Quotes, Contracts, Invoices & Payments
Move a customer from inquiry to signed agreement, paid deposit, booked event, final invoice, and receipt without rebuilding the same job in five places.
Fast quote builder: Add inventory, packages, delivery, discounts, taxes, deposits, notes, and customer details with live totals and availability context.
Quote version history: Start a new revision, preserve earlier snapshots, and restore a previous version before the job is booked.
Quote-to-event conversion: Turn an approved quote into a scheduled booking without retyping the customer, dates, items, pricing, or notes.
Digital contracts and signatures: Use reusable templates, item-aware terms, customer signature links, signed-document storage, and signature alerts.
Invoices, deposits, and balances: Track multiple payments while keeping the real event balance and customer receipts aligned.
Custom payment links: Request a deposit, full balance, or validated custom amount through Stripe with convenience-fee calculations.
Branded PDFs and email: Generate and send quotes, invoices, contracts, package sheets, layout previews, and receipts from the workflow.
Quote versionsE-signaturesStripe paymentsReceipts
Inventory, Packages & Build Kits
Know what is rentable for the full job window—including setup and takedown—and turn complicated tent systems into repeatable kits.
Date-range availability: See stock on hand, committed quantities, and what remains before adding an item to a quote or event.
Dedicated inventory workspace: Search, filter, categorize, price, retire, and update rental items with live stock summaries.
Packages: Bundle tents, tables, chairs, linens, lighting, and services while preserving component availability.
Partner pricing: Create customer-specific packages and pricing that only appear for the intended partner account.
Build Kit Studio: Assemble frame or pole tent systems from components, edit quantities, check real availability, and orbit an interactive 3D preview.
Kit and package PDFs: Produce branded reference sheets with optional pricing for customers, sales, or warehouse prep.
Imports and mappings: Bring in existing records and map incoming line items to saved customers and inventory.
AvailabilityPackagesBuild Kit StudioPartner pricingImports
Calendar, Dispatch, Setup, Takedown & Weather
Plan warehouse, delivery, installation, event, teardown, and pickup work with the context crews actually need.
Day, week, and calendar views: Review event volume, statuses, locations, staffing, and availability pressure.
Setup and takedown phases: Track single-day or multi-day setup and takedown windows while reserving inventory across the full operational range.
Delivery and pickup workflows: Keep addresses, contacts, times, map links, crew notes, and completion status attached to the event.
Print sheets and load sheets: Generate day, date-range, per-event, or compact crew PDFs with inventory, routes, and linked 2D plans.
Traffic-aware route prep: Catch missing addresses and include travel estimates when crew sheets are generated.
Severe-weather alerts: Monitor booked tent events for hazardous forecast conditions before weather becomes a very expensive surprise.
Google Calendar: Use two-way synchronization and reconciliation to keep Apex and the business calendar aligned.
Setup / takedownLoad sheetsWeather alertsGoogle CalendarMaps
Interactive 2D and 3D Layout Designer
Design the actual event. One shared scene stays consistent across 2D plans, 3D presentation, exports, email images, and mobile walkthroughs.
Interactive 2D and 3D editing: Switch between a precise operations plan and a furnished 3D scene while editing the same saved layout.
Commercial frame and pole tents: Configure size, poles, legs, stakes, height, orientation, canopy, frame visibility, and tent sidewalls.
Furniture and tabletop design: Arrange tables, chairs, linens, place settings, décor, dance floors, bars, lighting, and equipment to scale.
Asset Library and custom 3D models: Browse categorized equipment with thumbnails, upload tenant models, adjust dimensions, and preserve render profiles.
Guests and wedding presentation: Plan seated, mingling, dancing, and service guests; reserve wedding-party seating and add decorative lighting.
Landscape planning: Draw site features such as water, trenches, and hills around the tent.
Atmosphere and lighting: Present day and night scenes with sun position, environmental lighting, grass, grid, shadows, and tent atmosphere.
First-person walkthroughs: Walk through furnished plans on desktop or mobile with collision-aware movement.
Animated flythroughs: Create camera paths and tent-aisle tours, download GIF previews, and save approved animations to Documents.
Customer delivery: Link layouts to events, generate customer-ready plan PDFs, add plans to load sheets and emails, and share public links.
Order manifest and checklist: Turn the furnished scene into an item-by-item operations list so the visual plan also helps the warehouse and crew prepare.
Professional editing tools: Use snapping, multi-select, group movement, duplicate, undo/redo, saved views, camera presets, thumbnails, and captures.
2D + 3DWalkthroughsFlythrough GIFsCustom modelsCustomer PDFs
Documents, Email Workflows & Messaging
Keep customer-facing files and conversations attached to the work instead of scattered across inboxes and downloads folders.
Documents hub: Store generated PDFs, signed contracts, layout animations, and event documents in one workspace.
Branded delivery: Send quotes, invoices, contracts, receipts, confirmations, and layout previews with tenant branding.
Automated follow-up: Use email workflows for delivery, reminders, booking confirmations, and signature alerts when configured.
Customer and team messaging: Separate customer conversations from internal team communication with unread indicators.
Public document links: Share controlled customer views without exposing the admin workspace.
Documents hubEmail workflowsSigned contractsMessaging
Customers, Leads & Event History
Keep the customer, quotes, events, documents, payment history, notes, and partner pricing connected from the first request onward.
Customer directory: Search records, review history, and start a correctly prefilled quote from the customer page.
Website lead intake: Turn public inventory and package requests into actionable draft quotes and track follow-up.
Customer portal: Give customers a branded customer portal entry point and collect access requests.
Linked records: Connect customers to bookings, layouts, messages, payments, documents, and Commander work.
Customer recordsLead inboxEvent historyPartner accounts
Crews, Schedules, Time, Mileage & Mobile
Give employees today’s information without giving every user access to every financial and administrative screen.
Crew assignments: Assign staff to events and let employees see their own schedules, job details, and documents.
Native mobile app: Use Android and iOS for schedules, events, notifications, field workflows, settings, and the mobile 2D/3D Layout Designer.
Mobile layout editing: Add, select, move, rotate, resize, duplicate, and delete layout objects in 2D or 3D with shared save history, asset browsing, camera presets, and walkthrough controls.
Time clock and payroll: Capture clock-in/out, notes and GPS verification; correct entries with history; define pay periods and generate pay stubs.
GPS mileage: Track vehicle and employee mileage from manual, odometer, or mobile GPS trips.
Granular permissions: Control inventory, documents, email, layouts, print sheets, financial data, and settings separately.
Push notifications: Route staff directly to the relevant event or live work list.
Android + iOSCrew schedulesGPS timeMileagePay stubs
Website Builder, Online Catalog & Customer Portal
Publish a branded rental site tied to inventory and packages already inside Apex—without adding another mandatory subscription.
Rental-focused templates: Start with event, backyard party, corporate, or community designs and customize the full brand.
Live inventory and packages: Feature selected catalog content, pricing, images, and dedicated browse pages.
Quote requests: Collect requested items and customer details and create an actionable draft quote inside Apex.
Visual multi-page editor: Build and reorder pages and sections with contextual editing, autosave, draft/live status, and version rollback.
SEO and custom domains: Control titles and descriptions and publish to a custom domain with inline DNS guidance.
Portal entry: Add a customer portal section and collect portal-access requests.
Custom domainOnline catalogQuote requestsMulti-page editorSEO
Analytics, Expenses, Assets & Financial Visibility
Track booked revenue, utilization, labor, mileage, customers, expenses, assets, and weather exposure.
Business dashboards: Review revenue, bookings, customers, utilization, employees, mileage, and operational KPIs.
Inventory performance: See which rental assets work, which sit, and where availability pressure is building.
Weather analytics: Explore conditions beside booked events and map overlays.
Expenses and reimbursement: Categorize expenses, export CSV data, and configure mileage rates.
Vehicle and asset records: Maintain operational assets, financial permissions, maintenance context, and mileage history.
Import, export, and backup: Move business data safely with tenant-isolated encrypted backup and restore workflows.
RevenueUtilizationExpensesAssetsExports
Commander, Tasks, Maps & Optional Operations Tools
Track repairs, prep, follow-up, maintenance, customer requests, and internal work beside the records they belong to.
Commander projects and tasks: Assign owners, priorities, due dates, stages, categories, and notes across office, warehouse, and field work.
Linked records: Connect work to customers, quotes, events, orders, or inventory.
Automations: Create and close operational work from business events, including pickup workflows.
AI Assistant: Ask tenant-aware questions about bookings, inventory, customers, activity, and business analytics from inside the workspace.
Map workspace: View work geographically with event, weather, and revenue context.
Optional register and hardware bridge: Support point-of-sale plus local receipt, cash-drawer, and label hardware where needed.
CommanderAI AssistantTasksMapsAutomationsOptional POS
Security, Access, Integrations & Support
Protect customer and business data while keeping access practical for owners, office staff, warehouse teams, and crews.
Role-based access: Separate admin and employee responsibilities with per-feature permissions and restricted financial views.
Passkeys and two-factor authentication: Use biometrics or security keys for passwordless sign-in and add 2FA where appropriate.
Encryption: Keep sensitive customer, financial, settings, and file data encrypted at rest with tenant-aware backup and restore.
Support access controls: Grant and revoke time-bounded support access instead of sharing an owner password.
Integrations: Connect Stripe, Google Calendar, business email, maps, Firebase push, and optional local POS hardware.
Guides and support: Use searchable Wiki guides, in-app audio guidance, and public support tickets.
Passkeys2FAEncrypted at restSupport accessIntegrations
Some capabilities depend on plan entitlements, tenant configuration, connected services, or device permissions. We would rather say that plainly than decorate the page with tiny asterisks and hope nobody notices.