Family Party Rentals is a small business based in San Leandro, California, run by a local couple who turned their own experience into a community resource. After trying to plan their child’s first birthday party during the pandemic, they were surprised by the minimum order requirements and expensive delivery fees that came with renting tables and chairs. “That’s when we had the idea to create Family Party Rentals to help other people make intimate gatherings in homes and communities more convenient, affordable, fun, and memorable.”
The company now focuses on renting out tables, chairs, and a playful hot-pink cotton candy machine called Cindy Lou. Their main customers are families with children, as well as young professionals who want to host gatherings of 50 people or fewer. With just the two of them running the business, Chuan and their partner first relied on Excel spreadsheets and Yelp listings to handle requests.
However, it quickly became clear that they needed something better to keep track of orders, invoices, and contracts. As Chuan explained, “Booqable has made the process simpler and more streamlined. We also like being able to develop contracts and invoices quickly.” The switch has given them back time—about a 30% reduction in the time it takes to complete a sale—and helped them manage their event rental software and event rental website in one place.
Effortless inventory tracking with the Booqable calendar
As a two-person team, Family Party Rentals has to be precise about what goes out the door and when it comes back. Before, it was easy to lose track of items. “The calendar system also has helped us track rentals,” Chuan shared, noting that keeping inventory visible in one place was a major improvement. Now when an inquiry comes in by phone or email, Family Party Rentals can immediately click open their Booqable back-office calendar and check availability for every product.
The calendar shows which items are already booked on specific dates, so they can confirm right away what’s possible for the customer. Once the order is added, the calendar reserves the items, blocks them out for that time period, and displays the booking alongside all their other upcoming rentals. This makes it simple for the team to manage multiple orders at once and see their schedule laid out clearly, without having to double-check spreadsheets.
Here’s what this approach achieves for them:
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No double-bookings, since the backend calendar locks in reservations.
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Orders appear directly on the calendar, making the schedule easy to read.
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Inventory counts stay accurate without manual updates.
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Every booking is connected to a contract for better record-keeping.
By keeping everything in sync, they’ve cut down on the time spent checking and re-checking items. For a business that lives on reliability and punctuality, having the backend calendar handle scheduling makes it easier to focus on showing up on time for their customers.
Generating rental agreements in a click
Another big challenge before Booqable was getting agreements signed quickly and safely. “Sales conversion” was one of their top struggles, because collecting client information and creating agreements was clunky in spreadsheets. With Booqable, Chuan can use a pre-set contract template with their added rental terms embedded, and send it out from the order screen with just a few clicks.
The customer receives the email with the contract attached and can sign it digitally when picking up or returning the items, whether it be on mobile, tablet, or desktop. Once signed, the final copy is automatically saved in the documents section. As Chuan put it, “We love being able to develop contracts quickly.”
For Family Party Rentals, this workflow means:
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Faster agreement turnaround, with no need for paper copies.
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The ability to adjust terms and reuse templates for new orders.
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Easy signing on-site with the mobile app.
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Proof of contract securely stored in case of a dispute.
This solves their early struggles with chasing signatures and storing files. Now, agreements are part of the same system as their orders and inventory, making the booking process more reliable.
Creating and managing invoices
Invoices used to be another sticking point. Without proper tools, it was hard to issue and track payments. With Booqable, invoices can be generated from any order by clicking the pro forma button, adjusted with bank details, and sent via a stored email template.
Once payment is received, the invoice can be finalized, saved in the documents section, and marked as paid, including tax details. Chuan explained that they value how quick it is to “develop contracts and invoices.” The invoices can also be revised easily if the order changes, and due dates show up clearly in the system to flag overdue items.
This setup helps Family Party Rentals by:
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Providing customers with clear, professional invoices.
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Keeping final copies automatically stored with the order.
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Allowing hassle-free invoice revisions when changes are needed.
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Setting invoice due dates that automatically apply to every new document.
For a growing business, being able to trust that invoices are managed correctly removes one more barrier to running events smoothly. Payments are now tied directly to orders, giving them the confidence that nothing will slip through the cracks.
Making family gatherings possible
Family Party Rentals started with a simple goal: make it easier for people in their community to celebrate together. By adopting Booqable, they’ve been able to save time, handle orders more efficiently, and build better systems for tracking inventory, contracts, and payments. The couple is already seeing repeat customers and exceeded their sales goal this year.
For them, the real impact is clear: less time spent on paperwork means more focus on helping families and friends create memorable gatherings. And with tools like an event rental website and event rental software that keep everything connected, Family Party Rentals is well-set for the years ahead.
