6 min read · Setup guide
From agreed scope to delivery and changes
Define films and versions, resolve scope checks, review automatic tasks and record priced changes with client decision evidence.
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1. Separate the film from its versions
In a quote, add each distinct film as a deliverable. A campaign film might have a 16:9 master and a captioned 9:16 cut. A separate interview film gets its own deliverable. These delivery versions are different from revisions to the commercial quote, such as quote v1 and v2.
Choose Film, Live stream or Shoot only. Set the duration for a film or live stream, and name the delivery version and format for every output. For shoot-only work, describe the raw-footage handover. Record filming not required or revisions not required where appropriate. The CRM stores these specifications, not the footage.
2. Resolve the scope checks before sending
The editor checks for shoot requirements, a revision allowance, a named deliverable, duration where required, and named versions with formats. You can save an incomplete draft, but cannot send or record it as sent until those details are complete.
A ready status means the required fields are filled in. Check the scope against the conversation and confirm the price, exclusions and dates before using it. The app does not automatically detect a promise missing from an email.
3. Record acceptance and review the tasks
When the client accepts a sent quote, record the evidence, job owner and delivery date. The job keeps the accepted quote and creates one task per delivery version. Two versions of a campaign film and one interview master create three tasks.
Those tasks start with the job delivery date. Adjust individual dates and add planning, asset collection and review actions as needed. Repeating acceptance does not create another job or duplicate tasks. Earlier jobs are not backfilled automatically; check their task lists yourself.
4. Propose a change from the job
For an extra cut, new film or changed requirement, open the job and choose Propose variation. Open Original accepted agreement and compare it with the client request. Explain what changes and whether any work is being replaced.
List only the changed or additional deliverables, enter the price, tax and additional-work due date, then save the variation for review. The original quote stays unchanged. Use Copy for client and share the proposal through your normal email or approval process. Saving does not send it.
5. Record the client decision
Choose Record decision, select Approved by client or Declined by client, and record who decided, when and where their confirmation is kept. The producer records the outcome; this is not an electronic signature or client approval portal.
Approval creates one task per variation delivery version and adds its tax-inclusive amount to approved extras on the job. Pending and declined requests are excluded from that total. A decline stays in the history without creating tasks. If the variation replaces original work, review the affected original tasks yourself; they are not removed automatically.
6. Keep the plan aligned
Review task dates and the overall job delivery date separately after a change. Update shoot, editing or milestone entries where needed. The shared calendar displays the dated work, but does not calculate a new schedule or book crew and equipment.
Keep the production reference on external review links and delivery folders. Complete the tasks and mark the job Delivered when the agreed handover, including approved changes, is finished.