CRM for Video Production Companies

• The problem

  The brief changes on a call, and the estimate the client approved no longer matches the job.

  In Kompot.ai

  Calls are recorded and transcribed on the client's record, so the change is written down. Build a revised estimate from your price list — shoot days, crew, gear, editing — and the client approves the new version before anyone books a location.

• The problem

  Call time and location go out by message, and the sound recordist arrives at the wrong address.

  In Kompot.ai

  Each shoot day is a job with the location address, the call time window and the crew as assignees, with the call sheet and shot list attached. Everyone opens the same job on their phone, and it sits on the shared calendar next to the other productions.

• The problem

  Notes on the rough cut come from several people, and the agreed revision rounds are long gone.

  In Kompot.ai

  Share the project with the client by link. Each cut and each round of revisions is a task they can see and comment on, so the notes arrive in one place. When a round goes beyond what the estimate covers, send an estimate for the extra edit days.

• The problem

  Rental receipts, props and travel are scattered, and nobody knows what the shoot really cost.

  In Kompot.ai

  Photograph each receipt on set and the expense fields fill in from the scan. By the time you invoice, the cost of rentals, props and travel is recorded as expenses instead of sitting in a producer's wallet.

• The problem

  The client already has the final file, and your last invoice is still waiting.

  In Kompot.ai

  Invoice by milestone: a deposit invoice before pre-production and a separate invoice for each later stage, each with its own payment link. The link takes a card, overdue invoices are flagged, and you can hold the master file until the last invoice shows as paid.

What you keep on record

Brief and references

The approved brief, reference links, script and storyboard as notes and files on the client's project.

Shoot days

Location, call time, crew and gear list on each job, with the call sheet and shot list attached.

Releases and agreements

Production agreements, talent releases and location releases as signed documents with an audit trail.

Rate card

Day rates for crew and gear, editing, color, sound and extra revision rounds as items in your price list.

Questions owners ask

Can clients review cuts and leave feedback in one place?

A project can be shared with the client by link: they see the tasks for each cut and comment on them. The video file itself stays on the review or hosting service you use — put its link in the task, and the notes stay with the project.

Can talent and location releases be signed on set?

Yes. Create the release from a template and show its QR code or send a link, and the person signs on their own phone. Each signed release has an audit trail and exports to PDF, so the editor can find it before the film is published.

How do we bill a production in stages?

Send an estimate for the client to approve. Then issue the deposit and each later milestone as its own invoice with a payment link. Retainer clients with monthly content can be billed with subscription invoices.

Can freelance crew see their shoot days without seeing our finances?

Roles and permissions set which sections each person can open, so invoices and reports can stay with the producers. A freelancer assigned to a shoot day opens the job in a phone's browser and reads the address, call time, call sheet and notes.