The problemWhy production spending is so hard to track
A production company’s costs arrive in bursts, from people who do not work for you year-round. Freelancers will not install expense software for a three-day gig. Runners buy whatever the show needs on whoever’s card is closest. Vendor invoices span deposits, balances, and change fees across multiple events in the same month, and by wrap, the question “what did this show actually cost” takes a week of forensic spreadsheet work to answer.
The consequence is quiet.
You bid the next show on numbers you never fully verified from the last one.
No-login links that work on any phoneEvery swipe tied to a show the moment it happensVendor payment sequences visible in one placeA wrap report that exports itselfHow Clyr tracks a productionEvery dollar tied to its show
Crew receipts without an app
Cardholders get a text the moment a card is swiped and reply with a photo. Freelancers and runners use a no-login receipt link that works from any phone browser. Reminders chase what is missing so your production manager does not spend strike day collecting paper.
No-login receipt links →
Every expense tied to its show
Clyr matches receipts to transactions and codes them to the production, with configurable fields for whatever your reporting needs: venue, client, department, cost category. Coding rules capture the predictable vendors; AI suggestions handle the rest.
Custom fields →
Budget vs. actual, live
Set a budget per production and watch actuals accumulate against it in real time. If staging spend is running hot on day one of load-in, you know on day one, not at wrap, and the contingency conversation with the client happens while there is still a contingency left to discuss.
Job costing and profitability →
Vendor deposits and balances in one place
Vendor bills route through approvals and get paid by ACH, check, or card, with each payment tied to its production. Deposit and balance payments stop living in someone’s inbox.
Bill pay and accounts payable →Wrap reports that build themselves
Export spending by production with receipts batched into PDFs, so client billing and post-show reconciliation start from complete records. Reimbursements for out-of-pocket crew spending run through the same system.
Reports and exports →Any card the show runs on
Clyr connects to your existing Amex, Visa, and Mastercard accounts, including cards spread across producers and department heads. Real-time transaction notifications mean the producer sees the spending the moment it happens, whichever card it happened on.
Card expense management →Load-in dayLoad-in day, tracked in real time
Your audio lead swipes the show card for $214 of last-minute adapters and cable.
Clyr texts him; he replies with a receipt photo from the truck ramp.
The charge is coded to the Meridian corporate show, Audio department, and the show budget updates instantly.
The caterer’s balance invoice arrives by email, routes to the producer for approval, and is paid by ACH, tied to the same show.
At wrap, the production report exports with every receipt attached. The client dispute about the AV overage never happens, because the documentation is one click deep.
Shoots, not just showsMulti-day shoots and media production work
Production companies running shoots instead of shows have the same problem stretched over more days: art department buys, location fees, kit rentals, and crew meals accumulating across a week on three cards. Clyr treats a shoot like any production: budgets per project, expenses coded by department, receipts captured the day money moves.
Petty cash, the traditional answer, becomes mostly unnecessary when out-of-pocket spending runs through reimbursements with receipts attached, and personal charges on a production card get identified and separated instead of argued about at wrap.
The pattern holds whether the project is a corporate event, a festival stage, a branded shoot, or a season of episodic work: one budget, one coded expense trail, one export at the end.
FAQFrequently asked questions
Can Clyr track spending per event or production?
Yes. Every card transaction, bill, and reimbursement is coded to a specific production, and budgets are tracked per production in real time.
How do freelance crew submit receipts?
Through a no-login receipt link that opens in any phone browser: snap a photo, submit, done. No account creation, no app install, which matters when your crew changes every show.
Can we see budget vs. actual during the event?
Yes. Actuals post as money is spent, so producers can check budget position during load-in, show days, and strike rather than discovering the overage at wrap.
How are vendor deposits and final payments handled?
Vendor bills route through your approval flow and are paid by ACH, check, or card, each tied to its production, so deposit-and-balance sequences stay visible in one place.
What does the wrap report look like?
Spending exports by production with coding intact and receipts batched as PDFs, ready for client billing, reconciliation, or your accountant. Data also syncs to QuickBooks.
Do we need to change cards or banks?
No. Clyr connects to the cards and accounts you already use, across Amex, Visa, Mastercard, and 16,000+ financial institutions.
Get a demoBring the budget from your last show
Bring the budget from your last show to a 20-minute demo and we will rebuild its expense trail in front of you.