Shot tracker
Every shot and every stage, from storyboard to final comp, with owners, frame counts and due dates.
Animation studio software: shot tracking & client reviews
Animators: every shot tracked, every approval recorded. Animate more, chase less.
The shot list is a colour-coded spreadsheet only the producer understands. Client notes arrive by email, voice memo and a PDF with arrows on it. Nobody can find where the animatic got signed off. We build production tracking, client review and delivery systems for animation studios that all talk to each other, then we host them and look after them.
Looking for animation production tracking that your clients can actually use?
An animation job is hundreds of small moving parts. A 60-second explainer can mean dozens of shots, each going through storyboard, animatic, layout, animation, lighting, comp and render. Every one of those stages has an artist, a version, a round of notes and a client who needs to say yes. Most studios hold that together with a spreadsheet, a Slack channel, an inbox and a producer who never logs off.
Wollopit builds custom production software around how your studio actually works. Every shot has a stage, an owner and a due date. Clients review on the frame and approve in writing. Revision rounds are counted against the quote. Artists see their own queue, budgets update as hours are logged and finished masters live in one delivery library. We connect the tools you already like, work around the pipeline you trust and look after the lot on our own servers.
01The problems
What we hear from animators
Does your animation studio have these problems? Here's how we'd fix them.
Most studios we talk to make gorgeous work and run production on spreadsheets, inboxes and memory. It holds up fine until the client changes their mind in week six.
- The problemThe shot list lives in a spreadsheet140 shots, seven stages and colour codes only the producer understands. Half the statuses are a week old.How we fix itA shot tracker with every shot's stage, artist, frame count and due date, updated as work moves through the pipeline.
- The problemClient feedback is everywhereNotes come in by email, a WhatsApp voice memo and a screenshot with red circles. Someone has to piece it all together.How we fix itA review portal where clients comment on the exact frame and draw on it. Every note becomes a task on the right shot.
- The problemNobody can prove what was approvedThe client signed off the character design in March. Now they want it changed and the email is nowhere to be found.How we fix itRecorded approvals per stage showing who signed off, when and on which version. Locked once it's approved.
- The problemRevision rounds blow outTwo rounds quoted, six delivered and none of the extras billed because nobody was counting.How we fix itRevision counters per shot and stage, a warning when a round goes over and change requests that turn into quote variations.
- The problemArtists don't know what's nextPeople ask in Slack what to pick up, freelancers wait on assets and the lead animator is the human task board.How we fix itArtist queues and a studio schedule showing each person's shots, hours booked and anything that's blocked.
- The problemVersion chaosshot_040_final_v3_FINAL_reallyfinal.mov is on the server and the client reviewed v2.How we fix itAutomatic version numbers on every upload, the latest always on top and old versions kept for comparison.
- The problemQuoting from memoryPricing a 30-second spot by gut feel and an old job's spreadsheet, then hoping it covers the lighting pass.How we fix itA quote builder by duration, style and complexity using your own rates and what similar jobs actually took.
- The problemYou find out the job lost money at the endHours aren't tracked against shots so the budget is a mystery until the final invoice goes out.How we fix itTimesheets logged against shots and stages, with budget burn per project visible while there's still time to act.
- The problemFreelancers run on emailContracts, NDAs, file access and invoices from a dozen freelancers all buried in different inboxes.How we fix itA freelancer portal for onboarding, NDAs, assigned shots and invoices that flow into Xero.
- The problemAssets scattered across drivesCharacter rigs, model sheets, brand guides and sound files spread across Dropbox, Google Drive and someone's laptop.How we fix itAn asset library per project and per client with the approved version of every rig, sheet and guide.
- The problemDelivery is a link that expiresSix months later the client wants the 9:16 cutdown and the transfer link died in a week.How we fix itA delivery library with every master, format and cutdown, spec checklists and links that don't expire.
02What we build
Solutions
What we build for animators. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Client review portal
Frame-accurate comments, drawing on frames and side-by-side version compare in the browser.
Approvals log
Sign-offs per stage with names, dates and versions, locked and searchable when it matters.
Revision tracking
Rounds counted per shot against the quote, with change requests turned into variations.
Artist scheduling
A studio calendar of who's on what, leave, freelancer bookings and capacity for the next job.
Versions & dailies
Automatic version numbers, internal dailies playlists and notes from the lead before the client sees it.
Quote builder
Price by seconds, style and complexity from your own rate card, with quotes sent and accepted online.
Timesheets & budgets
Hours against shots and stages so you can see budget burn per project as it happens.
Freelancer portal
Onboarding, NDAs, assigned shots, file access and invoices straight into Xero.
Asset library
Rigs, model sheets, backgrounds, brand guides and audio stored per client with the approved version flagged.
Delivery library
Masters, cutdowns, aspect ratios and caption files with spec checklists and lasting download links.
Client project portal
One login for clients to see progress, review drafts, approve stages and pay invoices.
Render dashboard
Overnight renders, failures and frame counts in one view, connected to your render manager where it allows.
A website that shows the reel
Hand-built, fast on mobile, with your showreel, case pages and an enquiry form that feeds the quote builder.
03The systems
The big ones
Your whole studio, on one system.
These are the systems animation studios ask us about most. Each one works on its own and they get properly clever when they're joined up.
Shot tracking
Every shot, every stage, at a glance.
Break a project into sequences and shots, then track each one through your own pipeline stages. Producers see what's late, leads see what's waiting on review and artists see exactly what's next.
- Your own pipeline stages per project
- Sequences, shots and frame counts
- Artist and lead per shot
- Due dates and late warnings
- Blocked shots flagged
- Thumbnails and latest version per shot
- Episode and series structure
- Bulk updates from the shot list
- Producer overview across all jobs
- Import from your existing spreadsheet
Client reviews
Notes on the frame, not in the inbox.
Clients open a link, watch the draft and leave comments on the exact frame. They can draw on it, compare versions side by side and every note lands on the right shot as a task for the artist.
- Frame-accurate comments
- Draw and annotate on frames
- Side-by-side version compare
- No client login needed for quick reviews
- Notes become artist tasks
- Internal notes hidden from clients
- Review reminders by email
- Multiple reviewers per client
- Watermarked drafts
- Works on phones and tablets
Approvals & revisions
Signed off means signed off.
Every stage gets a proper approval with who, when and which version. Revision rounds are counted against the quote, so when round four lands you can see it and bill it instead of absorbing it.
- Approval per stage and per shot
- Name, date and version recorded
- Approved versions locked
- Revision rounds counted per stage
- Over-round warnings
- Change requests become variations
- Variations sent and accepted online
- Full approval history per project
- PDF sign-off summary for the client
- Script and storyboard approvals too
Scheduling & budgets
Know who's free and what it's costing.
A studio schedule shows who's on which job and when, including freelancers. Artists log hours against shots so the budget updates as the work happens, not after the invoice goes out.
- Studio calendar by artist
- Freelancer bookings and holds
- Leave and public holidays
- Capacity view for new jobs
- Timesheets against shots and stages
- Budget vs actual per project
- Quote builder from your rate card
- Past job actuals for better quotes
- Invoices and deposits through Xero
- Card payments by Stripe
Assets & delivery
Every rig, sheet and master where you left it.
Approved assets live with the client and project they belong to. Final masters, cutdowns and caption files go into a delivery library with spec checklists and links that don't die after a week.
- Asset library per client
- Rigs, model sheets and backgrounds
- Brand guides and audio files
- Approved version flagged
- Links to Dropbox or Google Drive storage
- Delivery spec checklists
- Masters, cutdowns and aspect ratios
- Caption and subtitle files
- Download links that don't expire
- Delivery receipts recorded
04How it changes
Before and after
A 30-second spot, wolloped.
Here's how a single client review round could change. Every studio's pipeline is different, so we map yours first.
Before
- Export the draft and upload it to a transfer site
- Email the link and wait for a reply
- Notes come back in an email, a voice memo and a screenshot
- Producer types the notes into the spreadsheet
- Nobody's sure if this is round two or round four
- Approval is a 'looks good' buried in a thread
After
- Upload the draft and it's versioned automatically
- Client gets a review link and a reminder
- Notes land on the exact frame
- Each note becomes a task for the right artist
- The round counter shows it's round three of two
- Client clicks approve and it's recorded and locked
05Services
Everything under one roof
Software, websites and systems for animators.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for animators
Built around how your animation studio actually runs: shot tracker, client review portal and the admin in between, in one system you own.
Websites for animators
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Animation studio system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for animators
Approvals log and revision tracking: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Frame.io, Autodesk ShotGrid and ftrack so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your animation studio, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside production platforms you're happy with or replace the ones holding you back.
- Frame.io
- Autodesk ShotGrid
- ftrack
- Kitsu
- Adobe Creative Cloud
- Toon Boom Harmony
- Autodesk Maya
- Blender
- Dropbox
- Google Drive
- Vimeo
- WeTransfer
- Slack
- Asana
- Xero
- Stripe
- Calendly
- HubSpot
- Mailchimp
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your animation studio: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with your producer, leads and artists to see how a shot really moves from board to render and where it gets stuck.
- 02
Archi-tech
We plan it before writing code: your pipeline stages, review flow, approvals, budgets, freelancers, storage, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so the next client review already runs better.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things animators ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can clients see progress on each shot?
Yes. Clients get their own portal showing shot status, drafts ready for review and what's been approved. Internal notes and artist chat stay hidden.
Can clients comment on specific frames?
Yes. They can comment on the exact frame, draw on it and compare versions side by side. Each note becomes a task on the right shot.
Can it track revision rounds against our quote?
Yes. Rounds are counted per stage and per shot. When a round goes over, you see it straight away and can send a variation for the client to accept online.
We already use Frame.io or ShotGrid. Do we have to switch?
No. If those tools are doing their job we build around them, joining reviews, approvals, budgets and delivery into one view. If something's holding you back, we'll show you what replacing it involves before anything changes.
Can freelancers log in without seeing everything?
Yes. Freelancers only see the shots, assets and files assigned to them, plus their own timesheets and invoices.
Will it handle a series with lots of episodes?
Yes. Projects can be split into episodes, sequences and shots, with shared assets like character rigs reused across the whole series.
How much does an animation production system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like a review portal or shot tracker can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most animators we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got an animation studio problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.