The verdict in three sentences
For a production company with 15 staff and 200 freelance crew, custom planning software at USD 27,000-66,000 (EUR 25,000-60,000) brings shoot scheduling, equipment booking, crew contracts and per-production budgets into a single tool. The main gain comes from ending double-booked gear and contract errors, which cost money in premiums and in crew relations. Count 3 to 5 months of development, with a first working version for scheduling and gear by month three, and design it from day one to document Quebec tax credits.
A production director's headache
The production director of a Montreal company juggling documentaries, broadcaster series and corporate films runs 8 to 15 productions at once. Each one involves freelance crew (DOP, sound recordist, editor, gaffer), in-house gear (cameras, lenses, lighting kits) and sometimes rentals. Schedules live in a shared spreadsheet, contracts in a payroll service, gear in a sign-out binder.
2026 order of magnitude for a company this size:
| Item | Current situation | With integrated software | Estimated impact |
|---|---|---|---|
| Double-booked gear | 3 to 6 per month | Nearly zero | USD 6,500 to 16,500 of avoided rentals per year |
| Time to prepare a crew contract | 20 to 30 min | 5 min | 400 to 600 hours per year |
| Contract and payroll errors | 5 to 10 per month | 1 to 2 | Fewer corrections |
| Time to build a budget | 4 to 8 h | 1 to 2 h | Faster replies to broadcasters |
| Budget vs actual gap per production | 10 to 20% | 3 to 7% | Margin tracked live |
| Crew availability visibility | Calls and texts | Shared calendar | Fewer last-minute drop-outs |
Modules to plan and their cost
| Module | Function | Indicative 2026 cost | Priority |
|---|---|---|---|
| Shoot scheduling | Days, locations, crews, call sheets | USD 6,500 to 13,000 | Version 1 |
| Equipment inventory | Booking, check-out, returns, maintenance | USD 5,500 to 11,000 | Version 1 |
| Crew contracts | Generated deal memos, e-signature | USD 5,500 to 13,000 | Version 1 |
| Payroll and union export | Data to your entertainment payroll provider | USD 3,300 to 8,800 | Version 2 |
| Budget and tax credit tracking | Templates per programme type, eligible labour costs | USD 4,400 to 11,000 | Version 2 |
| Crew portal | Availability, call times, documents | USD 2,200 to 8,800 | Version 2 |
| Total | Full tool | USD 27,000 to 66,000 | 3 to 5 months |
These figures are 2026 market estimates for custom development. Specialised entertainment payroll services remain in place: the planning tool feeds them clean data, which removes re-keying.
Unions, payroll and Quebec tax credits
| Obligation | What the software must handle | Risk if mishandled |
|---|---|---|
| Union agreements (AQTIS 514 IATSE, UDA) | Minimum rates per role, overtime and night premiums | Grievances and back pay |
| Freelance vs employee status | Correct contract type per crew member | Reassessment by Revenu Québec |
| Payroll data | Hours and premiums sent to the payroll provider | Penalties and corrections |
| Quebec film tax credit (SODEC certification) | Eligible Quebec labour costs tracked per production | Credit reduced or refused at audit |
| Federal CPTC | Canadian labour expenditure documented separately | Lost federal credit |
| Working hours | Alerts beyond daily turnaround limits | Disputes and reputation damage |
The Quebec production tax credit is calculated on eligible labour expenditure, so the software should tag every contract and timesheet by production and eligibility from the start. Retrofitting this at audit time costs weeks of accountant fees. The tool does not compute payroll itself: it produces correct contracts, accurate hours and a reliable export.
Mini case study
Take Claire, production director of a video production company in Montreal (illustrative persona). She runs 12 productions at once and signs about 1,100 crew contracts a year. Each contract takes her 25 minutes between data entry, rate checks and sending, or 460 hours a year. With contracts generated from the schedule, she drops to 5 minutes, or 92 hours: she recovers 368 hours.
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Valued at USD 44 loaded, that is USD 16,200. Add USD 11,000 of avoided rentals from ending double bookings and 3 more productions won per year with an average margin of USD 8,800, or USD 26,400. The yearly gain nears USD 53,600. A tool at USD 49,000 plus USD 6,600 of yearly maintenance pays back in about 13 months, before counting the accounting time saved on tax credit files.
FAQ
How much does planning software cost for a video production company?
A custom build runs USD 27,000 to 66,000 depending on modules. Add USD 4,400 to 8,800 a year for hosting and maintenance.
Does it replace our entertainment payroll provider?
No, it sends clean data: contracts, hours, roles and premiums. This removes re-keying and cuts errors by 70 to 80% depending on your current setup.
Can it help with Quebec tax credit claims?
Yes, if every contract and timesheet is tagged by production and eligibility from day one. The tool then exports eligible labour costs per production, saving days of work when filing with SODEC and Revenu Québec.
What timeline should we plan?
Count 3 to 5 months in total. A first version with scheduling, gear and contracts is usable by month three, then payroll export and budgets arrive in version 2.
Do crew members need to install an app?
A mobile-friendly web portal is enough to view call times and set availability. Adoption usually exceeds 80% within a few weeks when call sheets are published there.
Let's scope your project. Describe your production types, contract volume and equipment inventory: we will price the scope, indicative budget and a two-version rollout. 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.
