Every crate to the venue. Every crate back.
Photograph what goes into each crate at the godown. Run several events at once, see which crates are still at the venue, and photograph what comes back broken.
Crate 12 — packed at the godown on Thursday, now at the Lakeview lawns with the Sharma wedding.
After every event, the same reckoning.
Three weddings this weekend, sixty crates, one godown.
“What’s still at the venue?”
The truck is back. Two crates aren’t. Nobody knows which two, or what was in them.
“Which crate has the urlis?”
The crew opens six crates at the venue to find one thing the decorator needs now.
“It came back broken.”
A light stand is bent. Was it like that when it left? Nobody photographed it.
Godown to venue and back.
A few seconds per crate, while the crew is loading anyway.
Start a move per event
“Godown → Lakeview lawns, Sharma wedding.” Run as many as you have events.
Photograph each crate
The AI lists what it sees. Label the crate with a QR code; seal it with a condition photo.
Track it at the venue
See which crates have arrived and which are still packing. Ask “which crate has the fairy lights?”
Bring it back
Put each crate on the return move — sealed with what is inside, or opened to repack. Photograph anything damaged.
What you get
Beside your booking tool, not instead of it.
Reusable crates
The same crate goes on trip after trip, each with its own history.
Many events at once
Every move with its own progress: packing, sealed, arrived, unpacked.
QR crate labels
Scan a crate to see what’s in it without opening it.
Damage photos
Before-and-after condition photos, side by side in a printable report.
Crew and roles
One invite link. Crew can record; clients or partners can only look.
Where everything went
Every item, the crate it travelled in, where it is now — open it in Excel.
Picture a decor company with three weddings in one weekend
Three moves from the godown, one per wedding. Each crate is photographed as it is filled — urlis, drapes, fairy lights — and gets a QR label.
At the venue, the decorator asks “which crate has the brass urlis?” and goes straight to Crate 12. On Monday, the return moves show two crates still at the second venue, and the bent light stand has a photo of how it left.
Your photos live in your own Google Drive.
Not on a server you can’t see into.
Full photos in your Drive
Every photo and the master copy of your records are written to a folder in your own Google Drive. You can see them, download them, or delete them.
Only what it made
The app can open only the files it creates — never the rest of your Drive.
Plain about the rest
To stay fast, our server keeps a working copy of your records, small thumbnails and a search index. To read a photo, it is sent to Google’s Gemini AI. Privacy details
Questions people ask
How do event companies track equipment going to a venue?
With WhatsWhere, each event is a move from your godown to the venue. Every crate is photographed as it is packed, gets a QR label, and you can see which crates are packing, sealed, arrived or unpacked — and ask which crate has what.
Can I track reusable crates that go out and come back?
Yes. When a crate comes back, put it on the next move — sealed with what is still inside, or opened to repack. Each trip keeps its own history.
How do I know what came back damaged?
Take condition photos when a crate is sealed and again when it comes back. The app keeps them side by side and prints a damage report.
Can my crew use it without changing my records?
Yes. Invite people with a link and choose for each whether they can record things or only look.
Can it handle several events at once?
Yes. Run as many moves at the same time as you have events, each with its own crates and progress.
Does it replace my rental booking software?
No. WhatsWhere tracks what is in each crate and where it is. Keep your booking, quotes and billing where they are.
Can I export a list of what went where?
Yes. The “where everything went” report lists every item, the crate it travelled in and where it is now, and downloads as a spreadsheet.
Guides for this
Event inventory checklist: crates out, crates back
For decor, sound, light and tent vendors: number every crate, count out and back, record what stays at the venue, and catch damage at return.
Read →ChecklistWedding packing list: bride, groom and family, bag by bag
Packing for an out-of-town wedding: outfits per function, jewellery, gifts and puja items — a bag-by-bag list that tracks what each bag holds.
Read →GuideHow to label boxes for shifting (and find things later)
Label each box with room, number and handling marks, then add a QR code so anyone can scan it and see what’s inside without opening the box.
Read →Other ways people use it
The same app, wherever things go.
Which bag has the charger?
Photograph each bag before you leave. Ask on the trip — and keep the photos for a lost-luggage claim.
See how → Shifting homeShift home without losing a thing.
Photograph each box as you pack, print QR labels, unpack room by room — with photo proof for damage.
See how → Find things at homeThree homes. One answer.
Map the cupboards in every place you keep things — then just ask where it is.
See how → Offices & corporatesOffice shifting without the lost-monitor hunt.
QR-labelled crates per desk, mapped cabinets at the new office, and a CSV of where everything went.
See how → Packers, movers & transportersGive every customer a photo inventory.
Box-by-box photos, QR labels and before/after damage evidence — fewer disputes, more trust.
See how → StudentsFlying abroad to study?
Four bags, one flight, every item photographed. Find anything after landing — and keep the photos if a bag goes missing.
See how → Renters & home inventoryA dated record of the flat you rent.
Photograph what the flat contains when you get the keys. A calmer deposit conversation when you leave.
See how →Bring every crate home.
Sign in with Google, start your first event move, and photograph a crate.