One record per production for scenes, call sheets, crew, kit and budget.
Every film, series and commercial gets its own record. It holds breakdown sheets, the stripboard, call sheets, deal memos, the camera package, location agreements and the insurer’s certificates, so nothing waits in someone’s inbox. The daily production report and the cost report read the same entries, so the producer sees budget against actuals while the unit is still on set. The buyer’s delivery list is ticked off until acceptance.
- Budget lines and call sheet layouts keyed your way
- Open productions and crew lists migrated from sheets
- Schedule and budget edits done by our staff
Film production houses keep script breakdowns, call sheets, deal memos, releases, kit hire and cost reports in one record per production inside Film Production House Management Software from GullySystem. Producers, assistant directors, the production office and accounts read the same entries, and deliverables are tracked after wrap.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Development and budget
The script is loaded. The budget is built line by line, from above-the-line fees down to fringes and contingency, and the producer locks a version that every later cost is compared with.
- 2
Breakdown and schedule
Scenes are tagged. Each carries cast, props, vehicles, wardrobe and locations, and the assistant director orders the strips into shooting days, balancing night shoots and turnaround against the cast’s availability.
- 3
Booking and clearances
Each booking holds its paper. The signed deal memo, permit or release is attached to the booking of the cast member, crew head, camera kit or location, with its days marked on the roster.
- 4
Shoot
The call sheet goes out each evening. The script supervisor logs takes against timecode during the day, and the production office files the daily report after wrap, with pages and camera rolls counted.
- 5
Cost control
Purchase orders, petty cash and crew payments are posted against budget lines as they happen, and cost to finish is read each week ahead of the next cash call.
- 6
Post and delivery
Camera cards reach the editor first. Then comes the grade and sound mix, and each item on the buyer’s delivery list is ticked off while the final paperwork is gathered into one folder.
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.
- Project Timelines with Gantt Charts
Strips are laid across shooting days on one calendar, so the assistant director sees what each day holds, what slipped and what the turnaround allows.
- Resource Allocation
Each cast member and department head is placed against the days needed, and a clash between two productions shows at once on the roster.
- Resource and Room Booking
Camera, lens and lighting packages are booked by day, with the check-out and return date of every serial number recorded against the booking.
- Document Management
Location agreements, permits and signed releases attach to the scene they clear, and a missing paper is listed before the shoot day.
- Purchase Order Management
Vendor orders are raised for a budget line, approved by the producer or accountant, and matched with the invoice when it arrives.
- Project Management Reports
Cost to date, committed spend and cost to finish are read for each budget line against the locked version of the budget.
- Attendance & Time Tracking
Call and wrap times are entered per crew member each day, and overtime is calculated from the terms agreed in the deal memo.
- Workflow and Approvals
An order above a set amount waits for the producer’s approval before the vendor is told, and the approval is kept on the record.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For producers
Read cost to date and cost to finish by budget line, open clearances, the contingency balance and the schedule position across every live production.
For assistant directors
Build shooting days from the breakdown, issue call sheets, and see which cast, stunt performers, armourer, paramedic and kit each dusk exterior needs.
For the production office
File the daily report and collect timesheets. Chase missing releases and permits, then keep the crew list, cast contact sheet and vendor directory current as bookings change hands between productions.
For the production accountant
Approve purchase orders, post petty cash, reconcile vendor invoices, and send the cost report to the financier from one cost record.
For editors and post supervisors
See the footage log and the cut in play. Outstanding stems and subtitle files show at once.
The numbers the owner asks for.
- Budget against actuals and cost to finish by line
- Daily production report with pages and scenes shot
- Stripboard schedule and scenes remaining
- Cast and crew days worked, overtime and meal penalties
- Equipment on hire, returned and overdue back to the vendor
- Clearances and releases outstanding by scene
- Deliverables received against the buyer’s specification
Who this is built for.
- Production houses making feature films and series
- Commercial and branded video production companies
- Documentary and factual production houses
- Service production companies that crew shoots for outside producers
- Houses running several shoots and post jobs at once
When it is not the right choice.
- A solo filmmaker shooting a short with a small crew can keep a schedule and a cost sheet in a spreadsheet.
- A facility that only edits and finishes others’ footage will find the Photography Studio Management Software closer to bookings and file delivery.
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
- WhatsApp or other messaging
- SMS
- Calendar feed for cast and crew
- Accounting export
- Payroll export
- Scheduling tool import
Questions owners ask before a demo.
Is this built for film specifically?
Yes. Scenes, strips, shooting days, call sheets, takes, releases and deliverables are separate records, not tasks in a generic project list, so a producer reads them as the set does.
Can a scene span two shooting days?
Yes. A scene split across two days keeps its pages, cast and kit on both, and the daily report shows what was shot and what carries to the next day.
How does the call sheet reach the crew?
The call sheet is generated from the schedule and sent by email, text or app to those called, and a change re-issues it to the same list.
Can I lock a budget and still see changes?
Yes. The locked version stays fixed. Revisions are kept, so the producer compares the working budget with the version a financier approved, and later cost is read against whichever one is chosen.
Does it track owned and rented kit?
Yes. Owned items carry a register entry. Hired packages carry the vendor, dates and charges, and both appear on the same booking calendar, so a clash is visible before the truck loads.
Can it export crew hours to payroll?
Yes. Call and wrap times, overtime and agreed rates are exported for your payroll provider, where pay rules, tax and any guild terms are applied to the totals.
How do we move existing productions across?
Budgets, crew lists and schedules are imported from spreadsheets. The production accountant checks the opening cost figures against the last cost report before the next shoot day is posted.
Who owns the production records?
The production house does. How a finished production’s files and cost record can be taken out is set down in the quotation, for the managing producer to agree.
What does it cost?
The price depends on how many productions run together, how many crew use it, what is brought across and how many call sheet templates are copied. A sample shoot is demonstrated first.
Do we need this for one short?
Probably not for a single short. A schedule and a cost sheet carry it, whereas a house shooting several projects a year gains from a shared crew list, one cost record and one vendor directory.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
See Film Production House 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