Features
Every feature built for the production workflow
Not a generic project tool adapted for productions. Every screen, every workflow, every detail designed around how production companies actually operate.
Productions
Your command center from pitch to wrap
Every production has a lifecycle — Lead, Pre-production, Production, Post, Delivered, Invoiced. ProductionPal tracks each phase with dedicated views for deliverables, crew, gear, and budget. No more guessing where a project stands.
Key capabilities
- Phase-based workflow with automatic status tracking
- Deliverables management with assignment and deadlines
- Per-production budget dashboard with estimated vs. actual
- Client and internal production types
- Crew and gear linked directly to each production
- Full audit trail — every change logged
Gear & Inventory
Never double-book again
Your entire equipment inventory in one system. Every camera, lens, light, and audio kit gets a profile with photos, rental pricing, categories, and maintenance history. Real-time availability means conflicts are caught before they happen.
Key capabilities
- Real-time availability calendar across all productions and rentals
- Gear packages — bundle frequently-used kits for fast booking
- Rental pricing with configurable day rates
- Maintenance tracking with service history
- CSV import for bulk inventory setup
- Archive instead of delete — historical integrity preserved
Crew & Scheduling
From call sheet to calendar invite in one click
Shoot days are the heartbeat of production. Create days with locations, call times, and crew assignments. Team members and freelancers see their schedules in one place. Share public links and send .ics calendar invites directly.
Key capabilities
- Shoot day cards with location, call time, and notes
- Crew assignment with role-based scheduling
- Freelancer and team member management
- Public shareable schedule links
- Calendar invite (.ics) generation
- Multi-day production planning
Budgets & Financials
Know your margins before you wrap
Every production has a budget. ProductionPal tracks revenue, expenses, and costs per production and per category. Line-item snapshots freeze financial data at the point of creation — changing a rate today never alters yesterday's quote.
Key capabilities
- Budget categories for gear, crew, travel, catering, post, and more
- Estimated vs. actual cost tracking
- Revenue tracking from quotes and invoices
- Cost tracking from time entries
- Line-item snapshots — financial data is immutable once recorded
- Profit margin visibility per production
Quotes & Invoicing
A complete document workflow
Build quotes from your gear catalog and custom line items. Convert quotes to confirmations, generate packing lists, and issue invoices. Every document preserves a snapshot of pricing at the time of creation. Sync with your accounting system.
Key capabilities
- Quote builder with gear catalog integration
- Headings, custom lines, and grouped sections
- Quote → Confirmation → Packing List → Invoice workflow
- PDF export for every document type
- Accounting system sync (Dinero integration)
- Price snapshots — documents are financially immutable
Time Tracking
No more end-of-month timesheet chaos
Log hours by production and phase — prep, shoot, wrap, post. See time spent per production in real time. Team members log their own time; managers get instant visibility into where hours are going.
Key capabilities
- Per-production and per-phase time logging
- Multiple entries per day across productions
- Cost tracking from logged hours
- Team and freelancer time views
- Integration with production budgets
- Simple daily entry UI — no complex timesheets
Client Review & Approval
Sign-off without another subscription
Share a cut on a link and the client watches it in the browser — no account, no download. They leave comments pinned to the exact timestamp, and record an approval that attaches to the deliverable it belongs to. The review trail lives beside the production, not in an email thread.
Key capabilities
- Share deliverables on a link — no client account needed
- Timestamped comments pinned to the frame being discussed
- Recorded approvals attached to the deliverable
- Version history so an old cut is never overwritten
- Review storage included on every plan
- Share links are unguessable and never indexed by search engines
Public Rental Shop
The kit that sits idle between your own jobs
Publish the gear you want to rent out to a branded shop on your own URL, or embed it in the site you already have. It reads from the same inventory as your internal bookings, so availability is genuinely accurate and renting a camera out can never collide with your own shoot.
Key capabilities
- Your own shop URL, or embed it in an existing site
- Photos, brand names and your day rates
- Live availability drawn from the same inventory
- You choose which items are listed — the rest stay internal
- Enquiries route straight to you as quotes
- A private members-only variant for schools
Financials
The number you usually reconstruct in March
A monthly P&L across the whole company, not just one job. Revenue derived from quotes, confirmations and invoices; costs from logged time, gear purchases and expenses. Each figure is badged with where it came from, so you always know whether you are looking at an estimate or a fact.
Key capabilities
- Monthly profit-and-loss across the company
- Revenue resolved from the strongest source available
- Costs blended from estimates and actuals as they land
- Provenance badges — Actual, Partial Actual, Estimate
- Gear purchases derived into the P&L
- Per-production margin alongside the company view
Mobile
For the parts that happen away from a desk
A dedicated mobile surface for what actually gets done on set — logging time, checking the call sheet, working through packing and return tasks. Full-bleed cards and a floating menu, so it behaves like something built for a phone rather than a desktop page squeezed down.
Key capabilities
- Log time on set as you go
- Call sheets with location and call time
- Packing and return task checklists
- Works on any modern phone browser — nothing to install
- Scan-friendly for serialised gear
- Same data as the desktop app, instantly
AI Agent Tools
Ask about the slate instead of clicking through it
ProductionPal exposes an MCP server, so an AI assistant like Claude can read and update your productions on your behalf — pull up what is booked next week, draft a quote from a conversation, or check whether a camera is free. Available on Pro.
Key capabilities
- MCP server for AI assistants
- Read productions, gear, availability and documents
- Scoped to your company with its own credentials
- Every agent action lands in the same audit trail
- Works with desktop, web and mobile Claude
- Included on Essential
Files & Audit Trail
Nothing changes without a record
Attach contracts, insurance certificates, manuals and reference stills to productions, gear and documents. Every cell-level edit anywhere in the system is captured in a browsable audit history — who changed what, when, and what it was before.
Key capabilities
- Attachments on productions, gear, clients and documents
- Public or private per file
- Cell-level audit history you can browse and restore from
- Sent-document archive — the exact PDF that went out
- Archive instead of delete, so history stays intact
- Line-item price snapshots on every financial document
Ready to see it in action?
Sign up for early access and explore every feature with your team.