Everything you need to run your crew
From onboarding to timesheets, scheduling to invoicing — ShowHQ replaces the spreadsheets, phone calls, and disconnected tools with one purpose-built platform for event production.
Your entire crew, one platform
Build a digital roster of every crew member with rich profiles — skills, certifications, availability, emergency contacts, and more. Track who's active, who's available, and who has expiring certifications at a glance.
Key Capabilities
- Digital profiles with skills, certs, and experience
- Custom skill categories by department
- Availability calendar with conflict detection
- Certification tracking with expiry alerts
- Emergency contact and medical info storage
- Crew rating and performance notes
- Bulk CSV import for fast migration
Multi-day shows, managed effortlessly
Create shows that span multiple days with load-in, show day, and strike phases. Define departments and positions, set rates per position, and manage the entire crew offer-to-confirmation workflow from one screen.
Key Capabilities
- Multi-day show creation with day types (load-in, show, strike)
- Department-based position management
- Per-position and per-show rate setting
- Crew offer workflow: send → accept → confirm
- Real-time fill rate tracking per show
- Call sheet generation for each show day
- Drag-and-drop schedule adjustments
Every asset accounted for
Track every piece of gear with per-unit asset management, QR code labels, and condition tracking. Build pick orders for shows, generate rental agreements, and know exactly where your equipment is at all times.
Key Capabilities
- Per-unit asset tracking with unique identifiers
- QR code generation and scanning
- Condition tracking (new, good, fair, needs repair)
- Pick orders linked to specific shows
- Rental agreement generation
- Maintenance scheduling and history
- Category and subcategory organization
Quote to cash, simplified
Create professional estimates with customizable line items, labor, and equipment charges. Convert accepted estimates to invoices with one click. Track payment status and send reminders through the client portal.
Key Capabilities
- Detailed line-item estimates with categories
- One-click estimate-to-invoice conversion
- Client portal for viewing and accepting estimates
- Payment tracking and aging reports
- Automated payment reminder emails
- Custom notes, terms, and branding per document
- PDF export for offline sharing
Your books, always in sync
Two-way sync with QuickBooks Online keeps your accounting data current without manual entry. Crew members sync as 1099 vendors with W-9 data. Clients sync as customers. Invoices and payments flow automatically.
Key Capabilities
- Crew → QBO vendors with W-9/SSN data
- Clients → QBO customers with contact info
- Invoice push to QuickBooks on creation
- Automated 1099-NEC data preparation
- Real-time sync status dashboard
- Error handling with retry and alerts
- Secure OAuth2 connection — no stored passwords
New crew, ready in minutes
Invite crew via email link or bulk import. They complete a guided self-service wizard — personal info, skills, W-9, banking, government ID, and certifications — all from their phone or laptop.
Key Capabilities
- Guided multi-step onboarding wizard
- Digital W-9 collection and validation
- Direct deposit banking setup
- Government ID upload with verification
- Skills and certification self-entry
- Mobile-friendly — works on any device
- Automated welcome emails with portal link
Every detail, covered
Beyond the core modules, ShowHQ includes everything production companies need to operate efficiently.
Crew Offers & Notifications
Send job offers by email, with a matching notification in the crew member's inbox. Crew can accept, decline, or mark tentative — all tracked in real time.
Timesheets & Time Clock
Crew submit hours per show day. Managers approve timesheets. Approved hours sync to QuickBooks.
Document Management
Secure storage for W-9s, IDs, certificates, and contracts. Auto-organized per crew member with expiration tracking.
Call Sheets
Auto-generate call sheets for each show day with confirmed crew, roles, times, venue info, and contact details.
Client Portal
Give clients a branded portal to view estimates, approve budgets, see call sheets, and communicate with your team.
In-App Messaging
Communicate with individual crew members or entire show teams. Share updates, changes, and reminders without leaving the platform.
Payment Tracking
Track payments to crew and from clients. See who's been paid, who's pending, and what's overdue — all in one view.
Transactional Email
Automated emails for offers, confirmations, reminders, and onboarding. Branded with your company identity via Resend.
Reporting & Analytics
Dashboard with show fill rates, crew utilization, revenue tracking, and operational metrics to make better decisions.
Mobile Responsive
Every page works on mobile. Crew can manage their profile, respond to offers, and submit timesheets from their phone.
Multi-Tenant Architecture
Franchise-ready. Run multiple brands or locations from a single account with isolated data and separate branding.
Configurable Permissions
Create custom permission groups. Control who can view PII, manage crew, create shows, handle finances, and more.
See it in action
Get a personalized walkthrough of ShowHQ tailored to your operation. We'll show you exactly how it fits your workflow.