Online rental agreements
Instrument, plan, ID and payment details captured online and signed on any phone. No more clipboards.
Music store software: rentals, lessons & repairs
Music stores: rentals, lessons and repairs in tune. Less paperwork, more noise.
School rental forms live in a filing cabinet. Rent-to-own payments are tracked on a spreadsheet and lessons get booked by phone around a dozen teachers' calendars. Meanwhile repairs sit in a book under the counter. We build rental, lesson, repair and stock systems for music stores that all talk to each other, then we host them and look after them.
Looking for music store software that handles rentals, lessons and repairs?
A music store is four businesses sharing one shopfront. It's a retailer, a rental company, a music school and a repair workshop. Your POS handles the first one fine. The rest runs on paper contracts, a lesson diary, a repair book and whoever happens to remember that the Year 7 trumpet is three months overdue. Then late January hits and half the school parents in town turn up on the same Saturday.
Wollopit builds custom software for music stores around how your shop actually runs. Parents rent and sign online before they walk in. Rent-to-own bills itself and keeps track of equity. Students book lessons with the right teacher and repairs text customers when they're ready. Stock sold on the shop floor comes off the website straight away. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from music stores
Does your music store have these problems? Here's how we'd fix them.
Most music stores we talk to know their gear inside out. The admin behind rentals, lessons and repairs is what grinds them down, especially in February.
- The problemRental agreements on paperParents fill in forms at the counter, contracts get filed somewhere and nobody can find the one you need when a payment bounces.How we fix itRental agreements chosen and signed online, with ID, card or direct debit details and a copy emailed to the parent.
- The problemRent-to-own tracked by handSomeone works out how much a family has paid off and what they still owe to buy the clarinet outright. Every time they ask.How we fix itRent-to-own billing that tracks equity automatically, shows the payout figure and converts the rental to a sale in one click.
- The problemThe back-to-school stampedeThe last week of January brings a queue out the door, a stack of forms and a weekend of data entry afterwards.How we fix itSchool rental programs where parents pick the school, the instrument and the plan online, then collect a pre-prepped instrument.
- The problemInstruments that never come backRentals end, families move and the flute is still under someone's bed. You only notice at stocktake.How we fix itReturn reminders, overdue alerts and a rental fleet list showing exactly who has what and when it's due.
- The problemNo idea what the rental fleet looks likeWhich violins are out, which need new strings and which are too knocked about to hire again is anyone's guess.How we fix itEvery rental instrument has a QR tag and a history: hires, services, condition notes and when it's time to sell it off.
- The problemLessons booked by phoneStudents ring, you check three teachers' diaries, call back and still end up with a double booking on Tuesday arvo.How we fix itOnline lesson booking by instrument, teacher and room, with trial lessons and SMS reminders.
- The problemTerm billing and make-up lessonsChasing term fees, working out pro-rata for a mid-term start and tracking who's owed a make-up lesson after being sick.How we fix itTerm invoicing with pro-rata, automatic payment reminders and a make-up lesson credit system that students book themselves.
- The problemPaying the teachersContract teachers send hours on a scrap of paper and you reconcile it against the diary at the end of the month.How we fix itA teacher portal with their timetable, attendance marking and a pay report built from the lessons they actually taught.
- The problemRepairs tracked in a bookGuitars in for a setup, amps in for a service and a phone that rings all day with 'is it ready yet?'.How we fix itRepair tickets with photos, quotes approved by SMS, workshop status and a text when it's ready to collect.
- The problemThe website says it's in stock. It isn't.That Strat sold in store on Saturday and someone bought it online on Sunday night. Awkward phone call on Monday.How we fix itPOS and online stock synced both ways, so sold means sold everywhere, including Reverb and eBay listings.
- The problemTrade-ins and consignment on sticky notesWho's owed what for the pedal you sold on consignment is written on a note stuck to the monitor.How we fix itTrade-in valuations, consignment agreements and automatic payouts to sellers when their gear sells.
- The problemSpecial orders and deposits lostA customer pays a deposit on a back-ordered keyboard and three months later nobody remembers who or how much.How we fix itSpecial orders linked to deposits and supplier orders, with an update to the customer when it lands.
02What we build
Solutions
What we build for music stores. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Rent-to-own billing
Weekly or monthly billing with failed-payment retries, equity tracking and one-click payout to purchase.
School rental programs
Rentals grouped by school with set instrument lists, bulk prep sheets and reports for music teachers.
Rental fleet tracking
QR tags on every instrument with hire history, service records, condition grades and return reminders.
Lesson booking
Students book by instrument, teacher and time, with trial lessons, room allocation and SMS reminders.
Teacher portal & pay
Timetables, attendance, student notes and pay reports for contract teachers on their phones.
Term billing & make-ups
Term invoices, pro-rata starts, payment plans and make-up credits students can book themselves.
Repair tickets
Booking-in with photos, quotes approved by SMS, workshop queue and ready-to-collect texts.
POS & online stock sync
Stock synced between your POS, your website, Reverb and eBay so you never sell the same guitar twice.
Trade-ins & consignment
Trade-in valuations, consignment contracts, listing straight to the shop and automatic seller payouts.
Special orders & deposits
Deposits linked to supplier orders, ETAs on the record and a message to the customer when it arrives.
PA & backline hire
Weekend hire of PAs, amps and lighting with availability, bonds and pickup and return times.
A website that sells gear
Hand-built, quick on mobile, with live stock, rentals, lessons and repairs, built to rank for 'music store near me'.
03The systems
The big ones
Your whole music store, on one system.
These are the systems music stores ask us about most. Each one works on its own and they get properly clever when they're joined up.
Rentals & rent-to-own
Rentals that sign, bill and chase themselves.
Parents choose an instrument and a plan, then sign online before they ever reach the counter. Payments come out automatically, equity builds up on the record and you can see the payout figure the moment someone asks to buy.
- Online agreements signed on any phone
- Card or direct debit payments
- Failed-payment retries and alerts
- Equity tracked on every rental
- Payout figure and one-click conversion to sale
- Damage cover and add-on options
- Upgrades from student to step-up instruments
- Return and overdue reminders
- QR tag and history for every instrument
- Service and condition notes between hires
School programs
Back to school without the Saturday queue.
Set up each school with its instrument list and rental plans, then send parents one link. Orders come in by school and instrument, so the workshop can prep the lot before collection day.
- A rental page for every school
- Set instrument lists and plans per school
- Parents order and sign before collection
- Prep sheets grouped by school and instrument
- Collection time slots to spread the rush
- Accessory bundles: reeds, rosin and stands
- Reports for school music teachers
- Term-end returns and rollovers
Lessons
Lessons booked, billed and taught. No phone tag.
Students book with the right teacher in the right room, pay by the term and book their own make-ups. Teachers see their timetable on their phone and their pay report adds itself up.
- Online booking by instrument and teacher
- Trial lessons and new student intake
- Room and studio allocation
- Term billing with pro-rata starts
- Make-up lesson credits
- SMS and email reminders
- Teacher timetables on their phones
- Attendance and practice notes
- Teacher pay reports
- Waitlists for popular teachers
Repairs & workshop
Every repair tracked. Every customer kept in the loop.
Book gear in with photos and a ticket number, send a quote by SMS and let the customer approve it with a tap. The workshop sees its queue and the customer gets a text when it's ready to collect.
- Booking-in with photos and serial numbers
- Quotes approved by SMS
- Workshop queue by tech and priority
- Parts used pulled from stock
- Status texts and ready-to-collect alerts
- Warranty and supplier repair tracking
- Rental fleet services in the same queue
- Uncollected gear reminders
Stock, trade-ins & online
Sold in store means sold everywhere.
Your POS, website and marketplace listings share one stock count, so the last red Strat can't sell twice. Trade-ins, consignment and special orders live in the same system with deposits and payouts sorted.
- Stock synced between POS and website
- Reverb and eBay listings kept in step
- Serial numbers on high-value gear
- Trade-in valuations and records
- Consignment agreements and seller payouts
- Special orders linked to deposits
- Supplier ETAs and arrival alerts
- Google Shopping product feeds
04How it changes
Before and after
Back to school, wolloped.
Here's how the last Saturday before school goes back could change. Every music store is different, so we map yours first.
Before
- A queue of parents out the door at opening
- Paper rental forms filled in at the counter
- Instruments pulled and checked while families wait
- Card details written down to set up billing later
- Sunday spent typing forms into a spreadsheet
- Overdue rentals from last year still unchased
After
- Parents booked collection slots weeks ago
- Agreements already signed online
- Instruments prepped by school during the week
- Billing set up the moment they signed
- Nothing to type up on Sunday
- Overdue reminders went out on their own
05Services
Everything under one roof
Software, websites and systems for music stores.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for music stores
Built around how your music store actually runs: online rental agreements, rent-to-own billing and the admin in between, in one system you own.
Websites for music stores
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Music store system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for music stores
School rental programs and rental fleet tracking: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Lightspeed, Square and Retail Express so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your music store, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside platforms you're happy with or replace the ones holding you back.
- Lightspeed
- Square
- Retail Express
- Shopify
- WooCommerce
- Maropost
- Xero
- MYOB
- Stripe
- Ezidebit
- Afterpay
- Zip
- Reverb
- eBay
- Google Merchant Center
- Klaviyo
- Mailchimp
- Australia Post
- StarShipIt
- Sendle
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your music store: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time on the shop floor, in the workshop and in the lesson rooms, then work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your rental fleet, plans, schools, teachers, repairs, stock, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before the next back-to-school rush.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things music stores ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can parents rent instruments for school online?
Yes. Parents pick their school, the instrument and a plan, sign the agreement online and set up payments. You just hand over a prepped instrument on collection day.
Can it handle rent-to-own and work out the payout?
Yes. Every payment builds equity on the rental, so you can see what's been paid and what's left at a glance. Converting it to a sale is one click.
Can students book and pay for lessons online?
Yes. Students book by instrument and teacher, pay by the term and book their own make-up lessons. Teachers see their timetable on their phone and their pay report adds itself up.
Do we need to replace our POS?
Usually not. We connect to Lightspeed, Square, Retail Express and most popular POS systems so stock, sales and customers stay in sync. If your POS is holding you back, we'll show you what replacing it would involve before anything changes.
Can it keep our Reverb and eBay listings in sync?
Yes. When something sells in store or on your website, it comes off your marketplace listings too, so you don't sell the same guitar twice.
Will customers get updates on their repairs?
Yes. They get a ticket number when they drop gear off, a quote to approve by SMS and a text when it's ready to collect. Fewer 'is it ready yet?' calls.
How much does a music store system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like online rental agreements or repair tickets can be quick. Bigger systems are planned in stages so you get the first win early, ideally before the next back-to-school rush.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most music stores we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a music store problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.