefront is stronger for party and event rental businesses building a consumer-facing booking channel; Current RMS is stronger for B2B quote-to-contract workflows common in production hire.

Reporting

RentalCrafter includes operational dashboards and an ROI report on Pro plans and above, helping operators track utilisation, revenue trends, and order volume. Reporting is practical and focused on the metrics small rental businesses need to make weekly decisions.

Current RMS provides reporting across inventory utilisation, revenue, and operational metrics tied to its CRM and scheduling modules. Because labor and transport scheduling are built in, production rental companies can analyse crew and logistics alongside equipment revenue. If your finance team needs data flowing directly into QuickBooks or Xero, Current RMS's accounting integrations reduce manual reconciliation that RentalCrafter requires via CSV export.

Mobile Experience

Neither platform offers native iOS or Android apps — both are responsive web applications accessible from mobile browsers. This is an important distinction from competitors like EZRentOut or Rentman that provide dedicated mobile apps with offline scanning.

Current RMS's barcode scanning works through the web interface on compatible devices and scanners, supporting check-in/check-out from warehouse floors and job sites via browser. RentalCrafter works on mobile browsers for order management and customer communication but does not support barcode scanning at any tier. For teams that need scanning without native apps, Current RMS is the clear choice between these two. For teams that rarely scan and primarily manage from a laptop, RentalCrafter's simpler web interface may be sufficient.

Integrations

RentalCrafter's integration footprint is intentionally focused: Stripe for payments (including Connect for payouts), Google Sign-In, and Microsoft Sign-In. Calendar sync via ICS is available on Pro plans. There is no public QuickBooks, Xero, Zapier, or documented API — accounting reconciliation happens outside the platform or via CSV export.

Current RMS integrates with QuickBooks Online and Xero for accounting sync, and offers an open API for custom connections. Payment gateway options should be confirmed with the vendor during evaluation. If your operation depends on syncing rental revenue directly into QuickBooks or Xero, or building custom workflows via API, Current RMS is the clear choice. RentalCrafter suits operators who handle accounting separately and prioritise Stripe-native payments.

Pricing

RentalCrafter pricing (July 2026): Essential at $49/month ($39/month annually, 1 team member), Pro at $99/month ($79/month annually, up to 6 members), Premium at $199/month ($159/month annually, up to 11 members). A 14-day free trial is available on all plans. Key features like online store, deliveries, and multi-location require Pro or Premium tiers; instant online booking requires Premium.

Current RMS pricing (July 2026, per official pricing page): $79/month for the first user, $49/month for each additional user. Unlimited support and training are included. A 30-day free trial with no credit card is available. Barcode scanning, QuickBooks/Xero sync, sub-renting, labor scheduling, and API access are included in the platform rather than gated behind separate enterprise tiers — but every user seat adds cost.

At one user, Current RMS ($79/month) costs roughly twice RentalCrafter Essential ($39/month annual). At five users, Current RMS totals $275/month ($79 + 4 × $49) versus RentalCrafter Pro at $79/month (annual) for up to six members — a significant gap. Operators paying for Current RMS are typically using barcode scanning, accounting sync, sub-renting, and labor scheduling that RentalCrafter does not offer at any tier.

Pros & Cons

RentalCrafter

• Pros: Affordable plan-based pricing; intuitive interface for small teams; Stripe-native payments; digital contracts with e-signatures; online storefront on Pro; instant online booking on Premium; deliveries module on Pro; 14-day free trial; fast setup for catalog-based rental businesses.
• Cons: No native mobile apps; no barcode/QR scanning; no QuickBooks or Xero integration; no sub-renting module; no labor scheduling beyond deliveries; online booking requires Premium plan; no public API.

Current RMS

• Pros: Barcode label printing and scan check-in/out; QuickBooks Online and Xero integration; sub-renting support; labor and transport scheduling; built-in CRM; online quote approval with e-signatures; open API; unlimited support and training included; 30-day free trial with no card required; strong fit for AV, production, and event rental workflows.
• Cons: Per-user pricing scales with headcount; no native mobile apps (web only); no dedicated consumer-facing online booking storefront like RentalCrafter Premium; higher entry cost than RentalCrafter Essential; may include capabilities small catalog-based businesses do not need.

Best For

RentalCrafter

• Party and event rental businesses building their first online presence
• Small equipment hire companies (under 500 catalog items) moving off spreadsheets
• Owner-operators who need quotes, contracts, and Stripe payments without per-user scaling costs
• Businesses prioritising a branded online storefront and instant booking over barcode scanning
• Teams of one to six people who primarily work from desktop or mobile browser

Current RMS

• AV and production rental companies with barcode check-in/out workflows
• Event and party rental operators needing sub-renting and labor/transport scheduling
• Businesses requiring QuickBooks or Xero integration for financial reconciliation
• Teams that need an open API for custom integrations
• Established rental shops where unlimited included support and training matter
• Operations quoting projects with online approval rather than open self-service booking

Customer Scenarios

If you have 500 assets or fewer

A party rental company with 300 catalog items — tables, chairs, linens, tents — typically does not need barcode scanning or sub-rent workflows for every unit. RentalCrafter's catalog-based inventory, quote-to-contract workflow, and Premium-tier online booking cover this operation at lower cost. You could run the entire business on RentalCrafter Pro ($99/month) with deliveries, ROI reporting, and an online store, upgrading to Premium ($199/month) when you want instant online booking and multi-location support.

If you run AV or production rental with barcode workflows

An AV rental company tracking microphones, lighting kits, and flight cases through warehouse scan check-in/out needs barcode label printing and scan-based workflows. Current RMS supports this natively. RentalCrafter can manage the catalog and bookings but lacks barcode scanning — making warehouse operations manual or requiring workarounds. For production rental where every load-out depends on scanning, Current RMS is the practical choice.

If you have multiple warehouses

Multi-location inventory is available on both platforms but at different tiers and pricing models. RentalCrafter supports multiple locations on its Premium plan ($199/month, up to 11 team members included). Current RMS supports multi-location operations with per-user pricing — a five-person team across two warehouses would pay $275/month ($79 + 4 × $49). For two or three locations with a small team prioritising cost, RentalCrafter Premium is likely sufficient. For AV operations needing sub-rents and labor scheduling across sites, Current RMS may justify the per-user cost.

If you need barcode tracking

Barcode scanning is a Current RMS core capability — print labels, scan during check-in and check-out via the web interface. RentalCrafter does not offer barcode scanning. If your check-in/check-out process depends on scanning asset labels — common in AV rental, production hire, and event equipment — Current RMS is the practical choice regardless of other factors.

If you are a party rental business going online

Party and event rental operators often need a polished online catalog, delivery scheduling, and digital contracts more than barcode scanning. RentalCrafter's party rental software workflow — with storefront branding, collection-based merchandising, and Stripe checkout — maps directly to this use case at accessible plan pricing. Current RMS can serve party rental businesses with CRM and quote approval, but it does not emphasise a consumer-facing booking storefront the way RentalCrafter Premium does.

If accounting sync is non-negotiable

Businesses that need rental revenue flowing directly into QuickBooks Online or Xero should plan on Current RMS. RentalCrafter supports CSV export for manual import but does not offer native accounting integrations. For operators whose bookkeeper insists on automated sync, this single requirement may determine the decision regardless of other feature preferences or RentalCrafter's lower plan pricing.

Migration Guide

Exporting data from Current RMS

Current RMS provides data export capabilities through its platform and open API. Export your item catalog (including categories, pricing, and descriptions), customer records, and active order data as CSV or via API where supported. Barcode mappings and sub-rent supplier data should be exported separately if you need to preserve that granularity in a new system. Contact Current RMS support — included with subscription — for bulk export assistance during a planned migration.

Importing inventory into RentalCrafter

RentalCrafter supports bulk product upload via CSV on Pro plans and above. Map your Current RMS item names, categories, daily/weekly rates, and descriptions to RentalCrafter's import template. Barcode fields and sub-rent relationships from Current RMS will not have direct equivalents — RentalCrafter tracks inventory at the product/variant level rather than individual barcoded assets with sub-rent links. Plan to simplify your catalog structure if moving from barcode-level to catalog-level tracking.

Customer migration

Export customer records from Current RMS including contact names, email addresses, phone numbers, and billing addresses. RentalCrafter supports CSV customer import on Pro plans. Review and deduplicate records before import, and note that CRM relationship data and project histories in Current RMS will not transfer as structured history in RentalCrafter.

Historical rentals

Past order history and rental records from Current RMS can be exported for archival purposes but are not automatically importable as active orders in RentalCrafter. Most operators keep historical data in exported CSV/PDF files for reference and start fresh order workflows in the new platform. Allow two to four weeks of parallel operation if you need to honour existing bookings made in Current RMS before cutover.

Staff onboarding

RentalCrafter's interface is designed for quick adoption — most teams become productive within one to two weeks. Schedule a team walkthrough covering order creation, availability checks, contract sending, and delivery scheduling. If migrating from Current RMS, highlight workflow differences upfront: no barcode scanning step, no sub-rent module, no labor scheduling beyond deliveries, and Stripe-native payment flows. Current RMS-to-RentalCrafter migrations are typically simpler than the reverse because you are removing complexity rather than adding barcode and accounting setup.

Who Should Not Use This Software?

Who should not use RentalCrafter

• AV and production rental companies needing barcode scan check-in/out at scale
• Businesses that require native QuickBooks or Xero integration for automated accounting sync
• Operations with sub-renting workflows sourcing equipment from third-party suppliers daily
• Teams needing labor and transport scheduling beyond basic delivery routing
• Businesses requiring an open API for custom integrations with other production tools

Who should not use Current RMS

• Solo operators or small party rental businesses that need a consumer-facing online booking storefront at minimal cost
• Businesses with fewer than 100 catalog items that do not need barcode scanning or sub-renting
• Operators whose budget cannot justify $79/month minimum plus per-user scaling
• Teams that want plan-based pricing with included team members rather than per-seat billing
• Rental businesses that only need online booking, contracts, and Stripe payments without accounting integrations or warehouse scanning

Decision Matrix

Your priority	Lean toward	Why
Lowest monthly cost (1–6 users)	RentalCrafter	Pro plan at $79/month (annual) includes up to 6 members vs Current RMS at $177–$275/month for 3–5 users
Barcode / scan check-in/out	Current RMS	Print labels and scan workflows built in; not available in RentalCrafter
QuickBooks / Xero sync	Current RMS	Native accounting integrations; RentalCrafter has no native accounting sync
Consumer online booking storefront	RentalCrafter Premium	Branded storefront with instant booking; Current RMS focuses on quote approval
Sub-renting	Current RMS	Sub-rent module included; RentalCrafter does not offer sub-renting
Labor / transport scheduling	Current RMS	Built-in labor and transport scheduling; RentalCrafter offers deliveries module only
Fast setup for small teams	RentalCrafter	Simpler feature set, lower price, shorter onboarding
Open API	Current RMS	Documented open API; RentalCrafter has no public API
Party / event rental online growth	RentalCrafter	Purpose-built storefront and booking at accessible Premium pricing
AV / production rental operations	Current RMS	Barcode workflows, sub-rents, labor scheduling, and accounting sync aligned with production hire

Total Cost of Ownership

The examples below use publicly listed pricing as of July 2026. Actual costs depend on plan tier, team size, and billing interval. These are illustrative, not quotes.

Scenario A: Small party rental business (1–3 staff, 200 catalog items)

RentalCrafter Pro: $79/month (annual billing) = $948/year. Includes deliveries, online store, ROI reports, CSV import, up to 6 team members. Upgrade to Premium ($159/month = $1,908/year) for instant online booking, custom domain, and multi-location.

Current RMS (3 users): $79 + 2 × $49 = $177/month = $2,124/year. Includes barcode scanning, QuickBooks/Xero sync, sub-renting, and labor scheduling — features the party rental may not fully use.

Three-year TCO estimate: RentalCrafter Pro ≈ $2,844 vs Current RMS (3 users) ≈ $6,372 — a difference of roughly $3,500 over three years, before accounting for unused Current RMS capabilities.

Scenario B: AV rental company (5 staff, barcode workflows, QuickBooks sync)

RentalCrafter Premium: $159/month = $1,908/year. Covers multi-location, online booking, and up to 11 team members — but no barcode scanning or QuickBooks sync, so warehouse operations stay manual and accounting reconciliation requires CSV export (estimate 2–4 hours/month of bookkeeper time).

Current RMS (5 users): $79 + 4 × $49 = $275/month = $3,300/year. Includes barcode scanning, QuickBooks/Xero integration, sub-renting, labor scheduling, CRM, and unlimited support/training.

Three-year TCO estimate: RentalCrafter Premium ≈ $5,724 (plus manual warehouse and accounting labour) vs Current RMS (5 users) ≈ $9,900. The barcode workflows and accounting sync may justify the premium for this profile.

Scenario C: Solo operator starting a tool hire business (1 person, 80 items)

RentalCrafter Essential: $39/month (annual billing) = $468/year. Covers quotes, contracts, inventory, and Stripe payments for a single team member.

Current RMS (1 user): $79/month = $948/year. Includes barcode and accounting features a solo catalog-based operator may not need at launch.

Three-year TCO estimate: RentalCrafter Essential ≈ $1,404 vs Current RMS (1 user) ≈ $2,844 — nearly double the cost for capabilities that may go unused in year one.

Frequently Asked Questions

Which software is easier to use?

RentalCrafter is generally faster to learn for small teams because its feature set is narrower and the interface focuses on core rental workflows. Current RMS's depth — barcode workflows, sub-renting, labor scheduling, CRM — adds capability but also complexity. Teams with prior rental software experience typically adapt to Current RMS within two to three weeks; RentalCrafter often reaches productive use within the first week.

Can I switch from Current RMS to RentalCrafter?

Yes. Export your catalog and customer data from Current RMS as CSV or via API, import into RentalCrafter via bulk upload (Pro plan and above), and run both systems in parallel for two to four weeks during transition. Barcode mappings and sub-rent data will not transfer directly — plan to simplify to catalog-level inventory. Historical orders can be archived as exported reports.

Does RentalCrafter have a mobile app?

No. RentalCrafter is a responsive web application accessible from mobile browsers. Current RMS is also web-based with no native iOS or Android apps — both platforms rely on browser access rather than app-store downloads.

Does Current RMS have a mobile app?

Current RMS does not offer native iOS or Android apps. It is a responsive web platform accessible from any device with a browser, including phones and tablets used on warehouse floors. Barcode scanning works through the web interface with compatible scanners.

Which platform is better for party rental businesses?

It depends on your growth channel. RentalCrafter is typically the better fit for party operators building a consumer-facing online storefront with instant booking — its Premium tier is priced for this workflow. Current RMS suits party rental companies that quote projects, manage sub-rents, and need barcode tracking — but its per-user pricing and quote-approval focus differ from RentalCrafter's storefront model.

Does Current RMS integrate with QuickBooks and Xero?

Yes. Current RMS supports QuickBooks Online and Xero integration. RentalCrafter does not offer native QuickBooks or Xero integration — accounting data must be exported manually via CSV.

How much does Current RMS cost compared to RentalCrafter?

Current RMS starts at $79/month for the first user plus $49/month per additional user. RentalCrafter Essential starts at $39/month (annual billing) for one team member; Pro at $79/month includes up to six members. For a five-person team, Current RMS costs $275/month versus RentalCrafter Pro at $79/month — but Current RMS includes barcode scanning, accounting sync, and sub-renting that RentalCrafter lacks.

Which platform supports barcode scanning?

Current RMS supports barcode label printing and scan-based check-in/out via its web interface. RentalCrafter does not currently offer barcode scanning functionality.

Can I accept online payments with both platforms?

RentalCrafter uses Stripe for payments, deposits, and checkout links natively. Current RMS supports online quote approval with e-signatures; confirm specific payment gateway options with the vendor during your trial.

Which is better for AV and production rental?

Current RMS is generally the stronger choice for AV and production rental due to barcode check-in/out, sub-renting, labor and transport scheduling, and QuickBooks/Xero integration. RentalCrafter can manage AV catalogs and bookings but lacks the warehouse scanning and production operations tools AV renters typically need.

Do both platforms offer free trials?

Yes. RentalCrafter offers a 14-day free trial on all plans. Current RMS offers a 30-day free trial with no credit card required. We recommend testing your most common workflows — creating an order, checking availability, sending a contract, and processing a payment — during the trial period.

Can I manage multiple rental locations?

RentalCrafter includes multiple locations on its Premium plan ($199/month). Current RMS supports multi-location operations as part of its platform — pricing scales by user count rather than location add-ons.

Does Current RMS support sub-renting?

Yes. Current RMS includes sub-rent management for sourcing equipment from third-party suppliers. RentalCrafter does not currently offer a sub-renting module.

Which platform has better customer support?

Current RMS includes unlimited support and training in its per-user subscription. RentalCrafter provides support through its help centre and direct support channels. Support quality depends on issue complexity — evaluate response times during your trial period on either platform.

Verdict

Choose RentalCrafter if you run a small or growing rental business — especially party, event, or general equipment hire — and need an affordable, intuitive platform for quotes, contracts, inventory, deliveries, and online booking without per-user pricing scaling. It delivers the highest value for catalog-based operations with fewer than 500 items, teams of one to ten people, and budgets where plan-based pricing beats per-seat billing.

Choose Current RMS if you operate in AV, production, or event rental with barcode check-in/out workflows, depend on QuickBooks or Xero integration, need sub-renting and labor/transport scheduling, or require an open API for custom integrations. Its per-user pricing includes unlimited support and training, and its feature depth suits established rental shops where warehouse scanning and accounting sync are daily requirements rather than nice-to-haves.

Neither platform is universally "better" — the right choice depends on your asset complexity, team workflow, integration needs, and budget. Both are web-based rather than native mobile apps, so evaluate scanning and field workflows in your actual warehouse during a free trial. Start with whichever platform matches your primary use case, run your three most common workflows, and let your team's actual experience guide the decision.

Related Resources

• Equipment Rental Software
• Rental Inventory Software
• Construction Equipment Rental Software
• Party Rental Software
• Equipment Booking Software
• Equipment Rental Management Software
• Rental Pricing Calculator
• Rental Agreement Generator
• Rental Business Startup Guide
• RentalCrafter vs EZRentOut Comparison