The verdict in three sentences
A production company running 180 projects a year on spreadsheet quotes discovers overruns too late to recharge them. Custom production software that starts from the line-item quote, feeds the shoot schedule and constantly compares budget to actuals recovers 3 to 6 margin points on projects worth GBP 7,000 to 220,000 excl. VAT. The first useful release covers quotes, crew and kit scheduling, and budget tracking; freelancer payroll stays with a specialist provider, fed automatically.
Where a 22-staff production company loses margin
With 22 staff and a pool of 150 freelancers (directors, DoPs, sound recordists, editors), information is scattered: quotes in spreadsheets, schedules in a shared calendar, kit bookings by email, actual hours on scanned call sheets. As a result, an extra shoot day or a redone grade only appears in the books when the supplier invoice arrives.
| Drift item (2026 order of magnitude) | Frequency without a tool | Average impact per project |
|---|---|---|
| Shoot day not included in the quote | 1 project in 6 | GBP 2,200 to 5,200 |
| Freelancer overtime not recharged | 1 project in 4 | GBP 500 to 1,700 |
| Kit hired while available in-house | 1 project in 8 | GBP 350 to 1,300 |
| Out-of-scope client revisions in post | 1 project in 3 | GBP 700 to 3,000 |
| Scheduling clash on a key crew member | 2 to 4 per month | delay or replacement at +15% |
| Invoicing delay after delivery | 18 to 35 days | tied-up cash |
On revenue of GBP 5 to 8 million, these drifts commonly add up to GBP 220,000 to 400,000 a year, part of which could have been recharged had the variance been visible during the project.
Modules to plan for and their budget
The software must follow the logic of a production budget: pre-production, shoot, post-production, expenses, with internal rate cards and the loaded cost of freelancers (including IR35 status checks and holiday pay where applicable).
| Module | Key function | UK market budget (GBP excl. VAT) |
|---|---|---|
| Line-item quotes | item library, mark-ups, versions, client PDF | 6,000 to 13,000 |
| Shoot and crew scheduling | availability, clashes, call sheets | 7,000 to 14,000 |
| Kit inventory | camera, lens and lighting bookings, external hire | 4,000 to 10,000 |
| Budget vs actuals | commitments, supplier invoices, overrun alerts | 5,000 to 12,000 |
| Freelancers | contracts, IR35 status, export to payroll provider | 3,500 to 9,000 |
| Invoicing and dashboards | deposits, balance, margin per client and film type | 4,500 to 12,000 |
| Total full project | 30,000 to 70,000 |
Kolonell builds this type of custom application for 2.5 to 15M+ FCFA (EUR 3,810 to 22,870+) depending on complexity, with the rest quoted separately. A first release covering quotes, scheduling and budget vs actuals is delivered in 8 to 12 weeks.
Why not off-the-shelf software?
General production tools cost GBP 35 to 80 per user per month and handle scheduling well, but rarely each company's own quote structure or the export to the freelancer payroll provider. For 22 users, that is GBP 9,200 to 21,000 a year, with no control over the tool.
Mini case study
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Olivia, partner and producer at a London video production company, generates GBP 6.3 million across 180 projects. With budget vs actuals tracking, she recharges 40% of overruns previously absorbed, around GBP 105,000 out of GBP 260,000 in annual drift. Better kit allocation avoids GBP 22,000 of external hire. Quoting time falls from 3 h to 1 h per quote across 400 quotes a year, freeing 800 hours valued at GBP 40, i.e. GBP 32,000. Annual gain: GBP 159,000 for a GBP 52,000 project and GBP 8,000 of annual maintenance, a payback of 4 to 5 months.
FAQ
Can the software run freelancer payroll?
We recommend leaving payroll to a specialist entertainment payroll provider that handles PAYE, holiday pay and pensions. The software sends them contracts and hours automatically, removing 70 to 80% of re-keying.
Can we import our old spreadsheet quotes?
Yes, importing the last 2 to 3 years of quotes builds the item library and margin ratios. Allow 1 to 2 weeks of work for 500 to 1,000 quotes.
How do we track margin during a shoot?
Each commitment (hire, freelancer, travel) is charged to the project as soon as it is approved. An alert reaches the project manager as soon as actuals exceed 90% of a budget line.
Can clients approve quotes online?
Yes, an approval link with simple e-signature shortens acceptance by 5 to 7 days on average. The signature costs around GBP 1 to 2 per document.
Do we need a mobile app for sets?
A responsive web version is enough to view call sheets and log hours. A native app is only justified above 300 shoot days a year.
Let's scope your project. Share a typical quote, your project volume and current tools: we will price a first release covering quotes, scheduling and budget vs actuals with an 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.
