Design and creative production: Invoicing software for video production companies
Invoicing software for video production companies that sets shoot days, extra edits, hire and extra work against the quote and makes a well-supported invoice with a payment link per production.
Where invoices stall for video production companies.
At the end of a production, video production companies have to work out what needs invoicing. The quote said two shoot days, but it became two and a half. A vertical version was added, agreed verbally on the shoot day. A lamp was hired because the in-house kit was being repaired: is that for the client or the company? The third feedback round fell outside the quote, but the producer said at the time it wasn't a problem. All that information is scattered across the schedule, the shot list, the portal and email. The invoice goes out late, raises questions and is paid late as a result.
Invoicing software for video production companies
Example- 1
Actual effort per production
DoneFor each production the actual shoot days from the schedule, the delivered versions and feedback rounds from the portal, hire from inventory and recorded additions to the quote are already in the software.
- 2
Review extra work and deviations
In progressEvery deviation from the quote is flagged: an extra shoot day, an extra edit, a round above the agreed number or hire.
- 3
Send the stage with backing
NextOnce reviewed, the invoice goes to the client with a payment link.
From finished work to paid invoice.
Actual effort per production
For each production the actual shoot days from the schedule, the delivered versions and feedback rounds from the portal, hire from inventory and recorded additions to the quote are already in the software. For each item, what was budgeted and what was actually done sit side by side.
Review extra work and deviations
Every deviation from the quote is flagged: an extra shoot day, an extra edit, a round above the agreed number or hire. Each deviation shows whether there is an approved addition. The producer decides per line whether it's charged, and that choice is kept with a short reason.
Send the stage with backing
Once reviewed, the invoice goes to the client with a payment link. Extra work appears as separate lines referring to the addition or the date it was agreed. With stage invoices the software tracks which part has already been invoiced and paid, and reminders go out automatically.
Invoicing from the same software.
Video production companies often invoice in stages: part on approval, part after the shoot day and the rest on delivery. Quote, schedule, portal, inventory and invoice live in the same software here, so nobody has to retype the basis. Invoices from freelance crew and rental companies arrive as they do now, but can be laid next to the production. The company stays in charge of quotes and rates. The bookkeeper looks along or receives an export with the tax overview.
In stages or on delivery
Invoicing in stages spreads the risk on larger productions and covers costs paid out for crew and hire. Invoicing on delivery is simpler but leaves the company paying out for a long time. The software works with stages tied to milestones such as acceptance, shoot day and delivery, and tracks which stages have been sent and paid.
Extra work now or at the end
Invoicing extra work straight away keeps things clear, but can strain the relationship during a live production. Settling everything at the end is calmer, but produces a final invoice higher than expected. A middle way is getting extra work approved immediately and invoicing it with the next stage.
Charge hire on or absorb it
Hire for something the client asked for, such as a drone, is charged on. Hire because in-house equipment is being repaired is usually absorbed by the company. The software asks for the reason with every hire, so only hire that belongs to the client ends up on the invoice.
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Read the storyWhat we set up for your invoicing.
At the start we set up your milestones for stages, the day rates and the rules for hire, so shoot days, versions, rounds and additions per production land on the invoice and deviations from the quote stand out. We invoice an ordinary production together and one where half an extra shoot day was agreed on set without a written addition. Laying invoices from freelancers and rental companies alongside is yours to use whenever you want.
View pricingSupport and updatesGood to know.
Explore pricing and optionsHow do we handle extra work agreed only verbally?
The producer can record it afterwards as an addition, with the date and who agreed it. On the invoice it then appears as extra work with that reference. It's better to record an addition on set straight away, but whatever is added afterwards still lands neatly on the invoice.
Can we invoice stages by milestone?
Yes. In the quote, stages are tied to milestones such as approval, last shoot day and delivery. As soon as a milestone is reached, the stage invoice is ready. The producer confirms, the invoice goes out with a payment link and payment status is visible per stage.
Can the client see where extra work comes from?
Yes. Each extra line refers to the amendment or the moment it was agreed, and where relevant to the version or shoot day in the portal. The client can check for themselves what they are paying for, without having to call the producer.
What about costs we absorb ourselves?
They stay visible in the production overview but do not appear on the invoice. You can see what a production really cost, including hire caused by a repair or an extra half day you chose not to charge.
What often connects to this.
- Quotation software for video production companiesQuotation software for video production companies that prices shoot days, crew, locations and edit versions, so a proposal shows what an extra location or version means for the budget.
- Digital job cards for video production companiesDigital job cards for video production companies: a shot list per shoot day that records shots, takes, media and notes, so the editor knows exactly what was filmed.
- Website for video production companiesA website for video production companies that presents formats, production services and the way you work, so a client understands upfront what a corporate film, campaign or series of short videos involves.
Invoicing without chasing details.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Invoicing software for video production companies: shoot days, extra edits and extra work set against the quote, invoiced per stage with a payment link.
- Actual effort per production
- Review extra work and deviations
- Send the stage with backing