Video production project management is not generic task management with different labels. The work moves through phases that have real dependencies — you cannot colour a cut that has not been assembled — and every phase spends money that determines whether the job was worth taking. A videographer CRM pipeline that stops at "closed won" has abandoned you at the hardest part.
Deals & Projects covers both halves. Custom pipelines track the sale. Production-phase project tracking runs the delivery, with tasks, costs, and status visible on the same record.
A general project board gives you columns and cards. It does not know that a shoot day costs money, that an editor gets paid on delivery of a first cut, or that a project which has not moved in seven days is a problem. You end up maintaining the board as a separate chore rather than getting information out of it.
A pipeline CRM handles the sale and hands you nothing for delivery. The moment a deal closes, the record goes quiet and the actual work moves into another tool, which is where the connection between what you sold and what it cost you is permanently lost.
Create your own stages — inquiry, discovery booked, proposal sent, payment pending, closed won — and as many pipelines as you run. Deals carry value, source, contact, and every document produced along the way: discovery record, quote, proposal, contract, invoices. Weighted forecasting shows what the pipeline is actually worth rather than the sum of every optimistic number in it.
Bulk editing handles the housekeeping when a pipeline gets busy, and the board and list views both work with the same underlying data.
Once a deal is won it becomes a project that moves through the phases video work actually has: planning, pre-production, production, post-production, and delivery. Each phase has its own checklist, its own status, and its own costs, so "where is this project" has a precise answer at any moment.
Projects can be viewed as a kanban board when you are managing capacity across several jobs, or as a list when you want to scan deadlines. Both views read the same phases, so nothing needs to be maintained twice.
Phase checklists hold the tasks that have to happen, and specific tasks can be marked as cost triggers. Completing "second camera operator — shoot day two" or "editor first cut delivered" logs that payment against the deal as a real cost, with the crew member and role attached.
Because costs accumulate on the deal beside the revenue, project margin is a fact rather than an estimate. Crew payments, editor fees, gear, and travel all land in the same place, and the difference between what you quoted and what you spent is visible while you can still do something about it.
A project that has had no movement for seven days is flagged as stalled. That flag appears on the project, in the projects view, and in Mac's Monday digest, which is usually where you find out that the job you thought was in colour has been sitting untouched since the client went quiet about their logo files.
Filtering and sorting across phase, client, value, and last activity means the question "what needs me today" takes one look rather than a mental inventory.
Pro+. The Free plan includes up to 10 open deals so you can run a real pipeline. Production-phase project tracking, task checklists, cost logging, and stall detection require Pro or Agency.
Proposal Builder — The accepted proposal sets deal value and scope, and stays attached to the project as the source of truth.
Quote Builder — The phase estimate is compared against the costs logged during delivery, showing estimate versus actual per job.
Client Portal — Live project phase status appears in the client's branded link, which ends most "where are we" emails.
Financials & Reports — Deal revenue and logged project costs roll into profitability, cash flow, and pacing against your annual goal.
It is the delivery system for the whole business. Five production phases, task checklists per phase, cost-trigger tasks that log crew and editor payments against the deal, kanban and list views, seven-day stall detection, and stalled-project flags in Mac's weekly digest. It replaces a separate project board entirely.
Yes. Stages are yours to name, order, and add to, and you can run more than one pipeline if you sell distinct types of work such as one-off productions and ongoing retainers. Deal values and weighted forecasting follow whatever structure you build.
Through cost-trigger tasks or directly on the deal's cost list. Completing a task marked as a cost logs the amount against the deal with the crew member and role attached, so project margin updates as the work happens rather than at the end of the quarter.
Seven days with no activity on the project — no task completed, no phase change, no cost or note added. The project is flagged in the board and list views and appears in Mac's Monday digest, which is deliberately blunt about which jobs have gone quiet.
Not the board itself. Clients see the current phase and relevant status in their portal, which is enough to answer "where are we" without exposing internal tasks, costs, or crew payments.