Briefs, budgets, crew, kit, shoot days, edit rounds and delivery on one job record.
Manage client briefs, treatments, costed quotations, shooting schedules, crew and kit bookings, releases, footage logs, edit versions, review rounds and delivery files in one system. Producers plan the job. Line producers book people and equipment. Editors see what was shot. Account managers hold the client’s numbered notes, and finance bills each milestone against the budget that was approved.
- Day-rate cards, kit list and delivery specs entered as you price and ship films
- Open jobs, freelancer lists and unpaid invoices brought across
- Footage stays on your own storage while the log lives here
Shooting schedules, crew and kit bookings, releases, footage logs, edit versions and client review rounds all run in this system, which GullySystem configures for the house. A film lives in one job record that producers, editors and accounts all open, with its budget, its call sheets and its delivery list kept in step.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Brief
The client’s brief arrives with its audience, runtime, platform and deadline. It is logged under the client with the account manager and the producer who will cost it. Deadline goes on the job.
- 2
Treatment and quotation
A treatment is attached and the producer builds a costed quotation from day rates, kit hire, travel and post. The client approves one version, and the earlier ones stay on file. Every version stays.
- 3
Pre-production
Cast and crew are booked, kit is reserved, locations are recced and releases are collected. The shooting schedule and shot list are set, and a call sheet goes to each person. Releases are chased before the shoot.
- 4
Shoot days
The assistant director confirms the unit and the daily production report records scenes shot, overtime, meals and damage. Every card is logged by camera and day. Wrap is logged.
- 5
Edit and review
Editors work from the footage log and share versions. Client notes are captured by numbered round, with approvals recorded before grade, sound mix and subtitles begin. Notes are numbered.
- 6
Delivery and billing
Each master and cutdown is exported to its delivery spec and logged. Milestone invoices follow signing, wrap and delivery, with extra rounds shown as separate lines. Then the job closes.
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
A quotation is costed from crew grades, kit hire and post stages, and each revision is kept beside the version the client approved.
- Project Timelines with Gantt Charts
Shoot days, recce visits and post stages sit on one timeline per film, so a moved shoot date shows what it pushes in the edit.
- Resource Allocation
Directors, camera operators and sound recordists are booked by day, and a person pencilled for two films on the same date is flagged.
- Resource and Room Booking
Cameras, lenses and lights are reserved against shoot dates by serial number, so two units cannot take the same lens on the same morning.
- Project Document Management
Talent releases, location agreements and drone permissions are filed on the job with expiry dates, ready when the client’s legal reviewer asks.
- Workflow and Approvals
Each cut moves from offline to approved through numbered client rounds, and the approval that locked picture is recorded with its date.
- Expense Tracking
Petty cash, overtime and damage from each shoot day are posted to budget lines, so the producer reads the variance before wrap.
- Invoice Management
Invoices are raised at signing, wrap and delivery, and extra review rounds are priced as separate lines on the same client account.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For producers
Cost the job, watch the budget against actual spend, and see which films are in pre-production, on shoot or in review. Overruns show early.
For line producers and production managers
Book crew and kit, issue call sheets, collect releases and close each daily production report. Clashes show.
For directors and assistant directors
Read the shooting schedule, shot list and call sheet for the day. Report the scenes completed at wrap. Wrap numbers go straight in.
For editors and post staff
Open the footage log, work through numbered client notes and mark each version as sent, approved or superseded. Superseded cuts are marked.
For account managers and finance
Hold the client’s approvals, bill each milestone and read freelancer payments beside the approved quotation. Extra rounds are billed.
The numbers the owner asks for.
- Budget against actual spend by job and by budget line
- Crew and freelancer days booked, confirmed and unpaid
- Kit out on shoot, out on hire and overdue by serial number
- Releases and permits missing or expiring before a shoot
- Edit versions and review rounds per film, with extra rounds beyond the quotation
- Deliverables pending by platform spec and due date
- Milestone invoices raised, paid and overdue by client
Who this is built for.
- Production houses that make brand films, commercials and corporate videos
- Studios that shoot documentary series, interviews and event coverage
- Companies that keep a camera, lighting and grip inventory for their own shoots
- Producers who hire freelance crew by the day and pay them after wrap
- Post-production teams that receive footage from outside units and deliver finished masters
When it is not the right choice.
- A solo filmmaker who shoots and edits a few weddings a year can manage with a calendar and an invoice template.
- Wedding and portrait businesses will find Photography Studio Management Software closer, and event organisers will find Event Management Software closer.
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
- Cloud storage links
- Accounting export
Questions owners ask before a demo.
Does it replace our scheduling tool or sit beside it?
It replaces the spreadsheet and the shared calendar for production work. Shoot days, crew and kit are planned here, and a booking clash is shown before a call sheet is sent. Nothing runs in two places.
Can budgets be built from our own day rates?
Yes. Rate cards for each crew grade and each camera or lighting package are entered once. A quotation then picks from them, and every revision stays on the job. Rates are never retyped.
Will it store our rushes and masters?
No. Files stay on your drives or cloud storage. The system holds the footage log, the version history and the link to where each file sits. Files stay yours.
How does it deal with extra client revisions?
Each set of notes is numbered as a round. The quotation states how many rounds are included, and any round beyond that appears as its own billable line. Counting rounds ends arguments.
Can freelancers confirm a call sheet from their phone?
Yes. The call sheet reaches a freelancer as a link, and one tap on any phone confirms or declines it. The line producer sees the replies and rebooks without phoning round. Replies need no phone calls.
Does it track hired equipment?
Yes. Rented lenses, monitors and trucks are logged with the vendor, the dates and the serial number. An item past its return date appears on the overdue list. Late returns are chased.
Can we keep releases and permits on the job?
Yes. Talent, location and drone documents are attached to the job with their expiry dates. A missing release is flagged against the shoot day that needs it. Nobody hunts through folders.
Can open jobs and freelancer lists be moved over?
Yes. Running jobs, crew contacts, the kit list and unpaid invoices are keyed in from your spreadsheets, then a producer goes through them before the first live shoot. Nothing goes live unchecked.
What does it cost?
Cost follows the number of producers, editors and bookers and the rate cards and delivery specs to be loaded. A demo is built on a film shaped like one of yours, and the price is then quoted to you in writing. No figure comes before the demo.
Who owns the records?
You do. Before work starts, the quotation spells out the file formats in which job, crew and budget records can be exported by you whenever you wish. Always yours.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
See Video 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
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