The verdict in three sentences
For a production company running more than 40 shoots a year, the Excel, Google Calendar and separate payroll trio costs more than a dedicated planning tool. Custom development sits between EUR 25,000 and 50,000 excluding VAT in 2026 (about GBP 21,500 to 43,000) and pays back in 12 to 18 months through 12 hours of admin saved per production. The deciding factor is the freelance crew payroll export (day rates, overtime, holiday pay, PAYE or self-employed status checks), which generic tools handle poorly.
Where the admin time goes on a production
A mid-sized production in London or Paris mobilises 15 to 40 people, kit hired from several rental houses and 3 to 10 shooting days. Without a single tool, the same information is re-keyed four or five times: schedule, call sheet, budget, crew deal memos, payroll data.
| Task per production | Current time (Excel + email) | Time with dedicated tool | Saving |
|---|---|---|---|
| Building the crew schedule | 4 h | 1.5 h | 2.5 h |
| Booking and tracking kit | 3 h | 1 h | 2 h |
| Daily call sheets | 3.5 h | 1 h | 2.5 h |
| Budget and cost tracking | 3 h | 1.5 h | 1.5 h |
| Deal memos and engagement paperwork | 2.5 h | 1 h | 1.5 h |
| Preparing freelance payroll data | 3 h | 1 h | 2 h |
| Total | 19 h | 7 h | 12 h |
Across 60 shoots, that is 720 hours a year, almost half a production coordinator role. At an average loaded cost of EUR 45 per hour, the stake exceeds EUR 32,000 a year, before counting payroll errors and double-booked kit.
Modules to plan for and their 2026 cost
A typical production planning tool fits into six modules. The costing below is a 2026 order of magnitude for custom web development, mobile-friendly for crews on set.
| Module | Key features | Indicative budget excl. VAT |
|---|---|---|
| Contacts and freelance crew base | Profiles, availability, rates, tax status | EUR 3,000 to 5,000 |
| Crew and kit scheduling | Calendar view, clashes, rental bookings | EUR 6,000 to 11,000 |
| Call sheets | PDF generation, SMS and email dispatch, call times per department | EUR 3,500 to 7,000 |
| Budgets and quotes per production | Client quote, forecast budget, actuals, margin | EUR 5,000 to 10,000 |
| Freelance payroll export | Day rates, hours, file for payroll software or accountant | EUR 4,000 to 9,000 |
| Management dashboard | Margin per production, kit utilisation | EUR 3,500 to 8,000 |
| Total | EUR 25,000 to 50,000 |
Add UK or EU hosting (EUR 80 to 200 a month) and evolutive maintenance of EUR 400 to 900 a month. A realistic delivery time is 10 to 16 weeks, starting with scheduling and call sheets, which deliver the most visible gains.
Custom build or off-the-shelf software?
Specialised SaaS solutions exist (production management, shoot scheduling). They make sense for a small outfit but become expensive at scale and rarely cover local freelance payroll rules in detail.
| Criterion | Specialised SaaS | Custom tool |
|---|---|---|
| Upfront cost | EUR 0 to 3,000 setup | EUR 25,000 to 50,000 excl. VAT |
| Recurring cost | EUR 40 to 120 per user per month | EUR 500 to 1,100 per month all-in |
| 3-year cost (15 users) | EUR 21,600 to 64,800 | EUR 43,000 to 89,600 |
| Freelance payroll export | Often partial or missing | Matched to your payroll provider |
| Data ownership | With the vendor | With you |
| Fit with your processes | Limited | Complete |
Custom development is justified when freelance payroll, per-production budgets and margin reporting must live in the same tool. Below 25 shoots a year, a well-configured SaaS is often still the best choice.
Mini case study
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Julien, head of production at a company specialising in commercials and documentaries, runs 60 shoots a year with a pool of 150 freelancers. He invests EUR 38,000 excl. VAT in a custom tool, plus EUR 700 a month for maintenance and hosting.
- Time saved: 12 h x 60 productions = 720 h, valued at EUR 45 = EUR 32,400 a year.
- Payroll errors avoided (corrections, penalties): about EUR 4,000 a year.
- Annual recurring cost: EUR 8,400.
- Net annual gain: 32,400 + 4,000 - 8,400 = EUR 28,000.
Payback: 38,000 / 28,000 = about 16 months. From year two, the tool delivers a net gain equivalent to half a role.
FAQ
How much does planning software for a production company cost?
In 2026, budget EUR 25,000 to 50,000 excl. VAT (about GBP 21,500 to 43,000) for custom development covering scheduling, call sheets, budgets and payroll export. Maintenance and hosting add EUR 500 to 1,100 a month.
Can the tool run freelance payroll directly?
It prepares the data (day rates, hours, overtime) and exports it to your payroll software or accountant. The calculation and filings stay in an approved payroll tool, which limits regulatory risk.
How long until it is operational?
A first scheduling and call sheet module can go live in 6 to 8 weeks. All six modules take 10 to 16 weeks depending on the number of validation rounds.
Can crews on set use it on mobile?
Yes, the tool is built as responsive web: each crew member receives their call sheet by SMS or email with a link that opens on a phone. Nothing to install, which eases adoption across 150 freelancers.
Can we import our existing Excel files?
Yes, importing contacts, rates and production history is included in the costing, usually 2 to 4 days of work. Budget EUR 1,500 to 3,000 depending on the quality of the source files.
Let's scope your project. Send us your shoot volume, current tools and payroll constraints: we will cost a scope between EUR 25,000 and 50,000 excl. VAT with a 10 to 16 week delivery plan. 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.
