For line producers and production accounting

Production Actuals

See what you’ve spent, what you still owe, and what’s left in the budget.

Put every PO, invoice, time card, reimbursement, P-card charge, and petty-cash expense against the right budget account. You can see right away which departments are on budget and which are running over.

Track Production Costs
WORKING BUDGETFeature — Current Revision
COST REPORT
AcctDescriptionWorkingCommittedActualVariance
3000Camera$52,000$12,500$31,250$8,250
3300Grip & Electric$43,500$18,750$20,100$4,650
4000Locations$68,000$25,000$51,800-$8,800
Total$163,500$56,250$103,150$4,100
Committed = still to payActual = already paidRed = over budget

Where the money stands

See what was budgeted, spent, and still owed

The cost report shows every department and budget account, plus totals for above the line, below the line, fringes, and the whole show.

Locked budget

The budget everyone signed off on before production started spending.

Working budget

The latest budget, including the changes made as the show moves forward.

Still to pay

POs and other costs the production has agreed to pay but has not paid yet.

Already paid

Invoices, time cards, card charges, and other production costs that have been paid.

What’s left

See what remains after paid costs and outstanding bills. Overages stand out.

The whole show

See totals by account and department, then see the number for the entire production.

Expenses and paperwork

Track Every Production Expense

When a bill or receipt comes in, enter who it is from, what it is for, how much it costs, and where it belongs in the budget.

  • Add the vendor, date, amount, PO or invoice number, budget account, and notes.
  • Mark the cost unpaid while the production still owes it, then mark it paid when the money goes out.
  • Attach the invoice, receipt, PO, contract, or time card so the backup is there when you need it.
  • Mark costs that may qualify for a state film incentive and note why they qualify.
PRODUCTION EXPENSEUnpaid
Transaction
Camera package — Week 2
Type / Ref
PO   2417
Vendor
Northlight Camera
Amount
$18,750.00
Account
3000 Camera
Backup
PO-2417.pdf
STILL TO PAY$18,750.00
SPLIT EXPENSE$4,800.00
DescriptionQtyRateAccountAmount
Generator fuel1$1,2003300$1,200
Picture vehicles2 days$9004100$1,800
Company vehicles3 days$6004200$1,800
Split total$4,800.00

Split expenses

Allocate Shared Costs Across Departments

One petty-cash envelope might include generator fuel, picture vehicles, and company cars. Split the total into separate budget lines so each department carries its share of the expense.

  • Add as many budget lines as the expense requires.
  • Record the description, quantity, rate, amount, and budget account for each line.
  • Keep one expense record while allocating the cost to the correct departments.

Vendor costs

See how much the show has spent with each vendor

Pull up a rental house, caterer, or location and see every cost behind the total.

  • Keep the company contact, address, W-9 status, notes, and vendor documents together.
  • See every PO, invoice, and payment for that vendor.
  • See how much of the vendor’s work may count toward your state film incentive.
VENDOR COST HISTORYW-9 ON FILE
Northlight CameraCamera rental house
TOTAL COST$44,650
QUALIFIED$38,900
PO 23843000 Camera$25,900
PO 24173000 Camera$18,750

During the shoot

Find the number when someone asks for it

Find an expense

Search the cost list by vendor, transaction, amount, account, or other details.

Keep the backup with it

Open the receipt, invoice, contract, or other paperwork from the expense.

Fix a mistake

Undo or redo recent changes while entering expenses, vendors, and split bills.

Choose who can edit

Let production accounting update costs while approved production staff can view them.

Know the number before you approve the next expense.

See what’s paid, what’s still coming, and how much each department has left.

Track Production Costs