Take Equipment Rental Requests from WhatsApp into Rentman

Yes. AeroChat works directly with Rentman. It takes the client’s dates, location, contact details and equipment list in the chat and creates a project request in Rentman with the equipment lines attached, ready for your team to check availability and quote.

This recipe turns “is this free on my dates?” messages into complete project requests in Rentman, so your team checks availability and quotes without chasing details. Part of connecting Rentman to WhatsApp and AI chat.

What happens today

Planners send availability questions on WhatsApp at all hours, often as one line: “two moving heads and a smoke machine for Saturday?”. Someone has to ask for the venue, the times, the company name and the email before they can even look in Rentman. Half the details arrive in separate messages, and the request is typed into Rentman by hand. Planners who need an answer fast move on to the next rental company.

The flow that works

AeroChat asks for the dates, the venue or delivery address and the items with quantities.
It matches each item to your Rentman equipment list and confirms the names with the client.
It takes the client’s name, company, email and phone number, and links the request to their contact if they are a returning client.
It creates a project request in Rentman with the dates, location, contact details and an equipment line for each item.
It tells the client your team will check availability and send a quote, and when.

Rentman’s API does not show equipment availability for given dates, so AeroChat never confirms that an item is free. Your team checks availability in Rentman when it reviews the request.

What it looks like on WhatsApp

Customer: Do you have 8 LED uplights and a dance floor for a wedding on 21 June? (example)

AeroChat: We rent both. Our LED uplights come in black or white, and the dance floor comes in 4 by 4 or 6 by 6 metres. Which dance floor size do you need, and where is the wedding?

Customer: 6 by 6, at The Glasshouse. I’m Mei Ling, mei@example.com.

AeroChat: Thanks, Mei Ling. I’ve sent your request to our team: 8 LED uplights and a 6 by 6 metre dance floor at The Glasshouse on 21 June. They’ll confirm availability and send a quote by tomorrow midday.

In Rentman: a new project request “Mei Ling, The Glasshouse” for 21 June with her contact details, the location and two equipment lines: 8 LED uplights and 1 dance floor 6 by 6 metres.

The recipe

Copy this into AeroChat

When a client asks for equipment on certain dates, follow these steps.

Ask for the event dates, the start and end times if they know them, and the venue or delivery address.

Ask for the items and quantities. Match each item to our Rentman equipment list. If an item has options, such as size or colour, ask which one. If we do not list an item, say so and suggest the closest one we have.

Ask for their name, company, email and phone number if we do not have them. Search Rentman contacts by email and by the phone number they are messaging from. If you find the client, link the request to their contact.

Create a project request in Rentman named with their company or name and the venue. Add the usage dates, the location, their contact details, and a remark with anything else they said, such as setup times or access.

Add an equipment line to the project request for each item, linked to the matching equipment, with the quantity.

Read the request back in one message and tell them our team will check availability and send a quote within one working day (example).

Never say an item is available or reserved. Do not quote a total price, because the quote depends on dates and availability. Reply in the customer’s language.

Change the reply time and the details you ask for to match how your team quotes before you paste it.

What to connect

Rentman. A user goes to Configuration, then Account, then Integrations, connects the API and clicks Show token. Use a user whose role can read equipment and contacts and create project requests, because the token can do what that role allows. Paste the token in when AeroChat asks.
Your knowledge base. Add your delivery area, setup and collection rules and minimum hire periods so AeroChat can answer the questions that come with a request.

After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Rentman, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Rentman’s public documentation, the checklist asks you to check it once against the current docs.

Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.

Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.

What you still decide

Which details AeroChat must collect before it creates the request.
How quickly you promise a quote.
Whether AeroChat shares list prices from Rentman during the chat.
Who reviews requests in Rentman and who gets the handover for large events.

The result to expect

Every rental enquiry in chat becomes a complete project request in Rentman, with the dates, location, contact and equipment already filled in, at any hour. Your team spends its time checking availability and quoting, and planners get a clear answer about what happens next.

Measure it with your own numbers: project requests created from chat, and how many become confirmed projects, for a month before and after.

Next: answer Rentman quote and invoice questions in chat.

Works on every chat channel

This workflow runs the same way on WhatsApp, Instagram, Facebook Messenger, TikTok, Telegram, the chat on your website and email, with the same Rentman connection behind it. See what each channel does on the Rentman integration page.

Take your first rental request from chat

Paste the recipe, add your Rentman token, and message your own number asking for equipment on a date.

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