The verdict in three sentences
For a production company handling 20 to 80 projects a year, stacking specialist tools (budgeting, shooting schedule, freelance payroll) and spreadsheets lets 8 to 15% budget overruns slip through on every project. A custom application (EUR 35,000 to 70,000, about USD 38,000 to 76,000) linking quotes, budgets, crew scheduling, rights and contracts makes overruns visible in real time. It pays for itself once you recover 3 margin points on revenue above EUR 2 million.
The problem: five tools for one project
In a commercials or branded content company in Paris, London or New York, a typical project goes through five tools: a quote spreadsheet sent to the agency, an industry-format budgeting tool, a shooting schedule, freelance payroll software (in France, the intermittent regime with its specific declarations; in the UK and US, PAYE or union payroll), and a shared folder for rights assignment contracts. Nobody has a consolidated view.
The consequence: the head of production discovers the overrun at wrap, when equipment rental invoices, crew overtime and location costs finally come together. On a EUR 180,000 film, a 12% overrun means EUR 21,600 of lost margin.
| Need | Stacked tools | Single spreadsheet | Custom application |
|---|---|---|---|
| Client quote in agency format | Separate spreadsheet | Yes, manual | Generated from the budget |
| Detailed budget by line | Dedicated tool | Fragile formulas | Included, templates per project type |
| Crew and equipment scheduling | Separate schedule | Manual tab | View by person, stage and kit |
| Freelance payroll | Dedicated payroll software | External | Connected to existing payroll |
| Rights and contracts (term, territories) | Shared folders | None | Register with expiry alerts |
| Real-time overrun tracking | No | No | Committed vs planned budget |
| Annual cost 2026 | EUR 6,000 to 15,000 licences | EUR 0 | EUR 5,000 to 9,000 maintenance |
Costs and gains over 3 years
The calculation covers a company producing 40 projects a year with an average budget of EUR 90,000, so EUR 3.6 million in revenue.
| Criterion (40 projects a year) | Stacked tools | Spreadsheet | Custom application |
|---|---|---|---|
| Upfront investment | EUR 2,000 to 5,000 | EUR 0 | EUR 35,000 to 70,000 |
| 3-year cost | EUR 20,000 to 50,000 | EUR 0 | EUR 50,000 to 97,000 |
| Typical budget overrun | 8 to 12% | 10 to 15% | 3 to 6% |
| Time to close a project | 2 to 3 days | 3 to 5 days | Half a day |
| Risk of using expired rights | Medium | High | Low, alerts at 90 and 30 days |
| Time to go live | Immediate | Immediate | 4 to 6 months |
Beyond overruns, the line that matters is the second from the bottom: using expired rights (music, archive footage, talent) can cost EUR 5,000 to 50,000 (USD 5,500 to 55,000) to settle. A rights register with alerts is often the most profitable module in the project.
Recommended scope
The project splits into four lots delivered over 4 to 6 months. The first lot (budget and quotes) should be live before the September to December peak, when brands close their campaigns.
| Lot | Content | Indicative budget 2026 | Duration |
|---|---|---|---|
| 1. Budget and quotes | Templates per project type, agency quotes, versions | EUR 12,000 to 22,000 | 6 to 8 weeks |
| 2. Commitments and overruns | Purchase orders, supplier invoices, alerts | EUR 8,000 to 16,000 | 4 to 6 weeks |
| 3. Crew and kit scheduling | Availability, conflicts, call sheet export | EUR 8,000 to 16,000 | 4 to 5 weeks |
| 4. Rights, contracts and payroll link | Rights register, expiries, payroll export | EUR 7,000 to 16,000 | 3 to 5 weeks |
Mini case study
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Julien, head of production at a company in eastern Paris, delivers 40 projects a year for EUR 3.6 million in revenue, with an average overrun of 11%. The custom app is quoted at EUR 52,000 plus EUR 7,000 a year. If he brings the overrun down to 6%, he recovers 5 points on EUR 3.6 million, or EUR 180,000 a year, assuming half of those overruns could not be rebilled: EUR 90,000. Add 2 days saved at wrap on 40 projects, so 80 days at EUR 400 loaded: EUR 32,000. Estimated payback: under 6 months. A London or New York company with higher day rates sees an even faster return.
FAQ
Does the app replace our freelance payroll software?
No, freelance payroll is heavily regulated and specialist software remains recommended. The app exports fees and hours to it, removing 1 to 2 hours of re-entry per project.
Can we keep our existing budget templates?
Yes, your lines and sub-lines are carried over as they are. The initial 2 to 3 week audit costs EUR 3,000 to 6,000 and includes this migration.
Can agencies view the budget?
Yes, through read-only client access to the quote and approved versions, without seeing your internal margins. This portal adds EUR 4,000 to 8,000 to the budget.
How long does team training take?
One day for producers and production managers, half a day for accountants. Full adoption usually takes 2 to 3 projects.
Are our contracts and data secure?
The app is hosted in the EU (or in the UK or US on request), with strong authentication and role-based access. Rights contracts are encrypted and GDPR compliance is documented.
Let's scope your project. Send us your annual project count, current tools and a sample budget, and we will price the scope, indicative budget and timeline. 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.
