Design and creative production: Quotation software for video production companies
Quotation 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.
Where quotes for video production companies get stuck.
A quote at video production companies is built from many separate parts: pre-production, shoot days, crew, equipment, location costs, editing, grading, sound, music licence and delivery formats. Adding them up in a spreadsheet, it is easy to forget the travel time to a second location or the extra edit for a vertical format. More importantly, the assumptions behind the price, such as the number of feedback rounds or who arranges the location, are often missing from the proposal. When the client wants a third feedback round after the first cut, or adds a location on the shoot day, an argument follows about what was agreed. The producer then has to reconstruct from emails what the quote meant.
Quotation software for video production companies
Example- 1
Record production assumptions
DoneThe quote opens with its assumptions: number of shoot days, locations, crew make-up, number of edit versions and feedback rounds, delivery formats and who arranges what, such as location, extras or music.
- 2
Build the budget by phase
In progressThe budget is built per phase: pre-production, shoot, edit and finishing.
- 3
Record proposal and changes
NextThe proposal goes to the client as one document with assumptions, budget per phase and what happens with extra rounds or versions.
From enquiry to signed quote.
Record production assumptions
The quote opens with its assumptions: number of shoot days, locations, crew make-up, number of edit versions and feedback rounds, delivery formats and who arranges what, such as location, extras or music. These assumptions are visible in the proposal, so the client knows what the price rests on and what changes if they add something.
Build the budget by phase
The budget is built per phase: pre-production, shoot, edit and finishing. For each phase the software prices crew time, equipment and any external costs. An extra location appears as its own line with travel and set-up, so the client sees what that choice costs and can decide whether they want it.
Record proposal and changes
The proposal goes to the client as one document with assumptions, budget per phase and what happens with extra rounds or versions. Acceptance is recorded with name and date. Changes after acceptance are added as amendments to the proposal, so both the original agreement and the additions can be found later.
Alongside your calculations and price lists.
Video production companies often budget in a spreadsheet with each producer's own layout. The quotation software takes over day rates for crew, equipment and editing and keeps them in one place. External costs such as location hire or music licences can be added as separate lines. An accepted proposal goes to the accounting package as a project or draft invoice. The company owns its rates; freelance crew members own their own day rate, which the producer records after agreeing it.
Fixed price or cost-plus budget
A fixed price gives the client certainty and forces the producer to state the assumptions sharply. A budget settled on actual costs suits projects whose scope is still uncertain, such as a documentary with an open story. The quote supports both, but with cost-plus it makes clear which parts are variable and which are fixed.
Limit feedback rounds or allow more
Every feedback round costs editing time. A quote with two rounds is keenly priced but leads to arguments if the client has an approval chain. A more generous number of rounds costs more but runs more smoothly. The choice depends on who decides at the client; the quote makes that choice and the price of an extra round visible.
Hire equipment or use your own
Your own equipment is cheaper per shoot day but limits the options. For a project with special requirements, such as a drone or a particular lens, equipment is hired. The quote shows hired equipment as an external cost, so it is clear why a project comes out more expensive than a similar one using only in-house kit.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
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Read the storyWhat we prepare in the quotes.
The quote opens with your assumptions, a budget per stage with day rates and external costs, and approval with additions. We work through an ordinary corporate film of one shoot day together, and a client who wants to add a second location and a vertical version after approval. Passing the accepted quote on to your accounting package and budget against actual hours are switched on once the first productions are finished.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan we include freelance crew with their own rates?
Yes. A day rate can be stored for each crew member, even if it differs from the standard rate. The quote uses the rate of the crew member you choose. The proposal shows the role, such as camera or sound, not the person's name or rate.
How do we record who arranges the location?
The assumptions state for each location who arranges it and who bears the cost. If the client arranges the location, it also notes what they must provide, such as access at a certain time. On the shoot day it is then clear who is responsible if something is wrong.
What if the client adds something on the shoot day?
The producer records the change as an amendment, with a description and any cost. The client can approve that amendment straight away or later. That way an extra shot or location does not first come up when the invoice arrives.
Can we include music licences in the quote?
Yes, as a separate line with the type of licence and the use it covers. A licence for online use is different from one for TV or cinema. The quote states where the music may be used, so the client does not have to ask about it later.
What often connects to this.
- Enquiry form for video production companiesAn enquiry form for video production companies that captures the brief, locations, audience and delivery formats, so the producer can judge how many shoot days and edit versions a project needs.
- 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.
- Invoicing software for video production companiesInvoicing 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.
Quotes that match the work.
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 Quotation software for video production companies: shoot days, crew, locations and edit versions priced, with assumptions and sign-off in one proposal.
- Record production assumptions
- Build the budget by phase
- Record proposal and changes