TLDR (Summary)
The best project management software for video producers is Plutio ($19/month).
Video production requires tracking pre-production tasks, shoot schedules, editing timelines, revision rounds, and client deliveries, while coordinating with clients who need to review cuts, provide feedback, approve edits, and receive final files. Plutio connects project management with client portals for feedback loops, file sharing for asset delivery, time tracking for accurate billing, and invoicing tied to production milestones. Projects stay organized while clients interact through branded portals instead of scattered email threads and file-sharing links.
According to industry research, 60% admin rather than actual production. For video producers, that means pre-production coordination, revision tracking, asset management, and invoicing consume time that could go toward filming and editing.
For additional strategies, read our freelance project management guide.
What is project management software for video producers?
Project management software for video producers is software that tracks production workflows, pre-production, shoots, editing, revisions, and delivery, with complete visibility across timelines, assets, and client feedback.
The distinction matters: generic task managers like Asana or Monday track what's due but don't connect production stages to client communication, file delivery, or billing. Video production project management connects pre-production planning to shoot schedules, editing timelines to revision tracking, and completed work to invoicing.
What video production project management actually does
Core functions include organizing production phases (pre-production, production, post-production, delivery), assigning tasks to team members and collaborators, tracking assets and footage across editing stages, managing client feedback and revision rounds, scheduling shoots and editing time, and connecting completed work to invoicing.
Task management vs production management
Generic task managers track "edit scene 3" and "client review." Video production project management tracks the relationship between tasks, scene 3 edits depend on approved storyboards, client review requires uploading the cut to a shared portal, revisions spawn new tasks with version history, and final delivery triggers invoice generation. Task completion connects to workflow progression.
What makes video production project management different
Video projects involve large files that need organized sharing, revision rounds that require version tracking, client feedback that shapes editing direction, and billing tied to deliverable completion. Without project management that connects production stages to file management, client communication, and invoicing, coordination becomes a manual process, uploading files to separate sharing services, tracking feedback across email threads, reconciling hours for billing, and chasing payments after delivery.
When project management connects to file sharing, client portals, and invoicing, video producers coordinate complete productions without switching platforms for every client interaction.
Why video producers need project management software
Video producers who grow beyond 3-5 active projects face a compounding problem: every additional production multiplies the coordination overhead until administrative work consumes the time that should go toward filming and editing.
With one or two projects, managing timelines through spreadsheets, sharing files via email attachments, and tracking client feedback in your inbox remains manageable. At five simultaneous productions with multiple revision rounds each, that manual approach falls apart, file versions scatter across email threads, feedback gets buried in conversations, editing timelines shift without centralized visibility, and invoicing requires reconstructing hours after projects complete.
The context-switching problem
According to industry research, 60% admin rather than actual task completion. For video producers specifically, that means time spent uploading files to sharing services, searching for client feedback across email threads, updating project status in spreadsheets, reconciling hours for invoicing, and chasing payments, instead of shooting footage and editing sequences.
The fragmentation problem
You producers stack 5-7 disconnected tools: project management software like Asana or Monday ($10-25 per user per month), time tracking tools like Toggl or Harvest ($9-12 per user per month), file sharing through Dropbox, Google Drive, or Frame.io (varies by storage), invoicing software like QuickBooks or FreshBooks ($15-30 per month), client communication through email and messaging apps, contracts via DocuSign or PandaDoc ($20-40 per month), and scheduling tools for shoot coordination. Each tool handles one function, but none share data automatically. Completing a project requires touching every platform, mark tasks done in Asana, upload final files to Drive, send delivery email, create invoice in QuickBooks, reconcile time from Toggl.
The revision tracking problem
Video projects involve multiple revision rounds, client reviews rough cut, requests changes, reviews revised cut, requests more changes, approves final cut. Tracking which version the client reviewed, what feedback they provided, which changes got implemented, and when the next review is due becomes complex when feedback arrives via email, files live in separate sharing services, and project status updates happen in disconnected task managers. Version confusion leads to editing the wrong cut or missing client requests.
The scaling tipping point
You producers hit a threshold around 5-8 simultaneous projects where the manual coordination approach breaks down. Each production involves 10-20 tasks across pre-production, shooting, editing, revisions, and delivery. Multiplied by 5 projects, that's 50-100 tasks with dependencies, scene 5 can't be edited until scene 3 is approved, final delivery can't happen until payment is received, next shoot can't be scheduled until the client confirms availability. Managing those dependencies manually while jumping between platforms for every client interaction consumes more time than the production work itself.
Connected project management software absorbs the coordination work that would otherwise scale linearly with each new production, file sharing happens through project-connected portals, feedback appears alongside the assets it references, and invoicing ties directly to completed work.
Project management features video producers need
The essential project management features for video producers connect production workflows, pre-production, shoots, editing, revisions, delivery, with client feedback loops and billing while handling the file-heavy, revision-intensive patterns that video work requires.
Core project management features
- Production phase tracking: Organize projects into pre-production (storyboards, shot lists, scheduling), production (shoot days, footage capture), post-production (editing, color grading, sound design), revisions (client feedback rounds), and delivery (final exports, asset handoff).
- Task dependencies: Connect tasks so editing can't start until shooting completes, client review can't happen until the cut is uploaded, revisions can't begin until feedback arrives, and final delivery can't occur until approval is received.
- Timeline and milestone tracking: Visualize production schedules with deadlines for rough cuts, client reviews, revision deadlines, and final delivery dates, so every team member and client knows what's due when.
- File attachment and versioning: Attach video files, reference images, scripts, and assets directly to tasks, so editors find source material without searching separate drives, and version history tracks which cut the client reviewed.
- Team and collaborator assignment: Assign tasks to editors, camera operators, sound designers, and external collaborators with clear ownership, so everyone knows their responsibilities and deadlines.
- Time tracking per task: Log hours spent on pre-production planning, shooting, editing, revisions, and delivery, so billing reflects actual work and project revenue is visible per project.
Video producer-specific features
- Client feedback integration: Client comments appear alongside the assets they reference, rough cut review feedback appears with the video file, revision requests attach to the task they affect, and approval confirmations link to final deliverables. Industry standard is that projects involve 2-4 revision where feedback clarity determines editing efficiency.
- Portal-based file sharing: Clients access review cuts, final deliverables, and project files through branded portals, no emailing large attachments, no juggling multiple file-sharing services, no broken download links after 30 days.
- Revision round tracking: Track which version the client reviewed, what changes they requested, which revisions got implemented, and when the next review is scheduled, so editing effort stays focused and version confusion doesn't lead to wasted work.
- Deliverable-to-invoice connection: When a project reaches final delivery, invoices generate automatically based on tracked time or milestone completion, so billing happens immediately instead of weeks later when hours are harder to reconstruct.
Platform features that multiply value
- White-label branding: Custom domain, logo, colors. All client-facing communications, portal access, file sharing, review requests, invoices, show your brand, not the software's.
- Unified inbox: All client messages, feedback on cuts, revision requests, delivery confirmations, payment questions, arrive in one place instead of scattered across email threads and messaging apps.
- Permissions: Control who sees what, clients view their projects and files, editors access assigned tasks, collaborators see relevant footage, and billing details stay private.
- Automations: Create rules that trigger actions without your involvement, client approval on rough cut creates revision task, final delivery triggers invoice send, payment received marks project complete.
The deciding factor for video producers is integration depth. Project management software that connects with file sharing, client communication, and invoicing eliminates duplicate data entry and the platform-switching that consumes production time.
Project management software pricing for video producers
Project management software for video producers typically costs $50-100 per month when stacking separate tools for task management, file sharing, time tracking, and invoicing, with integrated platforms providing complete functionality at lower total cost.
What video producers typically pay for project management tools
- Asana: $10.99-24.99 per user per month, organizes tasks and timelines but lacks file sharing for large video files, client portals for feedback, and invoicing for billing.
- Monday.com: $9-19 per user per month with 3-seat minimum, tracks projects visually but requires separate tools for contracts, time tracking tied to billing, and payment collection.
- ClickUp: $7-12 per user per month plus $9 per user for AI features, includes task management and docs but lacks client portals for review cycles and integrated invoicing for deliverable-based billing.
- Trello: $5-10 per user per month, simple boards for task organization but no timeline visualization, file version tracking, or connection to invoicing.
- Frame.io: $15-30 per user per month, specialized for video review and collaboration but doesn't handle pre-production planning, shoot scheduling, or invoicing, so it becomes one more tool in the stack.
You producers add separate tools for file storage (Dropbox or Google Drive at $10-20 per month), time tracking (Toggl or Harvest at $9-12 per user per month), and invoicing (QuickBooks or FreshBooks at $15-30 per month), reaching $50-100 monthly across fragmented platforms.
Plutio pricing (January 2026)
- Core: $19/month: Unlimited project management plus time tracking, file storage, client portals, proposals, contracts, and invoicing for up to 9 active clients.
- Pro: $49/month: Unlimited clients, 30 contributors for editors and collaborators, advanced permissions for controlling file and project access.
- Max: $199/month: Unlimited team, full white-label with custom domain for client portals, single sign-on for team access.
All plans include all features, no tier-locking project management, time tracking, invoicing, or client portals. Pricing is flat per month, not per user, making it cost-effective for video producers who work with multiple editors and collaborators on different projects.
The ROI calculation for video producers
- Time saved on coordination: Uploading files to client portals instead of emailing attachments, receiving feedback in-context instead of searching email threads, and tracking revisions automatically instead of manually reconciling versions saves 3-5 hours per project. At 5 projects per month, that's 15-25 hours, nearly a full work week, recovered for production.
- Faster payment collection: Invoices that generate automatically when projects reach delivery and send through the same portal clients use for project communication get paid faster than invoices sent weeks after delivery when clients have moved on mentally. Reducing payment time from 45 days to 20 days improves cash flow significantly.
- Reduced tool costs: Replacing Asana ($25/user), Dropbox ($20), Toggl ($12/user), and QuickBooks ($30) with one platform at $19-49 per month eliminates $87-100 in monthly subscriptions while also eliminating the time spent copying data between systems.
Project management software ROI comes through time recovered from coordination overhead and cash flow improvement from faster invoicing. Plutio pays for itself when one project per month gets invoiced 2-3 weeks sooner because billing ties directly to delivery.
Why Plutio is the best project management for video producers
Plutio handles project management as part of a complete platform where production tracking, client feedback, file sharing, and invoicing work together rather than as separate tools that need manual connection.
Production workflow tracking with client visibility
Projects organize into boards, lists, or calendar view, whichever visualization matches how you track pre-production, shoots, editing, and delivery. Tasks break down into subtasks so "Episode 3 Edit" becomes "rough cut," "client review," "revisions," "color grading," and "final export." Dependencies connect tasks so client review can't happen until the rough cut is marked complete, revisions can't start until feedback arrives, and invoicing can't trigger until final approval is received. Clients see project progress through their portal, which stage the production is in, when the next review is scheduled, what deliverables are ready, without needing access to your internal task management or status update emails.
Revision tracking with version history
When clients provide feedback on a rough cut, their comments attach to the task and file they reference. "Change the intro music" appears alongside the rough cut file, and when you upload the revised version, both versions remain accessible with timestamps showing which cut the client reviewed and when revisions were submitted. Version confusion, editing an old file, missing a round of feedback, delivering the wrong cut, drops to near zero because the project timeline shows exactly which version is current and what feedback shaped it.
File sharing through project-connected portals
Upload video files directly to projects, and clients access them through their branded portal, your domain (on Max plan), your logo, your colors. No emailing 500MB attachments, no uploading to multiple file-sharing services, no broken links when free trials expire. Files stay organized by project, large video files remain accessible without storage limits consuming your subscription, and download links don't expire after 30 days. Clients log into one portal to review cuts, download final deliverables, and access project assets. The complete workflow connects file sharing to project context instead of a separate coordination layer.
Time tracking tied to editing and production tasks
Track time per task,2 hours editing scene 5, 45 minutes on color grading, 30 minutes incorporating client feedback. Time logs attach to the task and project they belong to, so when you're ready to invoice, billable hours are already organized by deliverable. No reconstructing time weeks after a shoot wraps, no switching to a separate time tracking app during editing, no manual reconciliation when creating invoices. Track time with a timer while working or add entries manually afterward, and hours flow directly into invoicing.
Deliverable-to-invoice automation
When a project reaches "Final Delivery" status, Plutio can generate the invoice automatically based on tracked hours or fixed milestones. Invoice includes a breakdown of time spent per task, payment link for Stripe or PayPal, and sends through the same portal the client uses for project access. Client reviews the final cut, approves it, and receives the invoice in one interaction, instead of delivery happening in one platform and invoicing following weeks later through email when reconstructing hours requires guesswork. Faster invoicing means faster payment.
Proposals that create projects automatically
Send a video production proposal through Plutio, scope of work, deliverables, timeline, pricing, payment schedule. Client reviews, signs digitally, and optionally pays a deposit. When they accept, Plutio creates the project automatically with tasks, deadlines, and invoicing schedule already configured. Pre-production doesn't wait for you to set up the project manually after the contract is signed, production begins immediately because the workflow is already in place.
White-label everything
Use your own domain (Max plan). Upload your logo, set your brand colors and typography. Every client-facing touchpoint, portal login, file access, review requests, invoices, contracts, shows your brand, not Plutio's. Clients interact with your production company, not third-party software.
Unified inbox for all client communication
When a client comments on a rough cut review, asks about the next shoot date, or questions an invoice, the message appears in one inbox. Reply directly without opening email or switching to messaging apps. Communication stays attached to the project and task it references, so context is always visible, you see the client's feedback alongside the cut they're referencing, not buried in an email thread from two weeks ago.
Granular permissions for team and client access
Control exactly who sees what at the level that makes sense for video production. Clients view their projects, review files, and pay invoices, but don't see internal notes, time tracking, or other clients' work. Editors access tasks assigned to them and files they need, but don't see billing or client communication. Collaborators like camera operators or sound designers get access to relevant projects without seeing your complete client list. Permissions scale with team complexity.
No-code automations for production workflows
Create rules that trigger actions without your involvement, client approves rough cut and a "revisions" task is created, final delivery is marked complete and an invoice sends automatically, payment is received and the project moves to "Complete" status. Common video producer automations include: sending review reminders when a cut has been uploaded for 3 days without feedback, creating invoice when project status changes to "Final Delivery," and notifying the team when a new project is created from an accepted proposal.
Native integrations for video producer workflows
Connect Stripe and PayPal for payment collection on invoices and deposits. Sync Google Calendar or Outlook so shoot schedules and editing deadlines appear on your calendar. Use Zapier to connect 3,000+ other apps, automatically upload final deliverables to client Google Drive folders, post project status updates to Slack, or sync client data with your accounting software. Integrations extend functionality without requiring manual data transfer.
Everything runs from one app with your branding, your file organization, and your production workflow logic, pre-production planning connects to shoot scheduling, editing tasks link to time tracking for billing, and client feedback appears alongside the assets it references.
How to set up project management in Plutio
Setting up project management in Plutio takes 2-4 hours for initial configuration, then 5-15 minutes per project after your templates and integrations are in place.
Step 1: Configure default settings (30 mins)
Set your project view preferences, boards for kanban-style organization, lists for linear task tracking, or calendar for deadline-focused visibility. Configure task statuses to match your production workflow: "Pre-Production," "Shooting," "Editing," "Client Review," "Revisions," "Final Delivery." Set default time tracking settings, whether to track time by timer or manual entry, whether all time is billable by default, and what rates apply to different task types. Configure client portal settings so clients see project progress, access files, and provide feedback through branded portals.
Step 2: Create templates (1-2 hours)
Build 3-5 project templates covering your common video production types. For video producers, recommended templates include:
- Corporate video template: Pre-production (discovery call, script approval, shot list creation), production (shoot day), post-production (rough cut, client review, revisions, color grading, sound design, final export), delivery (upload to portal, invoice). Typical timeline: 3-4 weeks with 2 revision rounds.
- Social media content template: Planning (content calendar, shot list), shooting (batch filming day), editing (rough cuts for multiple videos), client review (batch approval), revisions (individual video edits), delivery (export in multiple formats). Typical timeline: 1-2 weeks, multiple deliverables.
- Event coverage template: Pre-event (logistics coordination, shot list, schedule confirmation), event day (footage capture), post-production (footage review, highlight reel editing, client review, revisions, final edit), delivery (full footage handoff, highlight reel export). Typical timeline: 2-3 weeks with 1-2 revision rounds.
- Long-form content template: Development (concept approval, script review, storyboarding), production (multi-day shoots), post-production (assembly cut, rough cut, fine cut, client reviews at each stage, revisions, color grading, sound mixing, final master), delivery (multiple formats and resolutions). Typical timeline: 6-10 weeks with 3-4 review checkpoints.
Each template includes tasks with estimated time per task, file upload placeholders for scripts and footage, and milestone-based invoicing triggers. Use your first real project to refine the template, then duplicate it for similar productions.
Step 3: Connect integrations (20 mins)
Link Stripe and/or PayPal for payment collection on invoices and proposal deposits. Connect your calendar (Google Calendar or Outlook) so shoot dates and editing deadlines sync automatically. Test each integration before using with clients, send a test invoice to yourself, create a test event to verify calendar sync, and confirm payment processing works by completing a $1 transaction.
Step 4: Import existing data (30 mins)
If you're migrating from another project management tool, export your active projects and import them into Plutio. Upload client contact information via CSV to establish your client list fast. Import existing time tracking data if you need historical records for billing or project revenue analysis. Focus on active and upcoming projects, completed projects from months ago can remain archived in your old system.
Step 5: Test with one real project
Run through the complete workflow with an actual production rather than a test account. Create the project from a template, upload real footage, invite the client to their portal, have them review a cut and provide feedback, track your editing time, and send the final invoice through the platform. The complete workflow test reveals adjustments, maybe you need a "Waiting for Feedback" status, maybe file upload notifications should go to your inbox, maybe invoice reminders should send after 7 days instead of 14. Make adjustments before rolling out to all projects.
Common setup mistakes to avoid
- Over-customizing too early: Start with simple project templates covering your most common production types, corporate video, social content, event coverage. Add complexity (custom fields, advanced automations, detailed task dependencies) based on actual needs after running a few real projects, not based on hypothetical requirements during setup.
- Ignoring mobile: Download the Plutio mobile apps (iOS and Android) during setup and test key workflows, uploading footage from your phone after a shoot, reviewing client feedback while away from your desk, tracking time during editing sessions. Mobile access matters for video producers who work from different locations.
- Skipping automation setup: Configure automatic reminders during initial setup, reminder to client when a cut has been uploaded for 3 days without review, reminder to yourself when a revision deadline is approaching, automatic invoice send when project status changes to "Final Delivery." Automations that run from day one save more time than automations added months later.
Build templates for the 80% cases that cover most of your production work, standard corporate videos, regular social content, typical event coverage. Handle the outliers (feature films, complex multi-episode series) as custom projects.
Project management organization for video producers
Organizing project management creates clarity across production stages and enables efficient coordination between pre-production planning, shooting, editing, and delivery.
Production stage organization for video producers
- Pre-Production projects: Discovery calls, script development, storyboarding, shot list creation, location scouting, talent coordination, equipment preparation. Tasks in this stage involve planning, client alignment, and logistics confirmation before shooting begins.
- Production (Shooting) projects: Active filming, footage capture, on-set coordination. Tasks involve shoot schedules, equipment lists, crew coordination, and backup confirmations. Projects in this stage are time-sensitive and location-dependent.
- Post-Production projects: Editing, color grading, sound design, motion graphics, revisions. Tasks involve assembly cuts, rough cuts, client reviews, revision rounds, and final exports. The Final Delivery stage typically involves the most tasks and longest duration.
- Client Review projects: Cuts uploaded and awaiting feedback. The Client Review status signals that the project is waiting on client input rather than internal editing work, helps prioritize editing time toward projects where you control progress.
- Final Delivery projects: Approved edits ready for export and handoff. Tasks involve exporting in multiple formats and resolutions, uploading to client portals or delivery platforms, and sending invoices. The Final Delivery stage triggers invoicing and project completion.
- Completed projects: Delivered, invoiced, and paid. Archived but accessible for reference if clients return for additional work.
Task dependency and workflow stages
- Pre-Production complete → Production starts: Shooting can't begin until scripts are approved, shot lists are finalized, and locations are confirmed. Task dependencies prevent editors from seeing unfilmed scenes as "ready to edit."
- Production complete → Post-Production starts: Editing can't begin until footage is captured, backed up, and organized. Dependencies make sure editors don't waste time looking for assets that don't exist yet.
- Rough cut complete → Client Review: Client feedback can't happen until a reviewable cut is uploaded to their portal. Dependencies prevent "waiting for feedback" delays when cuts aren't actually ready for review.
- Client approval → Final Delivery: Final exports and invoicing can't happen until the client has approved the cut. Dependencies make sure you don't deliver files before final approval or send invoices before projects are complete.
Information to track per project
- Client name and contact information (links to client profile)
- Project type (corporate video, social content, event coverage, long-form content)
- Deliverables and formats (number of videos, lengths, export specifications)
- Deadlines (shoot dates, rough cut due, final delivery date)
- Budget and billing (fixed price, hourly rate, tracked time, invoicing milestones)
- File locations (raw footage paths, project file backups, export destinations)
- Revision rounds remaining (contracted number, rounds used, feedback received)
- Team assignments (editor, camera operator, sound designer, colorist)
Proven methods for video production project management
- Use consistent task naming,"Rough Cut" means the same thing across all projects, not "First Edit" on some and "Draft" on others. Consistency enables template reuse and team clarity.
- Track time per task, not just per project, knowing that color grading took 4 hours while revisions took 6 hours reveals where time actually goes and informs future estimates.
- Attach files to the tasks they're relevant to, raw footage attaches to "Editing" tasks, rough cuts attach to "Client Review" tasks, final exports attach to "Delivery" tasks. File organization follows project structure.
- Use project templates for similar production types, don't rebuild task lists for every corporate video when 90% of the workflow is identical. Templates become more accurate as you refine them based on actual project duration.
- Set realistic buffer times, if client review typically takes 3-5 days, don't schedule final delivery 1 day after uploading the rough cut. Buffers account for real-world client response times.
Organized project management enables project revenue visibility. When time tracking connects to tasks and tasks connect to projects, you see which production types are profitable and which consume more time than anticipated.
Client portals for video producers: project management connection
Client portals connect project management data to client-facing access, creating smooth feedback loops and file delivery without coordination overhead.
Portal as production hub
Clients access their complete production relationship through branded portals. Project timeline shows pre-production, shooting, editing, and delivery stages in one place. Files (scripts, rough cuts, final deliverables) appear organized by project. Messages about feedback, revisions, and delivery happen in-context. Invoices for deposits and final payment show alongside the projects they're billing for. Project management data powers what clients see, task completion updates the timeline, file uploads make new cuts available for review, and status changes trigger portal notifications.
Consistent experience across all client interactions
Portal presentation reflects the organized structure in project management. Clients see professional, consistent interface for every production, logging in shows all their projects, clicking a project shows its timeline and files, clicking a file shows version history and download options. No scattered experience where review links come through email, contracts arrive via DocuSign, invoices send from QuickBooks, and file sharing happens through Dropbox. One portal, one login, one branded experience.
Self-service access reduces coordination
Clients find their own files without emailing you for download links. Project timeline shows production status without requiring status update emails. Invoice history is accessible without requesting copies. Previous project files remain available when clients return months later for additional work. Project management organization enables client self-service, when files are organized by project and projects are organized by stage, clients navigate their production independently without administrative burden on your side.
Two-way visibility keeps feedback connected to context
Portal interactions feed back into project management. When a client comments on a rough cut, the feedback appears in your project alongside the file they reviewed. When they approve a final cut, the project status updates automatically. When they pay an invoice, the payment records against the project it's billing for. Complete picture from both perspectives, you see client feedback in project management context, they see production progress in their portal interface.
Production continuity across engagements
Portals maintain relationship history across multiple productions. Returning clients find their previous projects, review past deliverables, reference previous timelines, see historical invoices. Connection maintained between video series episodes, seasonal content, or annual event coverage. Portal access doesn't expire when a project completes, clients retain access to their files and project history, and new projects appear in the same interface when you start the next production.
Portals make project management client-facing. Internal organization (production stages, task completion, file versions) translates to external experience (timeline visibility, file access, feedback loops).
How to migrate project management to Plutio
Migration from another project management software typically takes 3-5 hours of active work spread over a weekend, with the best time to switch being between production cycles rather than mid-project when active editing and client reviews are happening.
Step 1: Export from your current tool
You management software provides CSV export for tasks and projects. Here's what to export from common tools:
- Asana: Export projects as CSV from project menu. Includes task names, assignees, due dates, and descriptions. Does not export file attachments, download those separately.
- Monday.com: Export boards as Excel from board menu. Includes all columns (status, owners, dates, custom fields). File attachments require manual download.
- Trello: Export boards as JSON from board menu → Power-Ups → Export. Convert JSON to CSV using online converter. Download card attachments manually via Trello's attachment export.
- ClickUp: Export spaces, folders, or lists as CSV from settings. Includes tasks, subtasks, assignees, dates, priorities. Attachments download separately.
Also export your client list from wherever you currently track it. CRM, spreadsheet, invoicing software, so you can import clients into Plutio and link projects to the correct client accounts.
Step 2: Build templates in Plutio (2-3 hours)
Use your exported projects as reference to create new project templates. Focus on forward-looking workflows, not historical archives. Build templates for your 3-5 most common production types, corporate video, social content, event coverage, long-form projects. Include task structure, estimated durations, file upload placeholders, and invoicing milestones. Test each template by creating a sample project and walking through the workflow, does the task order make sense, are dependencies set correctly, do file attachments work as expected. Refining templates now saves setup time on every future project.
Step 3: Set up integrations (30 mins)
Connect payment processing (Stripe, PayPal, or Square) so invoices include payment links and deposits can be collected on proposals. Connect calendar sync (Google Calendar or Outlook) so shoot dates and editing deadlines appear on your calendar automatically. Link your accounting software (QuickBooks, Xero) if you use one for financial tracking. Test each integration before relying on it, send yourself a test invoice and complete payment, create a test event to verify calendar sync, and confirm accounting data flows correctly.
Step 4: Import data (30 mins)
Upload your client list via CSV import to establish client accounts. Import active and upcoming projects from your exported data. Focus on projects that are in progress or starting soon, completed projects from months ago can remain archived in your old system unless you need them for reference. Upload relevant files to the appropriate projects so clients find their assets when they log into their new portals. Map custom fields if your old tool used fields that Plutio should replicate (production type, client industry, deliverable format).
Step 5: Run parallel for new work
Use Plutio for all new productions, new client projects, new video series, new event coverage, while keeping the old system active for projects already in progress. The parallel approach avoids disrupting active editing workflows, client review cycles, or revision rounds. When a project in your old system reaches final delivery and invoicing, don't create the next project there, start it in Plutio instead. Gradually shift work to the new platform without forcing a hard cutover mid-production.
Step 6: Phase out the old tool
Once all active projects on your old system complete (typically 30-60 days depending on your production timelines), cancel that subscription. Export a final archive of completed projects for your records. Update any client-facing links (booking pages, portal access) to point to Plutio. Redirect clients who try to access the old portal by sending them their new Plutio portal login. Complete transition without losing historical data or disrupting client access.
Common migration pitfalls to avoid
- Trying to migrate everything: Focus on active projects and forward-looking workflows. Completed projects from a year ago don't need to move, export them as PDF or CSV archives from your old tool and store them locally. Migrate what you'll use, archive what you won't.
- Switching mid-production: Finish in-progress projects on the old system where editing workflows, client review cycles, and file organization are already established. Switching platforms mid-revision round risks version confusion and duplicated effort. Start new projects in Plutio, complete active projects where they are.
- Not testing integrations: Verify payment processing works before sending real client invoices. Confirm calendar sync is working before relying on it for shoot schedules. Test file upload limits before uploading 50GB of raw footage. Integration problems discovered mid-project are more disruptive than integration problems discovered during setup.
- Skipping client communication: Tell clients you're switching platforms and send them their new portal login before they need it. Proactive communication ("We've upgraded our client portal, here's your new login") prevents confusion. Reactive communication (client can't find their files and emails asking where they went) creates frustration.
The investment in migration pays back in time saved on every future production, file sharing happens through project-connected portals instead of separate upload services, feedback appears in-context instead of scattered across email, and invoicing ties directly to completed work instead of requiring manual reconciliation.
