Quote builder
Day rates, crew, gear, locations and edit packages in one builder. Clients approve and pay a deposit online.
Video production software: shoots, drafts & client feedback
Video production: from first quote to final delivery. Shoot more, chase less.
Quotes live in spreadsheets, call sheets get rebuilt in Word the night before, crew are booked by text and feedback arrives as "can the bit near the start be punchier?" We build project portals for video production companies that run the whole job from quote to delivery in one place. Then we host them and look after them.
Looking for video production software that runs the shoot, the edit and the client?
A production company is really three jobs at once. There's sales and quoting, then a shoot that needs crew, gear, locations and talent all in the same place on the same morning. After that comes an edit that bounces between your editor and a room full of stakeholders. Most teams stitch it together with spreadsheets, Word call sheets, group chats, Vimeo links and a very long email thread per client.
Wollopit builds custom video production software around how your company actually works. An approved quote becomes the project. The shoot schedule writes the call sheet. Freelancers confirm holds from their phone. Drafts sit in a portal where clients leave comments on the exact frame and approve each cut properly. Final files land in a delivery library that doesn't expire in seven days. We connect the tools you already like, such as Frame.io, Vimeo, Dropbox and Xero, then host and look after the lot.
01The problems
What we hear from video production companies
Does your video production company have these problems? Here's how we'd fix them.
Most production companies we talk to make great work and run the business on a patchwork of documents, links and late-night texts. It holds together until two shoots land in the same week.
- The problemEvery quote starts from scratchYou copy last job's spreadsheet, the day rates are a year old and the gear hire or edit days get left off.How we fix itA quote builder with your crew rates, gear, edit packages and add-ons. Approved quotes turn straight into a project with a budget.
- The problemCall sheets rebuilt the night beforeThe location changes at 9pm, three versions of the Word doc are floating around and half the crew turn up at the old address.How we fix itCall sheets generated from the shoot schedule with maps, parking, weather, call times and contacts. Change one detail and every crew member gets the update.
- The problemCrew booked by textPencil holds for freelancers live in your messages and you only find out the gaffer's double booked on Monday.How we fix itCrew calendars with pencil and confirmed holds, availability requests by SMS and one-tap confirmations from each freelancer.
- The problemGear double bookedTwo shoots on the same day both think they've got the good camera body and the wireless kit.How we fix itA gear register with bookings per shoot, kit lists, check-out and check-in plus service and insurance dates.
- The problemPre-production scattered everywhereScripts, shot lists, storyboards and mood boards sit across email, Google Drive and someone's desktop.How we fix itA pre-production hub per project with versioned scripts, shot lists and storyboards the client can view and sign off.
- The problemReleases on paperTalent and location releases get signed on a clipboard, photographed and maybe filed somewhere.How we fix itDigital release forms signed on a phone on set, stored against the project and searchable when legal asks.
- The problemDraft links lost in emailVimeo, Dropbox and WeTransfer links across six threads. Nobody is sure which cut is the current one.How we fix itEvery draft lives in the client portal, labelled by version, with the old cuts kept but clearly out of date.
- The problemFeedback is vague and contradictoryFour stakeholders reply separately, one wants it longer, one wants it shorter and nobody says where.How we fix itTimestamped comments on the exact frame, gathered into one list your editor can tick off as they go.
- The problemRevision rounds blow outThe quote said two rounds. You're on round five and nobody is counting.How we fix itRevision rounds tracked against the quote, with extra rounds flagged and priced before the editor starts.
- The problemSign-off arrives as a text"Looks good" from someone in marketing who turns out not to be the decision maker.How we fix itA proper approve button per cut, recorded with name, date and version so there's no argument later.
- The problemDelivery links expireThe client asks for the 9:16 cutdown six months later and the transfer link died in a week.How we fix itA delivery library with every format, cutdown, caption file and thumbnail the client can download any time.
- The problemInvoices chased by handDeposits forgotten, milestone invoices typed into Xero late and final payments dragging past delivery.How we fix itDeposits taken on quote approval, milestone invoices raised automatically into Xero or MYOB and final files released on payment.
02What we build
Solutions
What we build for video production companies. 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 project portal
Each client sees their project status, schedule, drafts, approvals and invoices in one login.
Shoot scheduler
Shoot days, locations, scenes and crew on one calendar across every live production.
Call sheet generator
Call sheets built from the schedule with maps, weather, parking, contacts and safety notes, sent by email and SMS.
Crew calendars & holds
Freelancer availability, pencil and confirmed holds, rates and one-tap confirmations.
Gear booking & kit lists
Every camera, lens, light and audio kit booked per shoot with check-out, check-in and service dates.
Pre-production hub
Scripts, shot lists, storyboards and mood boards with versions and client sign-off.
Talent & location releases
Release forms signed on a phone on set and filed against the project automatically.
Draft review player
Clients watch each cut in the portal and leave comments pinned to the exact timecode.
Revision tracker
Rounds counted against the quote, comments ticked off by the editor and extra rounds flagged early.
Approvals & sign-off
Approve or send back each version, recorded with who, when and which cut.
Delivery library
Final masters, social cutdowns, captions and thumbnails in one place that doesn't expire.
Footage archive register
Which drive or cloud folder holds every project's rushes, so re-edits take minutes to find.
Retainers & content calendars
Monthly social content retainers with shoot days, deliverables and a calendar the client can see.
A website with a showreel
Hand-built, quick on mobile, with your reel, case work and an enquiry form that feeds the quote builder.
03The systems
The big ones
Your whole production, on one system.
These are the systems production companies ask us about most. Each one works on its own and they get properly clever once they're joined up.
Quotes & projects
An approved quote becomes the project.
Build quotes from your own rates and packages in minutes instead of reworking last job's spreadsheet. When the client approves and pays the deposit, the project, budget and schedule are set up without retyping a thing.
- Crew, gear and edit day rates
- Reusable packages and add-ons
- Online approval with deposit
- Quote turns into a project
- Budget versus actual per job
- Revision rounds written into scope
- Variations quoted on the fly
- Pipeline of open quotes
- Branded PDF quotes
Shoot planning
Call sheets that write themselves.
Plan shoot days, locations, crew and gear on one schedule. The call sheet is generated from it and sent to everyone, so when the location moves at 9pm the whole crew knows before they set an alarm.
- Shoot schedule across all projects
- Call sheets from the schedule
- Maps, parking and weather
- Updates pushed by SMS and email
- Crew pencil and confirmed holds
- Freelancer availability requests
- Gear booked per shoot
- Kit lists and check-out
- Digital talent and location releases
- Safety notes and emergency contacts
Draft review
Feedback pinned to the frame.
Clients watch each cut in the portal and leave comments right on the timecode, so "the bit near the start" becomes 00:14 with a clear note. Every stakeholder's notes land in one list your editor works through.
- Drafts streamed in the portal
- Versions clearly labelled
- Timestamped comments
- Comments from multiple stakeholders
- One consolidated change list
- Editor ticks off each note
- Rounds tracked against the quote
- Approve or send back per version
- Sign-off recorded with name and date
- Works alongside Frame.io or Vimeo
Delivery & archive
Final files that don't vanish in seven days.
Every approved master, cutdown and caption file goes into a delivery library the client can come back to any time. Behind it, an archive register tells you exactly which drive or folder holds the rushes when the re-edit request arrives.
- Masters and social cutdowns
- 16:9, 9:16 and 1:1 formats
- Caption and subtitle files
- Thumbnails and stills
- Files released on final payment
- Download history per client
- Footage archive register
- Drive and cloud folder links
- Re-edit requests from the portal
Billing & retainers
Get paid on time, every job.
Deposits on approval, milestone invoices when the shoot wraps and final payment before the masters unlock. Monthly content retainers bill themselves and show the client what they're getting this month.
- Deposits taken online
- Milestone invoices automatically
- Invoices into Xero or MYOB
- Card payments by Stripe
- Overdue reminders
- Retainers billed monthly
- Content calendar for retainer clients
- Deliverables tracked per month
- Job profitability reports
04How it changes
Before and after
A shoot week, wolloped.
Here's how a typical shoot and edit could change. Every production company runs differently, so we map yours first.
Before
- Quote rebuilt from an old spreadsheet
- Call sheet typed in Word the night before
- Crew booked by text and hoping for the best
- Draft link emailed to four stakeholders
- Feedback comes back vague and contradictory
- Final files sent on a link that expires
After
- Quote built from your rates in minutes
- Call sheet generated from the schedule
- Crew confirm holds with one tap
- Draft sits in the client portal
- Comments pinned to the exact frame
- Masters waiting in the delivery library
05Services
Everything under one roof
Software, websites and systems for video production companies.
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 video production companies
Built around how your video production company actually runs: quote builder, client project portal and the admin in between, in one system you own.
Websites for video production companies
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Video production company 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 video production companies
Shoot scheduler and call sheet generator: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Frame.io, Vimeo and YouTube so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your video production company, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools your team relies on, work alongside review and storage platforms you're happy with or replace the ones holding you back.
- Frame.io
- Vimeo
- YouTube
- Adobe Creative Cloud
- DaVinci Resolve
- Dropbox
- Google Drive
- Box
- WeTransfer
- Xero
- MYOB
- Stripe
- StudioBinder
- Calendly
- Mailchimp
- HubSpot
- Google Workspace
- Microsoft 365
- Slack
- Shopify
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 video production company: 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 producers, editors and whoever does the invoicing to see how a job really moves from enquiry to delivery.
- 02
Archi-tech
We plan it before writing code: your quotes, shoots, crew, gear, drafts, approvals, storage, hosting and cost.
- 03
Build
Real engineering shown to you early and often. Usually the most painful bit first, so you get a win before your next big shoot.
- 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 video production companies ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can clients approve each cut?
Yes. Each version can be approved or sent back with comments. Every sign-off is recorded with who approved it, when and which version.
We already use Frame.io. Do we have to switch?
No. If Frame.io or Vimeo review is working for your editors, we build around it and pull drafts and comments into the client portal. We only replace what's holding you back and we'll show you what's involved first.
Can freelancers use it without creating an account?
Yes. Crew can confirm holds and receive call sheets by SMS or email links. A login is there for people who want one.
Can it handle big video files?
Yes. We don't make you move your masters somewhere new. The portal links to your existing storage like Dropbox, Google Drive or Frame.io and streams review copies to clients.
Can it track revision rounds against the quote?
Yes. Included rounds come from the quote, the portal counts them and extra rounds can be flagged and priced before the editor starts.
How much does a video 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 pieces like a call sheet generator or quote builder 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 video production companies 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 a video production company 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.