The verdict in three sentences
A production company that manages its quotes, shoot schedules and freelance crew payroll in three different files discovers its overruns once the film is delivered. In 2026, custom management software costs EUR 35,000 to 60,000 excl. VAT for a company running 60 projects a year, delivered in 12 to 14 weeks. The gap between forecast budget and actual cost drops from 18% to 6%, which goes straight to the margin.
Where a production loses its margin
The quote is built on an inherited Excel template, line by line (pre-production, shoot, post-production, rights). Once the project is signed, that quote is linked to nothing: crew overtime, a last-minute lens rental or an extra shoot day are entered later, sometimes after the client invoice. The call sheet, emailed the night before, does not reflect signed contracts, and the production coordinator re-keys everything for the payroll provider.
| Item (2026 order of magnitude) | Excel and email | Integrated software |
|---|---|---|
| Forecast vs actual budget gap | 18% | 6% |
| Time to build a quote | 4 hours | 1 hour |
| Re-keying for freelance payroll | 3 per contract | 0 |
| Time to financially close a project | 6 weeks | 1 week |
| Contract or hiring declaration errors | 1 in 25 contracts | 1 in 200 contracts |
| Margin visibility during the shoot | none | daily |
Modules and their cost
The core of the software is the per-project budget: each quote line becomes an envelope against which purchase orders, expenses and fees are booked. The shoot schedule generates the call sheet from contracts, locations and times. The payroll export produces a file compatible with your specialist entertainment payroll software, with the codes of the applicable collective agreement and the relevant social contributions (in France, Audiens and France Travail Spectacle).
| Module | Indicative 2026 price (EUR excl. VAT) | Timeline |
|---|---|---|
| Structured quote by line, templates per project type | 7,000 - 11,000 | 3 weeks |
| Per-project budget, commitments, live actual cost | 9,000 - 15,000 | 3 weeks |
| Shoot schedule and call sheets | 7,000 - 12,000 | 3 weeks |
| Freelance contracts and payroll export | 6,000 - 11,000 | 2 weeks |
| Margin and cash dashboard per project | 3,000 - 6,000 | 1 week |
| Data migration, testing, training | 3,000 - 5,000 | 1 week |
| Total | 35,000 - 60,000 | 12 to 14 weeks |
Maintenance and hosting then cost EUR 4,000 to 8,000 a year. Subscription tools on the market run at about EUR 60 to 120 per user per month, but impose their own quote template and rarely handle the move from budget to actuals.
What to decide before launching the project
Three choices shape the budget: how detailed the quote is (one template or one per project type: commercial, documentary, live capture), how actual costs are entered on set (mobile app or office entry) and which payroll tool to connect. Settling these in a 2-day scoping workshop avoids most change requests.
Mini case study
Camille, producer and partner in a production company in Paris, signs 60 projects a year with an average budget of EUR 85,000, i.e. EUR 5.1 million in revenue. With an average 18% overrun, half of which cannot be re-billed, the loss is about 9% of budget, i.e. EUR 459,000 a year. Bringing the gap down to 6%, half re-billable, limits the loss to 3%, i.e. EUR 153,000. The annual gain is EUR 306,000 for EUR 48,000 of software, paid back in under 2 months of production even with an assumption twice as cautious.
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FAQ
How much does production company management software cost in 2026?
Budget EUR 35,000 to 60,000 excl. VAT for a company running 60 projects a year. A version limited to quotes and per-project budgets starts around EUR 18,000.
Does the software calculate freelance crew payroll?
It prepares contracts and exports payroll items to your specialist payroll software. Contribution calculations stay in that tool, which avoids rebuilding an expensive regulatory component.
Can spending be tracked from the set?
Yes, a mobile app lets the location manager photograph a receipt and book it to the right line. This module adds about EUR 4,000 to 6,000.
How long does the project take?
Between 12 and 14 weeks, with a first quote and budget version usable from week 6.
Does the software handle co-productions?
Yes, the budget can be split per co-producer with allocation keys. Allow an extra EUR 3,000 to 5,000 depending on the number of partners.
Let's scope your project. Quotes, shoots, payroll or margin control: we define the scope, an indicative budget in euros and a delivery plan that fits your production calendar. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
