Managing inventory and payments for live events can be a logistical nightmare. In the past, there has been no true alternative to the fragmented workflow required for invoicing, tracking, and receiving payments, as the process has required multiple separate platforms that need to be kept up to date manually.
Founded in 2009 by Chris Stein, Flex Rental Solutions offers Flex. Trusted by leading production companies worldwide, Flex simplifies operations with its powerful platform, helping businesses reduce errors, stay organized and grow. From inventory tracking to invoicing and payments, Flex delivers the tools businesses need to stay ahead in a fast-paced industry.
For Flex Rental Solutions, the mission has always been to improve their customer’s workflows, a goal that made them the operating system of choice for the live events industry. In pursuit of that mission, Flex has partnered with PayEngine to integrate payment processing directly into its platform, delivering the streamlined solution customers have been asking for.
“Our customers needed a seamless experience, and we’re thrilled to offer it,” says Maria Barker, vice-president of operations at Flex. She’s been at the forefront of launching Flex Payments, a game-changer for event companies looking to optimize and simplify their operations.
With this tight integration, users will experience streamlined workflows where the status of payment requests is always visible. Payments are applied in near real-time, and notifications are sent directly in-app as payments are received. This ensures an efficient, accurate, and transparent process, reducing the manual efforts needed by Flex’s customers and enhancing operational clarity.
Why Integrated Payments Matter
When Flex started hearing feedback about the inefficiencies and increased margin for error caused by the lack of a synchronized payments workflow, they knew something had to change. The complexities of managing separate systems often lead to errors, duplication of work, and delays in payments, resulting in delayed preparations and rushed timelines, where costly mistakes are often made.
“An integrated payment solution directly aligns with our mission to improve our customer’s workflows,” Barker explains. By bringing payments into the same platform as quotes and invoices, Flex eliminates redundant steps in the workflow, creating a cleaner, smoother process.
A Streamlined Workflow
What sets Flex Payments apart is that customers no longer have to interrupt their workflow and leave Flex to request or check the status of a payment. It’s now synchronized and available on the same user interface as managing inventory or generating a quote. This partnership between Flex Rental Solutions and PayEngine eliminates disjointed processes, giving Flex users more time to focus on their business rather than tedious and redundant administrative tasks. The benefits are clear: fewer errors, faster turnarounds, and significantly less manual effort.
“We’re all about reducing friction,” says Barker. “Now, our customers can send a quote, an invoice, and receive payment — all within Flex. It’s easier to get paid, easier to track those payments, and ultimately easier to run your business.”
Faster Payments, Healthier Cash Flow
Delayed payments are a common frustration in the live events industry. Flex Payments speeds up the process, giving Flex customers the advantage of next-day funding — so they can get paid faster and keep their cash flow moving. “Next-day funding can make all the difference for companies managing tight cash flows,” Barker notes.
Integrating Flex Payments also helps to reduce discrepancies that often slow down payment cycles. “No more going back and forth between programs to make sure the invoiced amount matches the quote. Flex Payments eliminates that manual, error-prone effort and brings the information you need all into the same place,” she adds.
Smarter Operations, Same End-Client Experience
Flex Payments streamlines operations for event companies without adding extra steps for the end clients. According to Barker, Flex’s goal is to improve efficiency for customers while ensuring their clients experience the same seamless process they’re accustomed to. By integrating quotes, invoices, and payments into one unified system, Flex helps companies save time and money — reducing errors and speeding up payment cycles — all without impacting the client-facing workflow.
Looking ahead, Flex has ambitious plans, including automated payment schedules, deposit features, and more user-friendly ways to track payments.
Powerful Workflow Meets Best-in-Class Security
Security is always top of mind when it comes to payments, and that’s one of the primary reasons Flex chose PayEngine as their partner to bring integrated payments to Flex customers.
“We partnered with PayEngine because they have the reputation and experience to offer our customers secure and reliable payment processing,” says Barker. “They’ve helped us launch a product that’s not only easy to use but also highly secure.”
In partnership with PayEngine, Flex also offers comprehensive support for customers transitioning to the new payment system. “We’re with them every step of the way,” Barker reassures. Customers implementing Flex Payments can look forward to a smooth transition, supported by the experts from Flex and PayEngine.
The Future is Seamless
For the live events and entertainment industries, the logistical headaches of managing inventory and payments are becoming a thing of the past. Flex Payments offers a streamlined, integrated solution that reduces stress, improves cash flow, and enhances the overall workflow.
“Customers have long been interested in having integrated payments capabilities in Flex, and we’re thrilled to release those today. On the heels of StaffingPlus, DocuSign, and RFID enhancements, our commitment to being the most comprehensive platform in the industry has never been stronger,” says Founder and CEO, Chris Stein. Flex has been a cornerstone of efficiency in the live events industry for nearly 20 years — and with more innovations on the horizon, they’re just getting started.
Note: Flex Payments is now available as part of user subscriptions to Flex Rental Solutions. For more info, visit www.flexrentalsolutions.com/flex-payments
This insightful content was shared with FRONT of HOUSE by author Lindsay Schwartz, who operates Lindsay Schwartz Consulting + Creative, www.lsconsultingcreative.com
