Apex Rental Pro includes tools to track two critical post-booking milestones: deposit payment (before the event) and equipment pickup (after the event). Both are tracked per-event and give your team visibility into outstanding tasks.
Deposit Tracking
After booking an event, you can record when a customer's deposit has been received.
Marking a Deposit as Paid
- Open the event from the calendar.
- In the event detail panel, find the Deposit section.
- Click Mark Deposit Paid.
- You can optionally:
- Enter the exact amount paid (useful if the customer paid a different amount than the calculated deposit)
- Add a payment note (e.g., "Paid via check #4521" or "Cash payment")
- Click Save.
The event detail panel shows the deposit status with a visual indicator (green checkmark = paid, warning = unpaid).
Deposit Status Details
- Deposit Required: Calculated from the event's pricing (total × deposit rate, default 25%)
- Deposit Paid: Whether the deposit has been marked as received
- Amount Paid: The actual amount received (may differ from the required amount)
- Payment Note: Free-text note about how the deposit was received
Clearing a Deposit
If you need to undo a deposit payment (e.g., a check bounced), click Clear Deposit to reset the status to unpaid.
You can also optionally include a Stripe deposit request in the booking confirmation email. It only appears when the booking deposit request setting is enabled, email delivery is configured, Stripe is ready, and the quote has a customer email.
Equipment Pickup Tracking
After an event ends, your equipment needs to be picked up from the customer's location. Apex Rental Pro tracks which events have been picked up and alerts you to overdue pickups.
Marking an Event as Picked Up
- Open the event from the calendar.
- In the event detail panel, find the Pickup section.
- Click Mark Picked Up.
- The pickup is recorded with the current timestamp and the logged-in admin's name.
Undoing a Pickup
If a pickup was logged in error, click Undo Pickup to reset the status.
Pickup Alerts
The dashboard shows overdue pickup alerts only when rental ops alerts and the pickup flow are enabled. It looks for events whose end or takedown date is older than the configured Pickup Alert Days threshold (default: 2 days) and that still have not been marked as picked up.
Configuring the Alert Threshold
Navigate to Settings and adjust the Pickup Alert Days value. The default is 2 days — events that ended more than 2 days ago without a recorded pickup will trigger the alert.
Post-Event Reviews
After pickup, you can record an internal review of the event and equipment condition. This is for internal use only — customers never see these reviews.
Adding a Review
- Open the event.
- Click Add Review (appears in the pickup section after an event has ended).
- Fill in:
- Customer Rating (1–5 stars) — how well the event went overall
- Customer Notes — any notes about the customer's behavior or communication
- Items Condition — condition of returned equipment (e.g., "Good", "Damaged")
- Items Notes — specific notes about any damaged or missing items
- Click Save Review.
Reviews are linked to events and stored internally. They can be viewed later from the customer profile page to see a customer's history.
Customers & Event History
The Customers section aggregates all customers from your events and quotes into a searchable list. For each customer you can:
- See their contact information and address
- View their full event history
- See any reviews associated with their past events
- Send them a direct email
This gives you a quick way to look up a returning customer and see how past events went.
Google Calendar Event Pickup
For events that exist only in Google Calendar (not tracked locally as Apex events), pickup and review data is stored separately in the Google event metadata system. The workflow is identical — open the event from the calendar, and use the same Pickup and Review controls.
Gotchas
- Deposit amount vs. required amount: The system calculates a "required" deposit from event pricing, but you record the "actual" amount paid. These can differ (e.g., a customer pays a larger deposit). The "paid" flag is automatically set if the paid amount meets or exceeds the required amount. If you enter a partial amount, the deposit shows as partially paid.
- Pickup tracking is manual: The system does not automatically detect when equipment has been picked up. An admin must manually mark events as picked up. Set up a daily habit of reviewing the pickup alert list on the dashboard.
- Pickup alert threshold affects all events: The pickup alert days setting applies globally. If you have some events where pickup takes longer than usual (e.g., multi-day festivals), you may want to increase the threshold or remember to mark them picked up early.
- Reviews are admin-only: Only admin users can add, view, or edit post-event reviews. Employees do not have access to review data.
- Review data is included in the data export: When you export your data, event reviews are included, but not as a separate CSV file. If you need reviews in a spreadsheet, contact support.
- One review per event: Each event can have one review record. If you submit a second review for the same event, it updates the existing one rather than creating a new one.