A production invoice has a shape the client already expects: the camera package, then vision and monitoring, then crew and transport, then the deposit — each with a subtotal the producer can check against the quote without ringing you.
Asset Giant builds that document out of the kit you already track, prices every hire line from that item's own rates, and lets you write the sentence that explains the awkward bit.
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Lay it out like a kit list, not a shopping basket
Every document is a list of lines you arrange yourself, and several of the line types carry no money at all — they exist to make the paperwork readable:
- Section headings — Camera package, Lighting and grip, Crew and transport. A heading also starts a new running total, so the next subtotal means that section and not everything above it.
- Description lines — a sentence with no charge attached, for the thing that would otherwise become an email. "Second body carried as backup at no charge; lens hire reduced by one day as agreed with production."
- Subtotals wherever you want a figure — computed, never typed, so one cannot go stale when you change a line above it.
- Discount lines, when you have knocked something off and would rather say so than quietly shave a rate.
Reorder anything with the up and down arrows on a phone, or drag lines about on a desktop. None of it costs you anything — the invoice is the metered unit, and nothing inside it is. See Quotes and Invoices.
Hire is priced by period, not by days times a rate
This is where most inventory systems stop and a spreadsheet takes over. In Asset Giant the rates live on the item itself, beside the serial number and the purchase price, and each item can carry three rate bands — a standard price, a trade price, a contract price. Every band names its own period: per hour, per day, per week, per month, or a single fixed charge.
Add the item to a document over a set of dates and Asset Giant prices every band it offers across that window and charges the one that comes out cheapest — so a two-week camera hire is billed weekly without anybody remembering to check. Pin a band yourself and that band is used regardless.
Then your own charging rules apply on top, set once:
- Chargeable days — a Friday-to-Monday hire is one chargeable day if you do not bill weekends.
- Part periods — round up to a whole period, up to the nearest half, or charge strictly in proportion.
- Minimum hire and a per-item minimum charge, which is what small accessories turn on.
- Grace hours on return, so a shoot that overruns by a morning does not silently become another day nobody agreed to.
Open the Details panel on any hire line and it states in words how the figure was reached — the unit, the period, how many periods it worked out and any discount — above a periods field you can type over, and a total you can override outright. Full detail in Hire Pricing and Charges.
Crew, transport, consumables and the deposit
Not everything on a production invoice is a hire. Rate items are your saved catalogue of everything else you charge for: an operator's day rate, a DIT, delivery and collection, a runner, expendables, damage waiver. Save each with its price, unit and VAT treatment, drop it onto any document in two taps, and it takes a copy — putting your operator day rate up in March does not restate an invoice already issued. A line you typed by hand can be promoted with "Save as rate item", which deliberately leaves your line alone. Rate items are not assets and never count against your plan.
Sold rather than hired — a card, a drive, a length of cable? A sale item comes off stock when the invoice is issued, and sits on the same document as the hire. And a refundable deposit is its own line type: never taxed, carried as its own figure at the foot, with a note explaining why no VAT is due on it.
From the booking, to the invoice, to paid
The dates you booked are the dates the hire is priced over, and a booking that has ended without being billed lands in an uninvoiced list — the kit that went out three weeks ago and came back on a Tuesday. Your own internal shoots are kept out of it. See Easy Scheduling and Booking.
A quote becomes an invoice in one press, carrying every heading, line and tax treatment. Quotes are unlimited on every plan. The same client every month? Save it as a template, which deliberately holds no dates and no frozen prices, so next month re-prices itself. Every issued invoice travels as a private link the client opens on a phone, and with your own Stripe account connected it gains a Pay now panel — the money lands in your balance and Asset Giant takes no cut.
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