Introduction Last updated: 2021-01-10

Chedar is a budget monitoring software designed for producers of advertising films. Chedar provides an intuitive interface to create smarter quotes, twice as fast as before. Chedar allows you to streamline the film budgeting process as you never have to leave the platform. With this versatile software you can, now, input your budget, using up to 900 cost lines, extract financial reports, work on account reconciliation, or cash flow monitoring. What’s more, invoices can be automatically uploaded and itemized line by line, improving the efficiency of the film production’s financial aspect. With Chedar, all your documents are neatly stored in the same spot and can be organized by the client’s account name or whichever way will help you increase efficiency and, therefore, productivity.

Chedar is a great collaboration tool allowing you to give access to other contributors such as freelancers and manage your budgeting projects.

Account

To login to the Film Budgeting App, please click the Login button on top of this page or click this link.

If you do not have an account please go back to our Chedar's landing page or contact us for more info

Log In

  1. On the LogIn page, enter a valid Username and Password.
  2. Click Login.
  3. The Chedar Home page displays.

First Login

When you log into your Film Budgeting for the first time, we recommend adding your own logo and other Company Information like Date & Address, etc...

This information will be displayed on all the documents that will be generated with Chedar.

Adding your logo

  1. Click the Username or Logo on the right side of the Top Bar
  2. A overlay menu appears

  3. Click Account Settings from the overlay menu
  4. The Account Settings submenu opens

  5. Click the icon
  6. The Upload Photo box opens

  7. Click the icon or Drag and Drop the desired logo from your local machine or system.
  8. Once your desired logo is selected, you can view it in the dialog box.
  9. Click Submit to preview the logo.

Defining Headers and Footers of the PDF exports generated by the software

Chedar offers the option to customise the PDF Headers and Footers

Headers

  1. You can add your address, phone and website to the PDF Header, see below
  2. Click Account Settings from the overlay menu
  3. The Account Settings submenu opens
  4. Fill the Phone, Website & Address sections.

Footers

    The footer repeates your Address, Phone number and Website. To which is added your Company Registration Number, as shown below:
  1. Again, in the Account Settings sub-menu, you can add the Registration number of your company in the Registration Number tag

Once all the fields filled, click on Save, the below success message appears

Modify Password

You can change your Chedar Password at anytime by following the below steps:

  1. Click the username or logo on top bar to the right
  2. A overlay menu appears

  3. Click Change Password from the Popup Menu
  4. Specify the following Parameters to change your Password
  5. Old Password Fill your current website.
    New Password Specify the new password to set.
    Confirm New Password Specify the new password again for confirmation purpose.
  6. Click Change, an Email will be sent to you confirming this change.

Forgot Password

Please follow the below steps to request a new Password

  1. On the log in page, click on 'Forgot Password'
  2. Input your email in the Forgot Password page as shown below:
  3. An email is sent with a reset password link. Use the Link in the email to access your account again.

Roles

There is two types of Roles available in Chedar Film Budgeting

Company Administrator Freelancer
Typical User Executive Producer
In-house Line Producer
CFO/Accountant
Freelance Line Producer
Production Service Company
Post-Production Company
Permissions Total Access to all functionalities Cannot create Clients,
Cannot modify Company specific information (logo, adresse...)

Tip

In order to determine which type of access you have, navigate to the Chedar Home page. If you see clients, then your account is an Administrator account, if you see only projects, then your account is a Freelancer Account.

Getting Started

Chedar Film Budgeting, lets you organize your space into different Clients & Projects all in one place.

Once logged in, the first step is to create a Client folder. Client folders will hold all the different Projects related to said Client.

Once this Folder created, it will be possible to create Project Pages.

After creating a budgeting project, you can add a Quote or a Film Budget.

Please see below an example of the possible structures of your Film Budgeting Space

This section will show you how to:

Create a new client

Chedar lets you create a separate folder for each client to manage his belonging projects. The creation of the client folder is the first basic task you have to perform while working with Chedar.

To create a client folder:

  1. In Chader Home page, click Add Client or
  2. the Add Client dialog box appears
  3. Enter the name of the client in the box
  4. Warning

    An error message displays if the specified name already exists.

  5. Click Save
  6. The new client is added to your account

Rename a Client Folder

You can rename a client folder anytime if required:

To rename the client folder:

  1. Hover over the client and click Edit Client
  2. The Edit Client dialog displays

  3. Modify the Client Name as required and click Save.
  4. The new name is saved and a success message appears.

Remove a Client Folder:

Caution

Once a Client Folder deleted, all of its Children project and Quotes will also be deleted. This step is not reversible.

To delete a Client Folder:

  1. Hover over the client folder and click on .
  2. You are prompted to confirm
  3. Click Yes to confirm and delete the selected client folder.
  4. The client folder is deleted.

Manage A Projects

Your Film Budgeting App allows you to create and organize multiple Budgets and Quotes under the same Project. For example, if you have created two Project folders: Project 01 and Project 02; it means that all Projects and Quotes related to Project 01 will be organized under Project 01 folder and Projects and Budgets related to Project 02 will be organized under the Project 02 folder.

To understand the structure of your Chedars' space, please revert back to the previous section, or click here.

In this section, we will show you how to:

Create a new Project

To create a Project:

  1. Click a client folder or a Client Folder's name
  2. You will be navigated to that Client's Page
  3. In Client folder, click Add Project or .
  4. The Add Project overlay page opens
  5. Enter the name of the project in Project Name and Save.
  6. The project with the desired name is created

Share Project with Freelancers

Complicated Projects and Film Budgets, require the assistance of dedicated Line Producers.

Often, these Line Producers are Freelancers are not part of your organization.

Chedar Film Budgeting, grants you the possibility to inivte Exterior Freelancers to dedicated Projects and Shootings, while mainting the confidentiality of your other Projects.

In other words, you get to pick which Projects and Folders a Freelancer has access to.

Note

  • Only Company Administrators can perform the below task;
  • Freelancer must have a Chedar account before being invited to the Project;
  • Sharing a Project, will also share all the 'Children Projects and Quotes' associated with this Project.

To invite a Freelance, follow the below steps:

  1. Hover over the desired project and click Manage Freelancers
  2. The Manage Freelancers overlay opens.

  3. Enter the Email address of the freelancer in the 'Freelancer Email' text box. For example, Mike@chedar.com.
  4. Click Save.
  5. The Email of the freelancer is added and the Project is shared with them.
  6. A success Message appears on the screen
  7. An email is sent to the freelancer, notifying them of the invitation.

Modify Project Name

To modify the name of the project, follow the below steps:

  1. Hover over the desired project and click Edit Project.
  2. The Edit Project dialog displays.

  3. Modify the project name as required and click Save.
  4. The project name is saved.
  5. A Success message appears on the screen

Generate Project Report

Tip

Use this functionality to (i) generate a sum of multiple quotes or (ii) a comparison of Budgeted and Actual costs.

For example, if a project consists of the following quotes: quote 1, quote 2, and quote 3. Among these three quotes, quote 1 and quote 2 are marked as star quotes. Now when you generate a report for Project 1, it includes quote 1 and quote 2 in the final report because both of these quotes are marked as star quotes.

To generate a project report:

  1. Before generating these reports, you need to Star a quote. To star a quote, navigate to
  2. Hover over the desired project and click Project Report.
  3. A popup menu displays which lets you select any of the following report types:
    1. Budget
    2. Actual
    3. Budget vs Actual
  4. Select a report type as required
  5. A report generates based on your request

Delete a project

Caution

Deleting a Project will delete all of its Children Projects and Quotes. This step is not reversible.

To delete a project:

  1. Hover over a project and click . Delete Project
  2. You are prompted to confirm
  3. Click Yes.
  4. The selected project deletes along with its belonging quotes.

Create a Film Budget

Chedar lets you create personalized film budgeting quotes in just a few clicks. Quotes can be created within a project.

Start a New Film Budget

To add a new Quote:

  1. From the Home Page, click on a Client or Create a Client Folder.
  2. In the client folder, click on the desired Project or Create a New Project.
  3. Once inside the Project folder, click Add Quote or .
  4. The Add Quote dialog displays

Before opening the Quote Grid, you are prompted to fill 4 tabs:

Quote Header

This step let's you complete the Film Budget Headers that will appear on the on the PDF exports of the Quote

In the above parameters, Quote field is mandatory whereas all other parameters are optional.

Once you specify the required parameters, click Next to move to the next step.

Financial Parameters

In this step, you can specify the financial parameters related to the project.

The financial parameters include:

  • Margin %:
  • Overhead %:
  • Exchange rate
  • Location

All fields in this section are mandatory.

Once you specify the required parameter, click Next to move to the next step.

Bid Letter

Chedar has a dedicated space to write Bid Letters. These letters will appear on the first page of the PDF Exports.

All the fields available in this step are optional. You can also skip this step.

Once you specify the required parameter, click Next to move to the next step.

Billing Settings

In this step, you can specify the billing schedule of your project.

These fields are optional and you can skip it.

The payment schedule will appear after the recap of the costs and before the detailed line by line cost description

Click Save once all required parameters are specified.

Editing and modifying a Film Budget

To open a new Quote:

Click the quote.

The Quote page displays where you can specify various cost parameters.

This page shows a grid view where rows represent various production cost sections, sub-sections, and cost lines whereas each column represents a cost parameter.

At the top of the Quote page, you can view the sum/total of various costs used in the budget.

If you want to navigate from the Quote page to any other section of the Chedar, such as Projects, Clients, or Home Page, you can use the breadcrumb.

The Quote page lets you perform the following activities:

Specifying Cost Parameters

The quote page lets you specify various cost parameters against each cost line. The details of the available cost parameters are given below:

Line cannot be edited

Qt

Lets you specify the quantity of a cost item.

For example, if you need 1 art director for a production, it means you will specify the Qt value as 1.

Similarly, if you need 3 graphic designers for a production, it means the value of Qt will be 3.

Nb

Lets you specify the total time period up to which a cost item is required.

The time period is selected in the Unit column.

For example, for a cost item if you have selected Days as a unit in Unit column and specify the nb value as 5; it means that cost item is required for 5 days.

Unit

Lets you select a time period unit.

You can select from any of the following units:

  • Hour
  • Day
  • Week
  • Year
  • Fee
Rate/local

Lets you specify the rate of a cost item in local currency.

For example, if you are shooting in USA and the rate of an art director is 500 US dollars. In this case, you will enter 500 in the Rate/local against an art director.

OT

Lets you specify the overtime rate of a cost item if required.

OT only applies to Crew Sections

Rate/Euro

This field converts the rate of a cost item in euros. This rate is calculated through the following formula:

Rate/local * Exchange rate.

Line cannot be edited

Total/Euro

This field calculates sum or total of a cost item in euros. This rate is calculated through the following formula: Qt*Nb*Rate/Euro

In case an OT is applied, the formula then becomes: Qt*Nb*Rate/Euro + OT/WH*Qt*Rate/Euro

Where WH is the working hours in a day (8).

Please note that OT only applies to the Qt & not the Nb. Please see below

Line cannot be edited

Payroll Tax Flag Lets you specify whether a payroll tax is applicable to the cost item or not. If payroll tax is applicable to the cost item, you will select Yes, otherwise No
Payroll Tax Type

Lets you select a payroll tax type for the cost item. The available tax types are:

  • Shooting crew
  • Director
  • Talent
  • Crew-Postproduction-Image
  • Crew-Postproduction-Sound

The tax types will only be available for selection if Payroll Tax is set to “Yes”.

AG %

Lets you specify the agent commission in percentage.

Once filled, an additional 'Agent Commission' cost line is created under the same subsection.

Mg % Lets you specify the margin percentage applied to the cost item. By default, the value of this parameter is set automatically. This value is linked to the margin percentage specified in Financial Parameters at the time of quote creation. You can modify this value anytime without impacting the rest of the estimate.
Oh % Lets you specify the percentage of general expenses (OverHead) applied to the cost item. By default, the value of this parameter is set automatically. This value is linked to the margin percentage specified in Financial Parameters at the time of quote creation. You can modify this value anytime without impacting the rest of the estimate
Margin Calculates the overall margin based on the specified cost values. This is calculated automatically.

Filtering Costs

Given the large number of costline, Chedar Film Budgeting offers several filtering options:

Go To

This filter lets you navigate to the desired section.

  1. Click Go To option. A dropdown menu displays where you can view all the available cost sections.
  2. Click the desired section. You are navigated to the selected section in the quote list.
Maximize This filter lets you expand all the sections and their sub-sections. This feature is helpful to view all the available cost lines in the quote list.
Minimize This section removes the lines with a Total of zero. This feature allows you to easily review your budget.

Adding a Cost Line

To add a new cost line:

  1. Right-click the desired row number
  2. A popup menu displays.

  3. In the popup menu, hover over Add Cost Line and select any of the following options as required
    • Above Selection this option adds a new cost line above the selected one.
    • Below Selecting this option adds a new cost line below the selected one.

Deleting a Cost Line

Note

When using the minimise option, the lines that are not filled are automatically hidden. There is no need to delete a cost line if you're doing it for export reasons only.

To delete a cost line:

  1. Right-click the desired row number.
  2. A popup menu displays.

  3. In the popup menu, click Delete Cost Line.
  4. The selected cost line is removed

Copying a Cell

This functionality lets you copy a cell value and paste it to another cell.

  1. Click a cell whose value you wish to copy.
  2. Once cell is selected

  3. Press with your keyboard Ctrl + C or Cmd + C
  4. Click another cell where you wish to paste the value, or move with your keyboard
  5. Press Ctrl + V or Cmd + V once the cell is selected

Copying a value to multiple cells

This feature lets you copy an existing cell value to multiple cells all at once.

These cells have to be in the same Column

To do so:

  1. Click an existing cell value.
  2. The cell selects and a selection handle displays.

  3. Hover over the selection handle.
  4. Hold down the left mouse button and drag the pointer either upward or downward as required.
  5. The cells of the same column starts selecting.

  6. Leave the mouse once the desired cells are selected.
  7. The value copies to the selected cells.

Searching Cost Lines

Depending on how many cost lines you have and how they are organized, it might be a lot of work to always browse to each particular cost you need. To save time and effort, use the search box to search the desired cost line. The search is not case sensitive.

To do so:

  1. Type a keyword in the search entry box on the top of cost lines.
  2. The cost lines that match the keyword display in the list.

Editing a Quote

The Quote page lets you modify a quote if required.

To do so:

  1. In Quote page, click Edit Quote.
  2. A popup menu displays where you can view the following quote related parameters.

    • Quote Header
    • Financial Parameters
    • Production Notes
    • Invoicing Parameters

Generating Film Budget PDF

To preview the overall Film Budget and generate budget reports as PDF.

To do so:

  1. In Quote page, click Summary.
  2. The Summary dialog displays where you can view the overall summary based on your specified budget settings.

  3. To generate a PDF report, click Generate PDF.
  4. The PDF report generates. You can save or print the PDF report as required.

Adding a discount

Chedar Film Budgeting, allows you to add a discount to your Total

To do so:

  1. In the Quote page, click Summary.
  2. When the summary page opens, click on the slider Add Discount
  3. A submenu opens, see below
  4. You fill the amount in the box Total After Discount
  5. The Discount field and the Markup and Overhead are calculated automatically
  6. You then can export your adjusted Film Quote with the Generate PDF button

Duplicating a Film Budget Quote

The Duplicate feature lets you make a copy of the quote along with all of its specified settings within the same project.

To duplicate Quote:

  1. Hover over the desired quote and click Duplicate Quote
  2. The system propmts you to confirm the duplication of the selected quote.

  3. Click Save Copy
  4. A copy of the selected quote is created

Moving a Quote

TO do so:

  1. Hover over the desired quote and click Move Quote.
  2. The Move Quote dialog displays.

  3. In the Dialog box that opens, select a client first and then select the desired project.
  4. Click Move
  5. Note

    Please note that a copy of the quote will be created in the desired location. The original quote will remain in the current project.

Modifying a Quote

To modify a quote at anytime without opening the quote:

  1. Hover over the desired quote and click Edit Quote.
  2. A popup menu displays where you can view the following quote related parameters.
    1. Quote Header
    2. Financial Parameters
    3. Production Notes
    4. Invoicing Parameters

    Note

    These parameters are the same as you specified at the time of quote creation.

Starring a Quote

You can star one or multiple quotes in order to make them a part of the project report.

For example, If a project named Project 1 consists of the following quotes: quote 1, quote 2, and quote 3. Among these three quotes, quote 1 and quote 2 are marked as star quotes. Now when you generate a report for Project 1, it includes quote 1 and quote 2 in the final report because both of these quotes are marked as star quotes.

To do so:

  1. Hover over the desired quote and click
  2. The quote becomes starred and icon changes to .

Deleting a Quote

The procedure for deleting a quote is as follows:

  1. Hover over the quote and click .
  2. The system prompts you to confirm the deletion process.
  3. Click Yes to confirm the deletion of the selected quote.
  4. The Quote deletes

Recaping

Chedar lets you take recap the budgeting project and provide the provisional and actual costs. You can also upload the invoices and specify the actual production costs for each of them.

In Quote page, click Recap once all the budgeting parameters are specified. The Rendu page displays.

This page shows a grid view where rows represent various production cost sections, sub-sections, and cost lines similar to the Quote page. The columns show the the cost parameters.

In Rendu page, you can perform the following activities:

Specifying Cost Parameters

The Rendu page lets you specify various cost parameters against each cost line. The details of the available cost parameters are given below:

Budget Displays the total budget cost of an item. This is the total cost of an item that is calculated on the Quote page based on certain budget parameters.You can not modify this value.
Provisional Lets you specify the estimated cost of an item prior to shooting
Actual Lets you specify the actual cost spent on an item during the shoot
PT

Displays a payroll tax status of the cost item. If the payroll tax is applicable to the cost item, it displays Yes, otherwise No.

This value is set against a cost item on the Quote page.

Actual PT Lets you specify the actual payroll tax status of an item.
Comments Lets you specify any comments related to the cost item if required.
Invoice ID Lets you specify the invoice ID related to the cost item.
Invoice

Lets you upload the invoice document related to the cost item.

To upload invoice document related to the cost item:

  1. Double-click in the Invoice column against the cost item. A popup menu displays.
  2. In the popup menu, click . The Upload Invoice dialog displays.
  3. The Upload Document box opens

  4. Click the icon or Drag and Drop the desired Invoice from your local machine or system.

Syncing Budget

The Sync operation lets you synchronize the latest budget values from Quote to Rendu page. When you click “Sync”, the “Budget” column updates with the latest budget values set in the Quote page.

To do so:

In Rendu page, click Sync.

The budget column updates with the latest budget values.

Generating Provisional and Actual PDF Reports

When you are done by specifying all cost parameter in Rendu page, you can review the overall summary and generate actual, provisional, and detailed budgeting reports in a PDF file.

To do so:

  1. In Rendu page, click Summary.
  2. The Summary page displays where you can view the overall summary based on your specified settings.
  3. To generate PDF reports, click any of the following options:
  4. PDF Provisional Generates a PDF which consists of Budget and Provisional costs of the items.
    PDF Actual Generates a PDF report which consists of budget and Actual costs of the items.
    PDF Detailed Generates a PDF report which consists of the Actual costs of the items.