Mr. Camera HQ

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Answers are case-insensitive and trimmed. Stored as a SHA-256 hash, never plaintext.

Reads from QuickBooks; re-links + updates status in HQ only. Nothing is written back to QBO.

Server email not configured? If you haven't added a RESEND_API_KEY to .env yet, the email won't send. Use security questions instead if you've set them up.

Send Availability Requests

Select crew to contact for this job

Per-row text preview (💬 / ✉️)

Auto-text sends a shorter ask with one-tap Accept / Decline links and tracks replies for you.

Auto-texts checked crew from your business line · replies land in the Outreach Tracker. The per-row 💬 / ✉️ buttons still message from your own apps.

First name *

Last name

Phone

Company

Type

How found us

Referred by

Company name *

Industry

Phone

Website

Lead status

Default payment terms (auto-fills new estimates)

Notes

Billing address (auto-fills this client's estimates & invoices)

Bill To

These contacts become the primary To on outgoing estimate / invoice emails. The main client contact drops to CC. Add as many as you need (AP, business affairs, second producer, etc.).

Full name *

Email *

Role

An invite email will be sent via Resend with a link to set their first password. The link expires in 60 minutes. Resend the invite from the user card if they miss it.

↺ Recalc pricing — pick exclusions

Item name *

Description

Unit

My cost

Base rate

Markup %

QBO income account

Where this item's revenue books in QuickBooks. Leave on default to use the item-type account.

Build out the gear bundle that ships when this catalog item gets booked.

Adding components doesn't change the catalog item's rate — it just records what physically goes out the door. The packing list expands each component as its own line so the prep crew can tick them off, and (in the future) inventory check-out can mark each unit as out.

Status

Phone

Notes

First name

Last name

Nickname — used everywhere except formal PDFs / invoice emails

Company

Type (select all that apply)

Phone

Include email in Bill To — adds this contact's email to the Bill To on their invoices

Job Title

Default payment terms — overrides the company's default when set

Notes

Labor Positions & Rates

Middle $ = crew cost (their day rate) · Right $ = client rate on estimates. Editing here overwrites what the crew entered.

Equipment for Rent

Appears in vendor pickers when this contact is also a vendor.

Bill To · primary recipients for this contact

Stacks with the company-level Bill To list. When this contact is linked to an estimate, these emails go on To; the contact's own email drops to CC.

Crew Profile — what the crew member sets in their portal. You can change or overwrite any of it.

Headshot

Work photos (up to 6)

Wrap-form delivery

Payment setup Bill.com account is set up

List on the public crew store — needs at least one position

🔐 Portal security

Kill switch for a lost or stolen phone — removes any Face ID / Touch ID sign-in this crew member enrolled. They keep password sign-in and can re-enroll on a new device.

Unavailable dates

Checking portal account…

Rates paid by position

Revenue by year

↑↓ navigate · Enter open · Esc close Start typing

Curate the type-ahead options used in the Equipment table. Rename to propagate the change to every item using the old value.

Review and edit, then choose how to send — nothing goes out until you click. Send via Resend emails from your account · Open in Mail drafts in your Mac's Mail.app · Download PDF saves to this computer.

Subject

Message

This is exactly what the recipient will receive. Nothing is sent until you click Confirm & send.

Subject

Preview

Scan each unit as it goes out — the exact tag / serial is recorded against this order. Scan something that isn't on the list and you can skip it or add it (a charge needs the manager PIN).

Scan the gear back in. Flag anything Damaged (it returns and goes out-of-service for repair); anything not scanned back is marked Missing.

Link to an existing Catalog item (optional)

Name *

Manufacturer

Model

Category

Day rate ($)

Qty owned

Insurance value ($)

Description (internal — used on estimates & QBO)

Serial #

Purchase date

Purchase price ($)

Purchased from

🛒 List this item on the public rental storefront

Day rate, manufacturer, model & category above are shared with the store. The fields below are storefront-only.

📷

＋ Photo

Store description (what renters see — separate from the description above)

User manual link (shows as 📖 on the item page)

Equipment

Job / Estimate #

Date out

One-shot pull of every Customer, Vendor, Catalog Item, Estimate, and Invoice from your QuickBooks file. Run this once after connecting to production. Re-running is safe — already-imported records are skipped (matched by QBO id).

Pulls every customer + service item from your QBO file. Caches their IDs locally so future invoice pushes skip the find-or-create round-trip. No QBO records are created or modified — read-only against your QBO file.

Pulls every Active Service Item from your QBO file and reconciles against your local catalog. For drift items, pick a winner. For QBO-only items, choose which to import. After applying, every QBO Item Id gets cached locally so future invoice pushes skip the lookup-and-create round-trips entirely.

One-time configuration. Mr. Camera HQ caches three QBO identifiers locally so it knows where to attach data when pushing invoices: a default Income Account, your three Custom Field mappings, and a default Tax Code. You can change these later from Settings → 🔗 QuickBooks Online → Reconfigure.

Loading QBO settings…

Compares your contacts against the bundled QuickBooks Customer List (~698 records) and Vendor List (~625 records). Matches are made on email, company name, or person name.
Existing tags are preserved — Client and Crew flags are added on top of whatever's already there. Nothing gets removed.

Your data is saved to the server and snapshotted automatically on every change (the last 30 versions are kept), so clearing your cache or switching browsers won't lose it. A download here is an extra off-site copy you keep off Fly.

Off-site email backup (optional)

Emails a gzipped copy of all your data to the address below. Save an address to turn on a nightly automatic backup, or send one now. The file contains your business data — it only goes to this address.

Restore from a backup file:

⚠ Restore will overwrite all current data. A confirmation dialog shows what's in the file.

⌕ Search anything… ⌘ K

Dan Jacobs ▾

Pipeline

Estimates

— Draft

Auto-saved

Estimate Agent

Add 2 camera ops for 3 days at 62 Duplicate Day 1 as Day 2 Set all equipment markup to 20% Add a post section with 40 hours editing What's my profit margin?

Client & Job Info

Company

Contact person

Client email

Client phone

Bill To · primary "To" recipients

Billing address

Production Name show / segment / project

P2P-PO client PO #

Referred by

Estimate #

Estimate date

Expiration

Terms

Tax rate (%)

Follow-up date

Win/Loss reason

Global markup %

0 selected Markup%: Date: Vendor: Move to:

Payment schedule

QBO: Not pushed

Internal notes

Client message (shown on estimate)

Internal financials — never shown to client

Finder's fee % %

Jobs

Accepted productions by stage

Pre-Production

Shoot

Post

Delivered

Vendor Invoices

Crew & vendor invoices — received vs. outstanding, checked against the estimate

Invoices

Invoiced & paid estimates

Job Reservation Status

Crew & equipment availability by job

Crew Not contacted Reaching out Confirmed Declined Equipment Requested Unavailable Click a pill to cycle · shift-click to reverse

Marketplace

Bookings & invoices flowing in from the crew marketplace — review each event, or turn a booking into an estimate

Post-Production

Editing tracker — every estimate with editing in scope

Contacts

Sort by

Referrals

Who sends you business — billed & profit per referrer

Hide zero-job

Top referral sources

All referrals

Catalog

Standard rates — edit inline

Global markup %

Select rows to batch-change specific items

0 selected

	T	Name ↕	Description	Source	Unit	Qty owned	My cost	Base rate ↕	Mkup %	Mkup $	Total rate

Rentals

Online rental requests, gear scanning & your storefront customers

Incoming requests from your public storefront — confirm availability & pricing, then Approve, Quote, or Decline. New customer sign-ups awaiting approval show up here too.

Store Settings

Your rental storefront — equipment, crew & website controls

Pick which gear shows on the public rental storefront — checked gear is listed at its day rate. Add a photo and a short store description so it looks good to renters. Crew are on the Crew Manager tab; open/close the store & set terms on the Website tab.

Equipment

Internal gear — insurance & asset tracking. Add gear here or flag existing Catalog items as Internal.

Name	Description	Category	Day rate	Manufacturer	Model #	Qty owned	Ins. value	Status

Vendors

Equipment and service vendors

Templates

Reusable estimate structures, messages, and outreach copy — all in one place.

Financials

Revenue, profit, margins, conversion & cash flow

Revenue & profit by month

Cash flow — next 30/60/90 days

Most profitable clients

Avg estimate size trend

Conversion rate by month

Pipeline — open estimates by stage

Profit by month — year over year

Reports

Business performance at a glance

From date

To date

Client

Status

Call Sheets

Generated from accepted estimates

No call sheets yet.

Email History

All outbound communications

Client

Action type

Date range

Settings

Users, company info, QBO, notifications

Trash

Deleted estimates are kept here for 7 days, then permanently removed

Audit Log

Full change history

Event type

From date

To date

User