Practical production resource
Video production workflow checklist
A repeatable workflow makes the important handovers visible. Use this checklist as a starting point, then adapt it to the way your company actually produces work.
Before the work is confirmed
Capture the enquiry and give it a next action. Clarify the audience, deliverables, fixed dates and decision-maker. Resolve the questions that affect price or feasibility before presenting a detailed quote.
Send a versioned proposal and keep a record of which version the client accepts. Agreement on an early estimate is not automatically agreement on every later deliverable.
Between agreement and the shoot
Check who provides assets, who organises access and who approves the plan. Confirm the production dates through your actual booking process. Acceptance in the CRM creates one task per delivery version in the accepted quote. Review these and add concrete preparation and review actions for the outstanding work.
The CRM calendar can show planned days and due dates, but it does not confirm crew or equipment availability. Use specialist scheduling tools where those checks matter.
From first edit to final handover
Set a first-review date, a feedback deadline and the person responsible for consolidating changes. Keep new requests visible against the accepted scope. Propose a priced variation for changed work and record the client decision before adding it to the delivery plan. Approval creates the extra delivery tasks; declined requests stay in the history.
Confirm the delivery formats and destination. Mark the job delivered when the agreed handover is complete, and keep useful client context for the next enquiry. Use your accounting and media tools for their respective records.
Use the template
Adapt the fields to your own production and review the details before sharing it with a client.
Download text templateVIDEO PRODUCTION WORKFLOW CHECKLIST Production reference: [Reference] ENQUIRY [ ] Contact and company recorded [ ] Purpose, audience and deliverables clarified [ ] Dates and constraints checked [ ] Decision-maker identified [ ] Next action and owner set QUOTE AND AGREEMENT [ ] Each film and delivery version named, with duration and format [ ] Shoot requirements and revision allowance completed [ ] Scope checks resolved; allowances and exclusions reviewed [ ] Prices, currency and tax checked [ ] Quote version sent and recorded [ ] Acceptance evidence retained [ ] Job created from accepted scope [ ] Automatic delivery tasks and initial due dates reviewed [ ] Preparation and review tasks added separately PRE-PRODUCTION [ ] Client assets and approvals requested [ ] Access, contributors and permissions confirmed [ ] Crew and equipment checked in booking process [ ] Production dates and preparation tasks recorded POST-PRODUCTION [ ] First edit delivery date agreed [ ] Feedback coordinator and deadline confirmed [ ] Included revisions tracked against scope [ ] Extra requests compared with original accepted scope [ ] Variation price, changed deliverables and dates shared [ ] Client approval or decline recorded with evidence [ ] Approved extra tasks and affected original tasks reviewed DELIVERY [ ] Final formats and files checked [ ] Delivery destination confirmed [ ] Agreed handover completed [ ] Job marked delivered [ ] Useful client notes retained
Common questions
Does the app create every task automatically?
Acceptance creates one task per structured delivery version, and approved variations add their own delivery tasks. Add the preparation, filming and review tasks separately. Existing jobs are not backfilled.
Should I keep a lead after it becomes a job?
Yes. The original enquiry and quote history explain the agreed work. The production reference links them to the job.