From agency brief and bid to shoot, edit rounds and final job cost.
Every brief becomes a costed bid, and an awarded bid becomes a job with a budget, a shoot plan and a crew booking. Casting, talent usage terms, edit rounds, cutdowns and supplier bills attach to the same job. Margin shows while work moves.
- Bid lines, crew roles and delivery formats entered as your company prices and delivers
- Open jobs and talent records migrated from your files
- Edits to cost lines and cutdown lists handled by GullySystem staff when asked
Ad-film production houses use this software to follow each commercial from agency brief to closed job cost. Each job carries its bid, awarded budget, shoot days, talent usage terms, edit rounds, cutdown list and supplier bills. Executive producers, producers, production managers and editors work from the same file. The final invoice follows the closed cost.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Brief and bid
The agency brief is logged and a bid is built by line. Revisions are kept and the director’s treatment is attached.
- 2
Award and pre-production
A won bid becomes a job with a budget. Crew, kit, locations and casting are booked and the pre-production meeting notes are filed.
- 3
Shoot
Shoot days are planned and call sheets issued. At wrap, the line producer logs overtime and extra kit against that shoot day, then adds the notes from location before the crew leaves.
- 4
Edit rounds
The first cut and every round of agency changes are recorded with their notes. Approval by the client is marked on the final version.
- 5
Cutdowns and delivery
Each length and format is listed and ticked as it ships. Clearance papers and talent terms are filed with the master.
- 6
Closing the job
Supplier bills are matched to the cost sheet and the final invoice is raised. The producer sees the margin on the closed job.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Estimate/Quotation Management
Each agency brief is priced by line for director, crew, kit and contingency, and every revised figure is kept with its date.
- Resource Allocation
Director, camera, gaffer and sound are allocated to shoot days, and a double booking is flagged before dates are confirmed.
- Purchase Order Management
Orders for hire, catering and set build are raised against the job code, then matched to the bill when it arrives after wrap.
- Workflow and Approvals
A cut goes to the agency, notes come back by round, and the final version is marked approved by the client before cutdowns begin.
- Contract Management
Each performer’s term, territory and media are stored, with renewal dates that prompt the producer to quote an extension.
- Project Document Management
Masters, subtitle files and clearance papers are filed against the job and the channel that asked for them.
- Invoice Management
Milestone invoices go to the agency, and the final invoice is raised once the cost sheet is closed.
- Appointment Scheduling
Audition slots are given to performers, and the shortlist is carried forward to selection with the clips sent to the agency.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For the executive producer
See bids out, jobs won, jobs running and the margin expected on each, along with agencies that return often.
For producers
Own the bid and the job budget, track supplier bills as they come and see cost to complete on each shoot.
For production managers
Book crew and kit, plan shoot days, issue call sheets and record the day’s overtime.
For editors and post
See the cut versions, the agency’s notes by round and the list of cutdowns still owed.
For accounts
Match supplier bills to jobs, raise milestone invoices and chase the agency for payment.
The numbers the owner asks for.
- Bids sent, won and lost by agency
- Job cost against awarded budget
- Margin by closed job
- Talent buyouts ending soon
- Edit rounds used per job
- Cutdowns and formats owed
- Supplier bills awaiting a job code
Who this is built for.
- Ad-film production houses working for agencies
- Companies shooting directly for brands
- Commercial production firms with in-house directors
- Production services companies hired by outside agencies
- Digital content studios producing short brand films
When it is not the right choice.
- A freelance director who takes one job at a time can manage with a bid sheet and a folder.
- A television or streaming series producer will find the TV and streaming product closer to its episodes and commissioners.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- Accounting export
- SMS
- WhatsApp or other messaging
- Cloud file storage
- Calendar
Questions owners ask before a demo.
Is it for ad agencies or for the companies that shoot the films?
It is for the companies that shoot them. The agency is your customer and appears as the party briefing and paying for each job. Agencies themselves need different software.
Can a bid become the job budget?
Yes. Once a bid is won, its lines carry over as the budget. Later supplier bills are compared with those lines so overspends show before wrap.
How are agency changes after the first cut handled?
Each round is logged with its notes and date against the cut version. Staff can show how many rounds the fee covered and where extra charges apply.
Can we track the terms of actors and voice artists?
Yes. Term, territory and media are stored for every performer, with a list of buyouts ending soon so extensions can be quoted early.
What happens at delivery?
A list of lengths, ratios, subtitle versions and papers is set for each channel. Items are ticked as they ship, so the team knows which are still owed.
Does it manage crew and equipment hire?
Bookings are held by day for crew and kit, and clashes are shown. Hire invoices are matched to the job so the cost sheet stays current.
Can I enter day-end figures from the set?
Yes. The production manager can enter overtime and extra kit from a phone, and the effect on the job budget shows at once.
Will our existing job files be brought in?
Yes. Open jobs, talent records and bid history are imported, and your producers check the list before the first live job.
Who holds the data if we stop?
You do. Before work begins we agree in writing which file layout carries your job records and talent terms out of the system, so exits stay simple.
How much does it cost?
No figure is listed. Producers and jobs running in parallel shape the figure, and we send it in writing once the screens have been shown to your team.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
See Ad-film Company Management Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
- No obligation
- A reply within one business day
- Your details stay private
Start with your requirements
Seven short steps that tell us what you need. An engineer reads them before getting in touch.
Share your requirements