The verdict in three sentences
For a video production company in London employing 10 to 80 permanent staff and dozens of freelance crew, custom management software costs between GBP 35,000 and 100,000 (about EUR 41,000 to 117,000). The return on investment comes first from the gap between budget and actual cost, which you cut by 10 to 20% by linking the production budget to contracts, schedules and supplier invoices. Market tools cover crew payroll or the shooting schedule well, rarely both together with rights and deliverables tracking.
What the software must connect, from budget to delivery
London is one of the busiest production hubs in Europe, with studios from Leavesden to Sky Studios Elstree, a dense advertising market and broadcasters with strict delivery specs. A production juggles tax relief claims (Audio-Visual Expenditure Credit), union agreements (Bectu, Equity) and demanding commissioners. The useful modules:
- Production budgets in broadcaster and AVEC-friendly formats (cost codes, sub-codes, overhead and contingency rates), with successive versions.
- Shooting schedules and call sheets: shoot days, locations, crew, kit, generated from the script breakdown.
- Crew contracts: freelance deal memos aligned with Bectu and Equity rates, IR35 status checks, export to payroll.
- Actual costs: purchase orders, supplier invoices, expenses, reconciled line by line against the budget.
- Rights and deliverables: writer and talent agreements, licence terms and territories, music clearances, broadcaster delivery list (DPP AS-11, subtitles, international versions).
| Module | Indicative cost 2026 (GBP) | Timeline |
|---|---|---|
| Multi-version production budgets | 7,000 to 17,000 | 3 to 4 weeks |
| Shooting schedules + call sheets | 6,000 to 16,000 | 3 to 5 weeks |
| Crew contracts + payroll export | 7,000 to 19,000 | 3 to 5 weeks |
| Actual costs and budget reconciliation | 7,000 to 20,000 | 3 to 5 weeks |
| Rights, licences and deliverables | 5,000 to 17,000 | 2 to 4 weeks |
| Multi-project producer dashboard | 3,000 to 11,000 | 1 to 2 weeks |
A company of 10 to 20 staff producing 15 to 30 projects a year lands around GBP 35,000 to 55,000. A company of 50 to 80 staff spanning drama, factual and commercials reaches GBP 80,000 to 100,000.
Market tools or custom software
| Criterion | Stacked specialist tools | Custom software |
|---|---|---|
| Entry cost | GBP 2,000 to 8,000 (setup) | GBP 35,000 to 100,000 |
| Annual cost | GBP 6,000 to 24,000 (3 to 4 subscriptions) | GBP 5,000 to 14,000 (hosting, maintenance) |
| Cumulative 5-year cost | GBP 32,000 to 128,000 | GBP 60,000 to 170,000 |
| Budget linked to actual costs | Excel re-keying | Automatic, line by line |
| Rights and licence tracking | Often missing | Built into the project |
| Union rate updates | Depends on vendor | Included in maintenance |
| Crew data | Scattered | Single file, UK GDPR under control |
Most productions keep their specialist payroll provider: the custom software prepares the variable elements and exports them, which avoids rebuilding a compliant payroll.
How to scope the project without overspending
Start with budgets and actual costs, the pair that drives the return, and test them on one live production before adding call sheets or rights. Ask for a fixed-price first phase (GBP 18,000 to 30,000) with acceptance criteria tied to that pilot, then price the next modules on real usage. Keep your payroll provider and scheduling tool during the pilot, and involve one line producer and one accountant from day one: their feedback on cost codes saves weeks of rework later.
Mini case study
Nadia, head of production at a 35-staff company in London, manages 22 projects a year (documentaries, commercials, one series) for GBP 9 million in budgets. The average gap between budget and actual cost reaches 6%, i.e. GBP 540,000, part of which is neither recharged nor anticipated.
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With software at GBP 68,000, a 15% reduction of that gap represents GBP 81,000 a year of better-controlled spending. Production coordinators also save 3 hours a week each on contracts and call sheets (4 people, about 600 hours a year). Payback: around 10 months.
FAQ
Does the software replace our crew payroll provider?
No, and it should not. It generates deal memos and exports variable elements (day rates, overtime, holiday pay) to your payroll, removing 2 to 4 hours of re-keying a week.
Can it produce budgets in the format needed for tax relief claims?
Yes, the budget template follows the cost structure required for AVEC claims and the PDF or Excel export is ready for your accountant. Setting up this format costs GBP 3,000 to 6,000.
How long does deployment take?
Between 3 and 4 months. A first module (budgets + actual costs) can go live on a pilot project after 6 to 8 weeks.
Can freelancers access their documents?
Yes, through a personal space: contract to e-sign, call sheet, certificates. Cost: GBP 4,000 to 10,000, with e-signature at about GBP 1 to 2 per contract.
What happens to our data if we stop working together?
The code and the database belong to you. Hosting is in the UK or EU and a full export is provided on request, with no exit fee.
Let's scope your project. Tell us your project volume, payroll and scheduling tools and pain points: we will price a scope between GBP 35,000 and 100,000 deliverable in 3 to 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.
