The verdict in three sentences
A production company managing 25 productions a year and 300 freelancers in separate spreadsheets typically loses 6 to 9 % of margin to overspends found too late. Custom budgeting and scheduling software costs EUR 40,000 to 80,000 (about GBP 34,000 to 68,000) and is delivered in 4 to 6 months. It pays for itself as soon as it prevents one or two significant overspends a year, which almost always happens in the first season.
The hidden cost of spreadsheets in TV production
The head of production builds the budget in one workbook, the production office schedules in another, and accounts track commitments in a third. Nobody sees real cost in real time. Crew overtime, extended kit hire days and per diems add up without any alert. At wrap, the variance is recorded, never anticipated.
| Symptom | Observed frequency | Average impact per production |
|---|---|---|
| Freelance overtime overspend | 1 production in 2 | EUR 4,000 to 12,000 |
| Kit hired beyond need | 1 in 3 | EUR 1,500 to 5,000 |
| Crew double bookings | 1 in 4 | 1 shoot day moved |
| Re-keying budget into broadcaster cost report | systematic | 2 to 3 days of work |
| Payroll export errors | 3 to 5 % of payslips | corrections and disputes |
| Final cost report | 6 to 10 weeks after wrap | no corrective action possible |
2026 budget: what a custom tool costs
Market budgeting tools handle the budget well but not broadcaster cost report formats, multi-production scheduling or the payroll export for freelancers. Custom software connects all three.
| Module | Function | Indicative budget |
|---|---|---|
| Line-item budget | Broadcaster chart of accounts, union rate cards, employer costs calculated | EUR 10,000 to 18,000 |
| Crew and kit scheduling | Multi-production calendar, conflict detection, availability | EUR 9,000 to 16,000 |
| Commitment tracking | Purchase orders, actual vs budget, overspend alerts | EUR 8,000 to 15,000 |
| Freelance payroll export | Fees and hours to payroll software, minimum rate checks | EUR 5,000 to 12,000 |
| Management dashboard | Margin by production, client and broadcaster | EUR 4,000 to 9,000 |
| Integration and migration | Historical budgets import, accounting | EUR 4,000 to 10,000 |
| Total | EUR 40,000 to 80,000 |
Maintenance and hosting: EUR 4,000 to 8,000 a year. Timeline: 4 months for budgeting and scheduling, 6 months including payroll and reporting.
How to scope the project without blocking the season
We recommend starting in a quiet period and piloting on two live productions. The first deliverable is the budget module, since it structures everything else: each line then becomes a tracked commitment and a scheduling need. Scheduling arrives in month two, overspend tracking in month three. The payroll export is validated on a parallel payroll run before switching, so there is no risk to freelancers' payslips.
Key point: union rate cards and employer cost rates change every year. Production accountants must be able to update them without new development.
Mini case study
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James, head of production at a London company, 25 productions a year with a combined budget of EUR 14 million. He invests EUR 68,000. His unforeseen overspends ran at 2.5 % of budget, or EUR 350,000 a year. The software catches half of them early enough to correct: EUR 175,000 of margin protected every year. Add 50 days of re-keying avoided (2 days per production) at EUR 400 a day, so EUR 20,000. Payback comes in under 5 months.
FAQ
Does the software handle broadcaster budget formats?
Yes, the chart of accounts is built in and each line maps to the broadcaster's cost category. Exporting in the expected format saves 2 to 3 days of re-keying per production.
Can we track several productions in parallel?
Yes, scheduling is multi-production: the same crew member or camera kit cannot be booked twice. With 300 freelancers, that avoids roughly one double booking a month.
How does it link to freelance payroll?
Approved hours and fees are exported to your existing payroll software, with minimum rate checks. The module costs EUR 5,000 to 12,000 depending on the target system.
How is it different from an off-the-shelf budgeting tool?
A subscription costs EUR 100 to 250 per user per month but does not connect scheduling, commitments or payroll. Custom costs more upfront and carries no licence afterwards.
How long until we are up and running?
The budget module is usable in 8 weeks, the full system in 4 to 6 months depending on scope.
Let's scope your project. Share a sample budget, your production volume and payroll tools: we will price a scope between EUR 40,000 and 80,000 delivered in 4 to 6 months. 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.
