A generic CRM did not reflect the video production studio's process. Sales, production, documents and team worked in separate tools. The studio needed a system for the real cycle — from first inquiry to client delivery.
Solution
Designed and built a private CRM: eight work zones around a project, one path from lead to delivery, roles and permissions for every participant.
From inquiry to delivery
The CRM mirrors the studio's real process: sales, production and documents run in one system, not scattered spreadsheets.
workflow-01-leads.webp
Inquiry01
Inquiry
From website, phone or messenger
workflow-02-contacts.webp
Lead02
Lead
Created in CRM without manual transfer
workflow-03-deals.webp
Deal03
Deal
Manager qualifies the inquiry
workflow-04-quote.webp
Quote04
Quote
Built and goes through approval
workflow-05-tasks.webp
Project
workflow-05-dashboard.webp
Project
workflow-05-project-kanban.webp
Project
05
Project
Tasks, stages and owners assigned
workflow-06-calendar.webp
Shoot06
Shoot
Crew, slots and equipment scheduled
workflow-07-mail.webp
Documents07
Documents
Generated inside the system
workflow-08-delivery.webp
Delivery08
Delivery
Assets via the client portal
What was delivered
Designed architecture of eight work zones
Built path from inquiry to project delivery
Created dashboard for director and manager
Implemented commercial proposal editor
Built production: kanban, calendar, equipment
Set up client and freelancer portals
Connected 8 external integrations
Implemented roles, security and knowledge base
Key decisions
highlights/dashboard-projects.webp
Dashboard: projects and dynamics
highlights/dashboard-documents.webp
Dashboard: documents and quotes
highlights/dashboard-knowledge.webp
Dashboard: knowledge base
highlights/dashboard-freelancers.webp
Dashboard: freelancers
highlights/dashboard-time.webp
Dashboard: time tracking
01
Unified dashboard and pipeline
Director and manager see sales, projects and tasks on one screen. Leads from website, calls and messengers enter the pipeline without manual transfer.
Sales pipeline
Dashboard
Auto-leads
02
Quotes and approval
Commercial proposals are built from scope of work inside the CRM. Three approval stages, margin calculation and document generation — without Excel and email threads.
Quote editor
3 stages
Margins
highlights/quote-documents-list.webp
Commercial proposals list
highlights/quote-services-approval.webp
Quote approval by director
highlights/quote-services-block.webp
Scope of work and pricing
highlights/quote-totals-margin.webp
Document totals and margin
highlights/quote-settings-export.webp
Export settings and history
highlights/quote-pdf-composition.webp
PDF: scope of work
highlights/quote-pdf-about-studio.webp
PDF: about the studio
highlights/production-kanban.webp
Task kanban
highlights/production-project-kanban.webp
Project kanban
highlights/production-gantt.webp
Gantt chart
highlights/production-task-overview.webp
Task card with description
highlights/production-shoot-materials.webp
Shoots and deliverables
highlights/production-plan-fact.webp
Planned vs actual time
highlights/production-team.webp
Team and assignees
highlights/production-equipment.webp
Equipment in task
highlights/production-calendar.webp
Shoot calendar
03
Production and tasks
A deal becomes a project with task kanban, shoot calendar and equipment assignment. The team sees stages, deadlines and owners in one place.
Kanban
Calendar
Equipment
04
Directories, finance and security
Service and specialist catalog, expense and penalty tracking, a 114-article knowledge base and encrypted password vault — with a flexible permission matrix for every role.
The studio got one work system instead of spreadsheets and messengers. Sales and production run in one process — from inquiry to asset delivery via the client portal.
Private internal product
I'll design a CRM for your business processes
Private systems for sales, production and project management — with integrations and roles for your team.
