Project finances

You follow the money in two places. Your Dashboard adds up all your productions, and the Finances section on a project's Planning tab breaks one production down. Every figure there is excl. VAT, apart from Cash flow, which shows invoice totals incl. VAT.

CrewShift calculates these figures from signed deals, the schedule and logged hours. They're estimates. Check them before you pay anything or send them on.

Your dashboard

From top to bottom, the Dashboard shows:

Production calendar: your projects' shooting days, one colour per project. Tap a date to see what's on, then tap a day in the list to open it. Add day puts a day on the selected date. With more than one project you choose which one under Select project first.
Finances: Signed commitments, Actual to date and Forecast at wrap, added up over "All active and planning projects", the ones you co-produce included. Next to them is the difference between the forecast and your signed commitments, marked "over signed commitments" or "under signed commitments".
Your crew-days balance. See Where to see your balance.
Needs your attention, with a count per item. Only items with something waiting appear.
Active projects: a card per project, the one furthest over plan first.

When your crew-days balance runs low, a warning sits above all of this.

Needs your attention can hold four items:

Invoices overdue: approved invoices past their due date. Tapping it opens the project with the most of them on its Hours & pay tab.
Timesheets to approve and Invoices to approve both open your Inbox.
Deals awaiting you: negotiations and schedule changes where crew are waiting for your answer. This opens Projects.

With nothing waiting, you see You're all caught up.

A project card shows what's been spent so far as the large figure, with Signed commitments under it, the difference, a small trend line and how far the shoot is (Shoot progress). Before anyone has signed, it shows Total spent and Days left instead. Projects you co-produce carry a Co-producer badge.

The Finances card

Open the project and scroll down the Planning tab. Finances sits below the schedule and refreshes on its own whenever hours, invoices, deals or days change. The time next to the title tells you when it last did.

The large line at the top compares the forecast with what you've signed for: "€ 1.250,00 over plan", "€ 800,00 under plan" or On plan. A gap within 2% of your signed commitments (or within €100 on a small project) counts as on plan.

Below that sit the figures:

Signed commitments: confirmed crew on their scheduled days, at the rates in their deal, including per diem and gear. Cancelled days don't count, and neither do released crew or days where someone is switched off. Hourly crew are priced from call time to estimated wrap. A project buyout or monthly fee is spread over the days it covers.
Actual to date: the calculated pay of every logged day, whatever its status, from draft to invoiced. Late-cancellation fees count here too.
Still to come: signed commitments for the days after today.
Forecast at wrap: actual to date plus still to come. That's where the production lands if the rest goes to plan.
Overtime & expenses: what the logged days cost on top of the base rates. Overtime, premiums, expenses and mileage all end up here, so this is the figure you can steer on set. It turns red as soon as it's above zero.
Awaiting approval: the part of actual to date in submitted timesheets that aren't approved yet, ones with a proposed change included.
Not yet submitted: the part in days that are still open or in draft.
Expenses: the expenses inside actual to date.

The last three only appear once they're above zero.

Under the forecast you'll also see how many crew are committed and, when it applies, "3 positions not yet signed". Those positions (unfilled, recommended, in negotiation or waiting for a signature) are left out of signed commitments, which is why this total and the Scenarios estimate of the whole plan rarely match.

The chart plots actual spend against the plan and the forecast over the shoot. Next to the large line, a meter sets Shoot progress against Budget spent.

By department lists each department's forecast minus its signed commitments, worst first, with a bar for what it has spent so far. If no department is over, it says "Every department on or under plan".

Until someone signs, the card shows "No committed costs yet". It says "2 crew confirmed, no costed shooting days yet" when crew have signed but none of their days are on the schedule.

Your crew-days card comes last. See Where to see your balance.

Cash flow

Cash flow follows the crew invoices, in amounts incl. VAT:

To approve: submitted invoices still waiting for approval, from you or from a Finance approver.
Outstanding: approved invoices that haven't been paid, overdue ones included.
Overdue: approved invoices past their due date. The amount turns red.
Paid: invoices marked as paid, including the ones where the crew member hasn't confirmed receipt yet.

Invoices have a 30-day payment term from the day they're submitted, and become overdue the day after the due date. See When you're paid. Hours & pay next to the title takes you to the invoices themselves.

Reports and exports

The reports sit under Finances on the Planning tab. Tap a title to open it. The cost report and the final settlement group costs by cost code, taken from the project's cost-code template. On a computer the file downloads. On your phone the share sheet opens, so you can save it to Files or send it on.

Cost report

Each department, and each job title inside it, gets four columns:

Budget: what the signed plan costs, the same figure as signed commitments.
To date: every logged day, from draft to invoiced.
Still planned: signed days after today.
Forecast: to date plus still planned.

The badge on each line shows forecast minus budget, and that gap as a percentage of the line's budget. A warning icon marks a line that's more than 10% over. The Filmfonds asks for an explanation of any line that's more than 10% off, over or under.

Tap Excel to download it. The file has a second tab, Crew detail, with one row per crew member per day: hours, base fee, overtime, premiums, gear, per diem, expenses and the status of the day. A CSV version is under More exports.

Daily cost report

Planned against actual crew cost for every shooting day, with a line per department under each day. A day that runs over shows up while you're still shooting.

A day still ahead is marked Upcoming. Today or a past day without logged hours shows No actuals. Hours on a date with no scheduled day show up as Off plan. A cancelled day has no planned cost, so the only amount on its row is any late-cancellation fee. Total to date at the bottom only counts days that are shot and logged. Download it as CSV.

Budget history

Every plan decision that changed the budget, newest first: days added, removed, moved or cancelled, and promoted scenarios with what they changed. Each entry says who made it, whether it happened before the shoot, during it or after wrap, and the committed budget before and after. Download it with Export CSV or Export PDF.

Final settlement

Under More exports. This Excel file is the crew-cost part of your Filmfonds accounting, and it has two tabs:

The cost report, in the language you use the app in.
Uitdraai administratie: every crew invoice that has been submitted, split into coded rows without VAT. Labour goes to the crew member's role code, per diem to 4000, mileage to 3700, other expenses to their own code and gear to the department's equipment code. This tab is always in Dutch, because its columns follow the Filmfonds layout, so you can paste the rows straight into your accounts. Invoices you've marked as paid count as paid.

Drafts and cancelled invoices are left out.

Pay register

Under More exports. An Excel list of every submitted crew invoice, grouped per crew member, with base fee, overtime, premiums, gear, per diem, expenses, subtotal, VAT, total and the invoice's status. Drafts and cancelled invoices are left out.

When a crew member has booked an invoice in Moneybird or e-Boekhouden, the final settlement and the pay register list their bookkeeping number first, with the CrewShift number in brackets.

Who can see this

The producer who owns the project and its co-producers. Both see the same figures and can download every report.

Nobody else sees them. Crew never see production figures, and approvers in your approval chain don't get the Finances section or these reports, whatever their rights. A bookkeeper with the Accounting right downloads single invoices from Hours & pay instead. See Settling invoices with the Accounting right.