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Post-Production Workflow Management Systems

Custom FileMaker databases for shot tracking, asset management, and VFX workflows.
Built for the fast-paced chaos of LA post-production studios.

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We know that what happens behind-the-scenes has a huge impact onscreen.

Post-production demands precision under pressure — coordinating VFX vendors across time zones, tracking hundreds of shot versions, managing client revisions that multiply daily, and hitting delivery deadlines that don’t move. Generic project management tools don’t understand your pipeline. Spreadsheets break under the weight. Shotgun works until your workflow doesn’t fit its structure.

We build custom production tracking systems for post houses, VFX studios, and finishing facilities across LA that need to manage complex workflows without losing files, missing deadlines, or going over budget. Since 1997, we’ve worked with Disney, Technicolor, and studios throughout Los Angeles to build systems that actually fit how post-production works.

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Sound familiar?

Common problems faced by post-production crews:

Shot Tracking is Impossible Across Departments

VFX shots move through editorial, multiple vendors, color, sound, and finishing. Tracking status manually means constant Slack messages, email chains, and status meetings that waste production time. Shots fall through the cracks. Clients don’t get current status. Producers can’t see what’s actually on schedule.

Version Control is Out of Control

V1, V2, V2_alt, V2_alt_final, V2_alt_final_FINAL, V2_alt_final_ACTUAL_FINAL. Multiple editors working simultaneously. Files across different servers. Nobody knows which version is current or approved. Client reviews the wrong version. Revisions get applied to outdated iterations.

Client Feedback Gets Lost in Email

Clients send revision notes via email. Different stakeholders contradict each other. Timestamped feedback doesn’t match frame numbers. Notes get lost in threads. Nobody knows if revisions were addressed. Approval status is ambiguous.

Budget Overages Appear Too Late

Projects go over budget and you don’t know until invoices arrive. Vendor costs aren’t tracked against estimates. Overtime accumulates without visibility. Client asks for budget status and it takes days to compile actual numbers.

Freelancer Coordination is Manual Chaos

Booking editors, colorists, and VFX artists across overlapping projects happens via text messages and spreadsheets. Double-bookings happen. You don’t know who’s available when. Rate tracking is scattered. Timesheets don’t connect to billing.

Asset Management is “Ask Someone Where Files Are”

Raw footage, VFX plates, graphics, audio stems scattered across drives and cloud storage. Finding specific shots means asking coordinators who might remember. Archiving completed projects is manual. Nobody knows what’s on which drive.

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Solutions for Post-Production

Great technology makes great films happen. You don’t just need the latest and greatest software – you need the right applications for your company. That’s where we step in.

Manage multiple projects simultaneously from pitch through final delivery. Track status across all pipeline stages—editorial, VFX, color, sound, finishing. Real-time visibility into what’s on schedule and what’s falling behind. Deadline tracking with automatic alerts. Client deliverable organization by format and specs.

Built for: Post facilities managing commercials, episodic TV, features, or mixed content simultaneously.

Purpose-built databases for VFX workflows that Shotgun/ShotGrid can’t accommodate. Shot breakdown and bidding with complexity estimates. Artist assignment and workload balancing. Vendor coordination for external VFX work. Review and approval workflows. Render farm tracking and status monitoring.

Built for: VFX studios and post houses with complex vendor coordination and custom pipeline requirements.

Catalog and organize footage, VFX elements, graphics, audio files, and deliverables across projects and storage locations. Version tracking for iterations and approvals. Location awareness—know which assets are on which servers, drives, or cloud storage. Search and retrieval by project, date, format, or status. Archive management for completed projects.

Built for: Facilities managing large media libraries across multiple storage systems and archive locations.

Secure web portals where clients review work, leave timestamped feedback, and approve deliverables without email chaos. Organized review sessions grouped by sequence or delivery batch. Timestamped comments linked to specific frames. Approval workflow tracking—approved, needs revision, pending. Version comparison for side-by-side review. Role-based access control.

Built for: Post houses coordinating reviews with multiple client stakeholders and approval chains.

Track freelancers, staff, equipment, and studio space across overlapping projects. Availability calendars and booking coordination. Rate management for day rates, kit rentals, overtime. Equipment scheduling for edit bays, color suites, render farms. Crew database with rates, availability, specialties. Timesheet integration with billing.

Built for: Facilities managing mixed staff and freelance crews across multiple concurrent projects.

Connect project budgets to actual costs in real-time. Bid tracking with estimate versus actual comparison by department. Vendor invoice tracking against budget allocations. Client billing based on approved work and deliverables. Automatic overage alerts when departments exceed budget. Profitability analysis by project and client.

Built for: Producers and production managers who need real-time budget visibility to prevent overages.

Connect your custom database to production tools you already use. Shotgun/ShotGrid data synchronization. Frame.io review workflow integration. QuickBooks or accounting system sync. Cloud storage connections (Google Drive, Dropbox, AWS). Render farm status integration. Slack or communication tool notifications.

Built for: Facilities wanting custom workflows while maintaining existing tool investments.

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Ready to automate your post-production workflows?

We’ve built production tracking systems for studios across LA who needed workflows that generic tools couldn’t handle. Let’s discuss your specific pipeline and what custom automation could eliminate.

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+1 (866) 852-4484

HarlowTech helped my company create a best-in-class quoting tool that was tailored to our very exacting sales process requirements.

This project saved our company hundreds of hours of time in the sales process, and boosted our ability to pull meaningful data from our formerly paper process. In addition to FileMaker and Web App projects, HarlowTech consulted with us on cybersecurity and IT issues, and I am very happy with their performance. I would be happy to work with them again in the future!

Alex Berezin
Arecont Vision LLC