The verdict in three sentences
For a Montreal video production company running 40 shoots a year, custom management software costs 60,000 to 110,000 CAD, comparable to three or four years of combined subscriptions to several specialised tools. The gain comes from linking scheduling, freelance crews, line-item budgets and rights: a date change flows everywhere instead of being re-keyed across six spreadsheets. With a project delivered in 4 months, a realistic goal is 15 % fewer budget overruns, plus cleaner files for SODEC and federal tax credits.
Specialised tools or one platform: 2026 comparison
The executive producer of a production company often juggles a breakdown tool, a budgeting spreadsheet, a payroll service, a shared calendar and contract folders. Here are the 2026 options.
| Option | Cost 2026 | Over 5 years | Strengths | Limits |
|---|---|---|---|---|
| Stack of specialised SaaS tools | 400 to 1,100 CAD/month | 24,000 to 66,000 CAD | Each tool good at its job | Re-keying, no consolidated view |
| International production suite | 1,200 to 2,300 CAD/month | 72,000 to 138,000 CAD | Integrated schedule and budget | Weak fit with Quebec union rules and tax credits |
| Custom build with Kolonell | 60,000 to 110,000 CAD | 75,000 to 135,000 CAD (maintenance included) | Call sheets, rights, crews connected | 3-week scoping |
| Entertainment payroll service only | 150 to 450 CAD/month | 9,000 to 27,000 CAD | Payroll compliance | No scheduling or rights |
| Spreadsheets | 0 CAD | Hidden cost: 1 day per shoot | Flexible | Multiple versions, errors |
Order of magnitude for 2026. The custom software does not replace your entertainment payroll provider: it sends contract and hours data, reducing errors. The equivalent project for a French producer is quoted at 35,000 to 65,000 EUR excluding VAT.
The modules that keep budgets on track
A production's profitability hinges on the gap between the budget approved by the broadcaster or client and actual cost. Here are the priority modules and their weight in a median project at 85,000 CAD.
| Module | Key functions | Measurable gain | Budget share |
|---|---|---|---|
| Shoot scheduling | Days, locations, sets, crew and equipment availability | Conflicts caught before the shoot | 18 % |
| Automatic call sheets | Generated from the schedule, sent by email and SMS the night before | 2 h per shoot day | 14 % |
| Budget and line-item tracking | Budget, committed, actual, alerts at 90 % of each line | 15 % fewer overruns | 22 % |
| Crews and contracts | Freelance and union crew deals, rates, hours, export to payroll | Fewer payroll errors | 18 % |
| Rights and clearances | Writer, music and archive contracts, terms and territories | No broadcast outside cleared rights | 16 % |
| Company dashboard | Margin per production, pipeline, cash forecast, tax credit tracking | Faster decisions | 12 % |
The rights module is often underestimated. Every music cue, archive clip or writer contribution has a term, a territory and authorised media. An alert before a licence expires prevents an uncovered rebroadcast, and the full chain of title is ready for an international sale. Labour expenditure is tagged by eligibility so that SODEC refundable tax credit and CPTC claims are prepared from the same data.
Mini case study
Julie, executive producer at a production company in Montreal, runs 40 shoots a year with a combined budget of 4.8 million CAD. Overruns average 6 % of budget, or 288,000 CAD a year, and preparing call sheets and crew contracts takes about one day per shoot.
With a custom build at 85,000 CAD: a 15 % cut in overruns is worth about 43,200 CAD a year. The 40 prep days saved, valued at 650 CAD a day, add 26,000 CAD. Total: about 69,200 CAD a year for 85,000 CAD invested and 5,000 CAD of annual maintenance. Payback arrives in about 15 months, sooner if tax credit claims become more complete.
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FAQ
How much does video production management software cost in Montreal in 2026?
A custom build costs 60,000 to 110,000 CAD depending on modules, with 4,000 to 7,000 CAD of annual maintenance. International suites cost 1,200 to 2,300 CAD a month.
Does it handle crew contracts?
It prepares freelance and union crew deal memos, tracks rates and hours, then exports data to your entertainment payroll provider. Payroll filings remain with the accredited provider.
Are call sheets really automatic?
Yes, they are generated from the schedule with call times, locations, contacts and notes, then sent to the full crew the night before. A last-minute change triggers a corrected version in under 5 minutes.
Does it help with SODEC tax credit claims?
Each labour expense is tagged as eligible or not, so the claim file is built from production data. Producers typically cut claim preparation from 2 weeks to 3 or 4 days.
How long until we are up and running?
The project runs 4 months, including 3 weeks of scoping. We load your budget templates and current productions so the team works in the tool from launch.
Let's scope your project. Describe your shoot volume, current tools and rights needs, and we will price a scope between 60,000 and 110,000 CAD delivered in 4 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.
