Stop Fighting Spreadsheets.
GearLedger makes equipment management, quoting & invoicing simple for filmmakers.
Update equipment lists, create quotes, send invoices, and understand your equipment’s ROI
Managing gear shouldn’t require spreadsheets, workarounds, and guesswork.
For many filmmakers and owner-operators, equipment is one of the biggest investments in their business. But the tools available to manage it were never designed for how production actually works. Here’s why I created GearLedger
It was nearly impossible to understand my ROI
My quotes lived across spreadsheets, PDFs, and email threads. Trying to figure out how much income each piece of equipment actually generates became such a tedious process I’d skip it altogether.
Accounting software like QuickBooks often required creating a separate product entry for every piece of equipment and that approach is time-consuming to set up and leads to long, cluttered invoices that are difficult to revise when quotes change.
Purpose-built rental software exists, but most options are designed for large rental houses or other industries — and often come with pricing that doesn’t make sense for freelancers or small operations.
Building quotes took too long
I relied on complex spreadsheets with formulas and lookups just to assemble equipment quotes.
Even with a well-built spreadsheet system, quoting can quickly become cumbersome as
workbooks grow slower as projects accumulate
older quotes become difficult to find
revising equipment lists becomes tedious
When you’re juggling multiple productions, managing quotes this way wastes valuable time.
Invoicing tools weren’t built for film production
Accounting tools like QuickBooks can produce professional invoices, but they aren’t designed for the way freelance production work operates.
Common challenges include:
handling industry-specific billing scenarios like overtime calculations
clients requesting invoices as PDF attachments sent directly via email
needing to export invoices manually even when using built-in email tools
I was stuck having to be by my computer for admin work
We’ve all been there - when it rains it pours - and we’ve had invoices slip by the wayside or multiple requests for a quote or quote revision for the next job.
I knew I needed to make a tool that was equally easy to use on mobile as it was on desktop
Features
Simplify Gear Lists.
Easily add, edit, and archive equipment within your inventory. Export professional looking pdf equipment lists or excel sheets
Create Rental Quotes.
Quickly create and send professional equipment rental quotes at home or on-set. Customize terms, equipment lists, dates, and automatically calculate total costs and taxes.
Track Rental Analytics.
Beat G.A.S.—get powerful insights into how your equipment is working for you. Analyze rental frequency, revenue per item, and profitability to buy gear based on real ROI, not just FOMO.
Set-Ready Invoicing
Generate crew-specific invoices with overtime calculation, rental quote look-up, and receipt attachment; all exported into a single pdf.
Pricing
Simple, Transparent Pricing
One Plan. Everything Included
Monthly
$19
Cancel anytime
Annual
$190
Save 2 Months with Annual Billing
30-day free trial. No credit card required.
Free Inventory Migration
New users can get a helping hand migrating their existing equipment lists into GearLedger for free - limited time only.
Simply sign up and send your existing inventory (in a .xlsx or .csv format) to support@gearledgerapp.com.
Limited migrations available per month subject to availability.