Stop Losing Billable Hours to Manual Quote Creation Automate and Accelerate Your Bidding Process
In the fast-paced world of video production, teams waste up to 25 hours per week on repetitive quote drafting and revisions. Our custom automation delivers 300% faster turnaround, turning client inquiries into signed contracts with proven ROI in under 90 days.
Join 150+ businesses with streamlined production pipelines
The "Quote Bottleneck" Problem
Manual data extraction from creative briefs and technical spec sheets consumes 10-15 hours per project in pre-production planning
Inconsistent rate card applications for crew, equipment, and location fees lead to underbidding on multi-day corporate shoots, eroding profit margins by up to 20%
Iterative revisions from fragmented email threads on script changes and shot lists disrupt director availability and crew call sheets
Omitted line items for grip equipment, post-production VFX, and talent residuals in initial quotes trigger budget overruns exceeding 15% in final invoicing
Manual quote assembly delays RFP responses by 3-5 business days, forfeiting bids to competitors in fast-paced agency pitches for branded content
Disparate software for tracking B-roll assets and multi-site logistics hinders scalable quoting for international commercial campaigns
AIQ Labs' Custom Quote Generation Automation
With over a decade of engineering enterprise-grade systems for creative agencies, we've streamlined quoting for 50+ production firms, delivering average efficiency gains of 40%.
Why Choose Us
We build a tailored AI system that ingests your project details—scripts, storyboards, client requirements—and generates precise, customized quotes in minutes. No more spreadsheets or guesswork. This isn't off-the-shelf software; it's a bespoke engine integrated into your workflow, pulling from your CRM, asset libraries, and historical data to ensure accuracy. Like a seasoned producer who never misses a line item, our solution anticipates needs, calculates costs dynamically, and presents polished PDFs ready for client review. Built on robust frameworks, it scales with your growing roster of high-stakes projects.
What Makes Us Different:
Quantifiable Gains for Your Production Pipeline
Reclaim 20+ Hours Weekly on Quote Drafting
Reclaim 20+ Hours Weekly on Quote Drafting: Producers redirect time from manual rate integrations to creative scouting or client vision alignment. Benchmarks from the Production Guild indicate 15-25 hours saved weekly, enabling 30% more billable client consultations and quicker project onboarding for high-value shoots.
Achieve 4x ROI Through Error-Free Estimates
Achieve 4x ROI Through Error-Free Estimates: Sidestep miscalculations affecting 30% of production bids, as noted in Deloitte's media sector analysis. The system auto-incorporates rate cards and contingency fees, lifting win rates by 25% and safeguarding margins on contracts averaging $50K-$200K in corporate video work.
Accelerate Client Wins with Instant Proposals
Accelerate Client Wins with Instant Proposals: Deliver RFP responses in under 4 hours versus days, surpassing rivals in agency-driven pitches. Video production clients prioritize velocity—our tool has driven 35% deal closure gains by auto-generating proposals with embedded mood boards and budget breakdowns that highlight your production expertise.
What Clients Say
"Before AIQ Labs, our team drowned in Excel for every branded corporate video RFP—it averaged two full days per quote, including crew rate lookups and gear inventories. Now, the system auto-pulls from our rate cards and spec sheets, slashing turnaround to 45 minutes. We secured a $250K three-video series with a Fortune 500 tech firm last quarter by submitting our bid 24 hours ahead of competitors."
Sarah Kline
Head of Production, PixelForge Studios, specializing in B2B video content for tech clients
"Quoting for live event videography was chaos with variables like AV rigging, drone permits, and multi-city travel. Their AI customized after analyzing our 50+ past project archives, saving 18 hours weekly on estimates. Bid errors vanished, and it's equivalent to adding a junior producer for contingency planning—our margins improved 12% on the last 10 events."
Mike Rivera
Operations Director, Visionary Media Co., focused on corporate events and hybrid conferences
"Our commercial shoots often involve 48-hour turnarounds for ad agencies. The manual quoting missed pitches due to overlooked VFX buffers and talent buyouts. AIQ's integration with our Asana scheduling pulls in real-time availability and auto-adds 10% contingencies we routinely forgot. ROI realized in six weeks—we've closed $150K in new e-commerce campaign business since rollout, with two deals directly from same-day proposals."
Elena Torres
Business Development Lead, FrameShift Productions, delivering digital ads for retail brands
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your current quoting process, analyzing sample projects from commercials to documentaries to identify bottlenecks and data sources.
Custom AI Model Development
Our engineers build and train the AI on your historical bids, ensuring it handles nuances like VFX requirements or multi-camera setups unique to your operations.
Integration, Testing, and Launch
We connect the system to your tools, run rigorous tests on real scenarios, and deploy with full training—delivering a live solution optimized for your team's rhythm.
Why We're Different
What's Included
Common Questions
How does this automation handle the variability in video production costs?
Video projects vary wildly—from a simple talking-head interview to a full drone shoot with VFX. Our custom AI is trained on your past bids, learning patterns like seasonal lighting needs or talent union rates. It dynamically factors in variables you input, such as script length or location scouts, generating quotes with 95% accuracy based on historical data. We start with a deep audit of 10-15 of your recent projects to calibrate the model, ensuring it captures your studio's unique cost structures. This isn't rigid software; it's adaptive, reducing surprises and letting your team focus on the creative side.
What integrations are possible with our existing production tools?
We specialize in seamless connections to the tools video pros rely on, like Adobe Premiere for asset pulls, Celtx for script data, or Basecamp for project briefs. Our engineers use robust APIs to create two-way syncs, so quote details flow directly into your scheduling software without manual entry. For example, if a client tweaks a storyboard in Frame.io, the system auto-updates cost estimates for additional editing hours. We've integrated with over 20 creative platforms in past builds, and we'll map yours during discovery to avoid any workflow disruptions—delivering a unified system that feels native.
How long does it take to see ROI from this automation?
Most of our video production clients report positive ROI within 60-90 days. Consider the math: If your team saves 20 hours weekly on quoting at $100/hour internal cost, that's $8,000 monthly recouped. Add in fewer bid errors boosting win rates by 20%, and the payback accelerates. We track this with built-in metrics from day one, adjusting the system as needed. One agency client offset our build fee entirely by month three through faster closes on commercial gigs. Your exact timeline depends on project volume, but our proven track record in creative services ensures quick, tangible returns.
Is the system secure for handling sensitive client and creative data?
Absolutely—security is non-negotiable in video production, where NDAs and IP protection are daily realities. We build with enterprise-grade encryption, role-based access controls, and compliance to standards like GDPR and SOC 2. Data stays on your secure servers, with AI processing anonymized where possible. For instance, storyboards or client specs are tokenized to prevent leaks during quote generation. Our in-house platforms, like RecoverlyAI, handle regulated data flawlessly, and we'll audit your setup to align with industry best practices, giving you peace of mind for high-profile shoots.
Can this scale as our production company grows?
Yes, our solutions are designed for growth, from boutique shops to mid-sized studios handling 50+ projects yearly. The architecture uses modular code that expands effortlessly—add features like international tax calculations or AR/VR budgeting without rebuilding. We've scaled automations for clients who doubled output in a year, maintaining 99% uptime. Unlike rigid no-code tools, ours adapts via simple config updates, ensuring it supports your evolution from local commercials to global campaigns. Post-launch, we provide optimization sessions to keep it aligned with your expanding operations.
What if our quoting needs change mid-project?
Flexibility is core to our approach. The AI includes a user-friendly dashboard for on-the-fly adjustments, like bumping up drone permits for a reshoot. It learns from these changes, refining future quotes automatically. If broader shifts occur—say, pivoting to more animation work—we iterate the model in weeks, not months, based on your feedback. Clients appreciate this because production is unpredictable; our system evolves with you, backed by ongoing support to tweak integrations or add custom fields, keeping your workflow agile and efficient.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.