Bid each shot, track it through departments, log artist hours and invoice by milestone.
Every shot carries its bid. Each show holds its shot list, the bid per shot and the departments that work on it. Versions, supervisor and client notes, artist bookings and hours sit against the same shot. Delivery packages and milestone invoices follow from what has been approved.
- Departments, shot statuses and bid templates entered the way your studio works
- Open shows, shot lists and artist rates migrated from your sheets
- Edits to departments and delivery specs handled by GullySystem staff when asked
VFX companies of a few artists or several hundred use this system, set up for them by GullySystem. Producers, supervisors, coordinators and the finance team work from it. A show record holds its shots, bids, versions, client notes, artist hours and delivery specs side by side, so any shot can be compared with the bid behind it.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Bid
The producer breaks the script into shots and sets artist days per department. The accepted bid becomes the baseline for each shot.
- 2
Intake
Plates arrive and the data wrangler logs format, lens data and reference. Missing items are flagged to the client before work starts.
- 3
Assignment
Supervisors name a lead and an artist for each shot. The scheduler books them against the weeks the shot is expected to take.
- 4
Production and review
Artists submit versions, supervisors review them in daily sessions, and notes are recorded against the version. Approved shots move to the next department.
- 5
Client approval
Shots go to the client in batches. Client notes reopen shots, and any scope change is raised as a change order.
- 6
Delivery and invoice
Final shots are packaged to the client’s spec and checked. Approved shots are invoiced against the contract milestone.
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
The producer prices each shot by department days, and the accepted bid stays on the shot as the baseline for later comparison.
- Task Management
A shot passes from roto to paint to compositing, with a named lead and artist at each stage and the status visible to all.
- Workflow and Approvals
Supervisors approve or return a version, and client notes reopen shots, so nothing moves on without a recorded decision.
- Resource Allocation
Artists and leads are booked across shows by the week, so a clash between two shows is seen before the week begins.
- Project Time Tracking
Artists log hours to a shot and department, and the producer reads days spent against the days the bid allowed.
- Project Document Management
Plate formats, lens data, reference photographs and chrome ball captures are filed against the shot they were captured for.
- Vendor Management
Freelance artists and outsourced roto or paint vendors are listed with rates and contract dates, and their bills are matched to booked shots.
- Invoice Management
Shots at final approval are invoiced against the contract milestone, with change orders and deductions printed on the invoice.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For VFX producers
Read each show by shots approved, shots over bid, change orders pending and the next milestone to invoice.
For supervisors and leads
See your department’s shots, the version awaiting review, open notes and the artists booked this week.
For artists
Open your assigned shots with the current plate, the open notes only and a place to log hours.
For coordinators and the data wrangler
Log plates, copy client notes to versions, prepare delivery packages and keep the shot statuses current.
For the finance team
Match milestone invoices to approved shots, freelancer bills to booked days and the show cost to the budget.
The numbers the owner asks for.
- Shots by status and department for each show
- Days spent against days bid per shot
- Open client notes by version and age
- Artist booking against available days by week
- Change orders raised, approved and invoiced
- Packages delivered and rejected by client
- Show margin from bid, cost to date and invoices
Who this is built for.
- Boutique VFX studios of a few artists working on episodic series
- Mid-sized studios running several features at once
- Studios with compositing, lighting and tracking teams in more than one site
- Companies that subcontract roto, paint or matchmove to outside vendors
- Animation and motion graphics houses that also deliver visual effects shots
When it is not the right choice.
- A solo compositor with one client can keep a shot list in a spreadsheet and send invoices from an accounts package.
- A studio whose work is only live-action editing, with no shot-level effects work, will find a post-production tool fits better.
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
- Review and dailies tool export
- Render farm usage export
- Accounting export
- Shared storage links
- Single sign-on
Questions owners ask before a demo.
Is this shot tracking software or full studio management?
Both. The tracker carries shots and versions, and the same record feeds bids, artist booking, timesheets and invoices, so producers and finance read one set of figures.
Can a bid be compared with what a shot really cost?
Yes. Artist days bid for each department sit beside hours logged to the shot, and the producer reads the gap per shot, per sequence and for the whole show.
How do client notes reach the artist?
The coordinator records them against the version, and the artist opens the shot to see only the notes still open. Addressed notes stay on file for the next round.
Does it handle change orders?
Yes. An extra pass or a longer shot is raised with its added days and the client’s approval, then carried into the milestone invoice.
Can freelancers use it without seeing other shows?
Yes. Access is set by show and by role, so a freelancer logs hours and reads notes on the assigned shots alone.
Does it replace our review software?
No. Playback and annotation stay where reviewers already work. Version numbers and the notes agreed in the session are carried into the shot record.
Will our existing shot sheets move across?
Yes. Shot lists, statuses and artist assignments are loaded from the sheets you use now, and a coordinator checks the loaded shows before the first live review.
Who owns the show data?
The studio does. The format for taking shot lists, notes and timesheets out is agreed with the studio head when the proposal is written.
What does it cost?
No price is published. Pricing is quoted per studio. Artist count, site count and the departments in use all shape the quote, which arrives in writing once a working demonstration is done.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
Related products.
See VFX 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