## **General System Questions** ##### **What is PAI?** ProducerAI (PAI) is a comprehensive production management platform specifically designed for agencies, production companies, and content creators in the advertising, media, and creative industries. PAI unifies all aspects of the production lifecycle—from initial bidding and estimation through execution and financial reconciliation—into a single, integrated system. ##### **What browsers are compatible with PAI?** PAI works best with Chrome, Firefox, and Edge. Safari is supported but has some known issues with date/time entries. For the best experience, we recommend using Chrome. ##### **Can I import data from my existing spreadsheets into PAI?** Currently, PAI doesn't support direct importing of spreadsheets. However, this is possible via our services team. For implementations requiring data migration, please contact [[Help & Support]] to discuss options. ##### **How do I get help if I encounter an issue not covered in this guide?** Our [[Help & Support]] page provides instruction on how to access these resources, including live chat, email support, or scheduling a call with the PAI team. ##### **Does PAI have a mobile app?** PAI is designed as a web application optimized for desktop use. While you can access it on mobile devices, some features may have limited functionality on smaller screens. Only the vendor portal is optimized for mobile-first use. ##### **How can I search efficiently within PAI?** - System-Wide Search: Click the search icon in the top-right corner or use the keyboard shortcut Cmd+K (Mac) or Ctrl+K (Windows) - Project Codes: Using project reference numbers (e.g., P101, E102) provides the fastest way to access specific projects - Use [[PAI Tables]] to fine tune the information your looking for ## **Account & Organization Setup** ##### **How do I set up my PAI account for the first time?** We provide a detailed guide for your [[First Login]]. ##### **How do I complete my organization setup?** We provide a detailed guide for [[Initial Setup]] of your PAI workspace. You should also check out our [[Rate Card]] to help with your setup. ##### **How do I add additional users to my organization?** You can add additional users to your workspace from [[Organization Settings]]. You should also review [[User Permissions & Sharing]] prior to assigning your new user a role. ##### **How do I customize default templates for my organization?** You can customize your default Scope of Work and Billing templates from [[Organization Settings]], specifically via the "Project Defaults" page. ## **Project Creation & Management** ##### **How do I create a new project?** From the Projects dashboard, click the "+ New Project" button in the top-right corner. Check out [[Projects & Estimates]] to learn more about project creation. ##### **Can I duplicate an existing project?** You Can! From the project list, open the action menu next to the project name, and select "Duplicate". This is also great way to template for repeat projects. ##### **What happens when I archive a project?** Not much actually, the project becomes hidden, and is no-longer searchable. We only allow archiving of projects that were never approved, as this feature is ment to be used to remove project creation errors mainly, such as duplicate projects. ##### **How do I associate a project with a campaign?** You can do this within a campaign itself. You can use the "add existing project" option from the campaign dashboard. Note, you can only add existing projects associated with the same client record as the campaign. Learn more about this in our [[Campaigns]] guide. ## Estimation & Bidding ##### **How do I create multiple estimate versions?** You can duplicate a estimate version via the version switcher using the "duplicate version" button. You can also do this via the estimate action menu at the top right of the estimate page. ##### **Why can't I edit my estimate after sharing it with a client?** The estimate version is most likely locked from editing. You'll see a closed lock item at the top of the estimate page indicating it as such. Estimates Lock automatically when they are sent, and when they are marked as approved. If you have the necessary user permissions, you can unlock them. ##### **What's the difference between the Sheet View, Days View, and Timeline View in estimates** They all represent the same estimate information in different ways. We go into detail in [[Projects & Estimates]] about this. ##### **How do I apply a discount to my estimate** You can apply a discount using the discount modifier in the live-margins sidebar page. You can also enable the discount field in estimation sheet view to show a discount column. Here you can enter a percentage based discount modifier to individual line items. ##### **Can I create custom rate cards for different clients or project types?** You can. We offer multi-ratecard support to enterprise clients. Reach out to us if your interested in this feature. ##### **What do the different estimate status options mean?** We go over this in [[Projects & Estimates]]. Like other status items in PAI, these are intentional but feel free to abstract them for your own use case. ##### Where do I manage the estimate opportunity settings? In the project, open the sidebar. Select the Opportunity view. Modify the opportunity parameters here. ## **Budget Management** ##### Does an estimate version need to be approved for budget generation? Actually no, you can generate a budget from any estimate version, even a non-approved one using the gear icon menu next to the lock button. This is quite a complex action (from a workflow perspective) so we don't promote its use, but if your interested, give it a try. It doesn't hurt because you can also delete the budget and respawn it from another estimate as needed... and compare it against a alternate estimate version. Do you see the applications? Let is know and we'll work toward making this a more main-stream feature without all the complication. ##### How do I regenerate and/or delete the budget? You may run into a situation where you started a project but before actually touching anything, a major change order occurs. You can delete the budget from the gear icon menu on the estimate page. This will delete the entire budget, call sheets, and post items, and revert the project to the pre-started state. > [!warning] > Deleting the budget also deletes all information in it, inclusive of vendor assignments, rates, call sheets, etc. ##### **How do I track budget variances compared to the estimate** Use the live margins sidebar, and cycle between category, department, and item level breakdowns to showcase variances against what was estimated. ##### **Can I modify the budget after it's been created?** Yes. Unlike estimates, budgets don't use a versioning system. You can add, modify, or remove expense lines as needed. PAI tracks all changes against the original approved estimate and maintains a change history for each expense line. ##### **What do the different expense statuses mean in the budget?** We have a great [[Budgets]] guide here. ## Production & Call Sheets ##### How do I create a new day for a call sheet? In PAI, you can create a new production day in several ways: - Copy an existing day: Open any call sheet and click the "Copy" button at the top of the interface - Type a new day in the day column and create it ##### How do I delete a production day? Open the day in the Production section and use the "Delete Day" option at the top of the call sheet. This will remove the day and all associated expense lines from the budget. ##### How do I assign vendors to my call sheet? In the Crew section of the call sheet, double-click in the vendor cell to bring up a search bar. Type to search by vendor's first AND last name. If the vendor doesn't exist, you'll see an option to create a new vendor record. ##### How do I schedule multiple production days at once? Use the Calendar view. Days without assigned dates appear in the "Unassigned" section of the calendar. You can quickly schedule multiple days by dragging them from this section to specific dates in the calendar. ##### What's the difference between different day types (Shoot, Prep, Post, etc.)? Day types determine how PAI processes and displays days: - "Shoot" days appear in the Production section - "Post" days appear in the Post-Production section - "Shoot" days generate call sheets - "Post" days generate post-production documents - Prep, Travel, and Wrap days don't generate any documents. - Changing a day type will move it to a different section of PAI ### What sections can I configure in a call sheet? We made a full [[Call Sheets]] guide you should check out. ##### How does the integration between call sheets and the budget work? A: PAI features powerful bidirectional integration: - Budget-to-Call Sheet: Vendors assigned to expense lines in the budget automatically appear in call sheets - Call Sheet-to-Budget: Assigning a vendor in a call sheet updates the associated expense line in the budget - Rate changes made in either location automatically update in the other ## Post-Production Module ##### How do I track deliverables in PAI? In the Deliverables Tab of the Post-Production Module: - Type the deliverable name and press Enter/Return to create it - Configure additional properties including due date, length, aspect ratio, versions, SRT/CC specs, and notes - Due dates automatically appear in the project calendar - Deliverable deadlines can be rescheduled directly from the calendar view ##### How do post-production days differ from production days? Post-production days are days categorized as "Post" type in the system: - They appear in the Post-Production Module instead of the Production Module - They maintain the same day-to-expense line relationship as production days - They can be moved between dates in the calendar - Changes sync with budget expense line assignments ## Vendor Management ##### What's the difference between "Create Only" and "Create and Invite" when adding a vendor? - "Create Only" adds the vendor to your crew list for internal reference & financial tracking without sending them an invitation - "Create and Invite" adds the vendor AND sends an invitation for them to join your organization's vendor portal for direct billing ##### How do I filter vendors by specialty or position? In the Crew Finder, type crew roles in the filter field to narrow results by specialty. You can enter multiple roles simultaneously (e.g., "Gaffer & Key Grip" or "Camera Operator & AC"). ##### What vendor classifications are available in PAI and what do they mean? PAI offers four vendor classifications: - 1099: Independent contractors who receive invoices through PAI - W2: Employees who receive timecards through PAI - Foreign Individual: Non-US contractors who receive invoices through PAI - Merchant: Businesses/retailers for internal tracking only - used for expenses paid via cash, credit card, or wire outside of PAI's billing system ##### Can vendors modify their own information after registering? Yes, vendors can update their profile information, including contact details, address, and other metrics. If a vendor has connected to your organization via the portal, their profile becomes read-only in your system since they manage their own information and editing the information simply creates an alias for it in your system. #### How do I review a new vendor's information after they register? When a vendor completes registration, their status updates to "Needs Review" in your vendor CRM. You must review their information and assign a vendor classification before activating them. Check out [[Vendor CRM & Crew Finder]] for a full explainer. ##### How does the Crew Finder tool work? The Crew Finder provides a map-based interface for locating vendors: - Default View: The map initially loads based on your current location - Location Search: Enter a specific address or city name to center your search - Distance Filter: Set the search radius to find vendors within a specific distance - Role-Based Search: Filter results by crew specialty or role - Multiple Role Search: Enter multiple roles simultaneously to find versatile crew members ## Expense Management & Accounts Payable ##### How do I mark multiple expenses as posted at once? In the Budget view, PAI offers several ways to update multiple expense statuses efficiently: 1. Copy and paste method: Select a cell with the desired status, copy it (Ctrl+C/Cmd+C), then select another cell or multiple cells and paste (Ctrl+V/Cmd+V) to apply the same status. 2. Multiple row selection: Use Shift+click to select a range of cells in a column (similar to Excel), then paste the copied status to update all selected cells at once. #### Why can't vendors see the invoices I've posted? Check the following: - Verify the vendor's registration is complete and their status is "Active" - Confirm the expense is properly marked as "Posted" in your budget - Check that the vendor's email is correct and ask them to check spam folders - Verify the vendor's classification (Merchant vendors don't receive invoices through PAI) ##### How do I dispute or reject a vendor invoice? When reviewing submitted vendor invoices, you can reject individual expense items by clicking the "Reject" button on that line item and providing rejection comments. Once you've reviewed all items (either approving or rejecting them), you must click the "Request Changes" button to finalize the process and send it back to the vendor. The vendor will then receive an email notification and will need to modify and resubmit the invoice with the requested changes. This clarification is important because without clicking the "Request Changes" button, the rejection process isn't completed and the vendor won't be notified of the needed changes. We highly recommend you check out [[Accounts Payable]] in detail. ##### How do reimbursable expenses work in PAI? Mark expenses as "Reimbursable" using the checkbox on any expense line. Reimbursable expenses appear differently in the vendor portal: - Regular expenses show their full billable value (e.g., "$500" for camera rental) - Reimbursable expenses display as $0 with a maximum allowance cap (e.g., "$0/$25" for a meal expense) Vendors must upload receipts for all reimbursable expenses, and the system requires manual review for all reimbursable expenses. ##### How do I handle phased billing with multiple POs? PAI supports multiple billing rounds throughout a project lifecycle: - Post only the current group of expenses that are ready for invoicing - Create additional POs later by posting new expense batches as they become ready - This phased approach provides the same functionality as phased billing in PAI. ##### How do minimum hours and overtime calculations work? Each expense line can have a "Min Hours" value that affects overtime calculations: - The "Min Hours" field defines the standard work day length for an expense line - PAI automatically calculates a "floating" straight hourly rate based on the total day rate and min hours specified. Learn more about this in [[Budgets]] ## Campaign Management ##### What are campaigns in PAI and why use them? Campaigns serve as an organizational layer that allows you to group related projects and track them against a centralized budget. Typical use cases include: - **Organizational Project Grouping (abstraction)** - some clients use these to manage a group of projects against a central retainer. - **Phased Projects** - Some clients will bid creative, production, and post separately across different phases. They use campaigns to understand the overall financials of a group of projects, or cap the group's spend against a overall budget. ##### How do I create a campaign? Here you go: [[Campaigns]] ##### How do I add projects to a campaign? You can associate projects with a campaign in two ways: 1. Creating Projects Within Campaigns: Create a new project directly within the campaign 2. Adding Existing Projects: Navigate to the Campaign Dashboard or Projects tab and click "Add Projects" Note that projects can only be added to campaigns associated with the same client. ##### How does campaign financial tracking work? PAI aggregates financial data from associated projects: - Spend Tracking: Aggregates total approved external costs from all associated projects - Budget Visualization: Shows graphical representations of budget utilization - Project Contribution Analysis: Shows how each project contributes to overall campaign spend ## Fringes & Financial Operations ##### What are fringes in PAI and how do they work? Fringes are percentage-based markups that can be applied to line items, departments, or categories within estimates and budgets. PAI offers three methods for managing fringes: 1. Using the Fringe Tab (Global Application): Fringes created here apply to all items by default 2. Using Category/Department Fringe Fields: Apply fringes to specific categories or departments 3. Using Line Item Fringe Columns: Apply fringes directly to individual line items We cover [[Fringes]] in-depth as well as setting up [[Default Fringes]]. How does fringe inheritance work? PAI uses a hierarchical system for applying and managing fringes: - Global Level: Fringes created in the Fringe Tab apply to all items by default - Category Level: Fringe management at the category level affects all line items with that category - Department Level: Fringe management at the department level affects all line items with that department - Line Item Level: Individual line items can have customized fringe settings that override higher-level settings ##### What happens to fringes when I convert an estimate to a budget? When an estimate is converted to a budget: - Percentage-Based Transfer: The percentage value (not just the calculated amount) transfers to the budget - Relationship Preservation: Fringes maintain their percentage-based relationship throughout the budget lifecycle - Budget Fringe Management: Fringes can be removed or applied to expense lines in the budget, but new fringes cannot be created, and percentage values cannot be modified ##### How do linked external and internal fringes work? When you link an external fringe to an internal fringe: - The external percentage field displays "0%" and becomes non-editable - PAI uses a "floating" percentage that dynamically calculates whatever rate is needed to match the internal dollar amount - This ensures the actual dollar amount of the fringe is identical on both sides, even when external and internal subtotals differ - To make the external percentage editable again, you must first unlink the fringes ## User Permissions & Access ##### How do I assign a user to a specific project? Users can be assigned to projects in two ways: 1. Add them as a project contact from within the project's Contacts section 2. Use the Share feature located in the top-right corner of any project (next to the global search) to quickly give a user access to that specific project We have a comprehensive guide for [[User Permissions & Sharing]] available. ##### How do users access projects they've been assigned to? When users are shared on projects or added as contacts, those projects will appear in their "Assigned Projects" list on the Projects dashboard. Users with limited access can only see their assigned projects. ##### How do I access my user profile? You can access your own user profile via the menu icon in the bottom right of the screen. ## Troubleshooting Common Issues ##### Why can't I edit my estimate? Estimates that have been marked as "Sent" or "Approved" are automatically locked to preserve their integrity. To make changes: 1. If you have sufficient permissions, you can first unlock the estimate by changing its status 2. If you don't have permission to unlock the estimate, contact a user with Producer Admin access 3. Alternatively, you can create a new version of the estimate to make your changes while preserving the locked version (if you have permission to do so, that is) ##### Why can't I post an expense? This typically occurs when you try to post an expense that's associated with a day that doesn't have a calendar date assigned. You'll see a toast notification indicating that you need to assign a date to the day before you can post the expense. To resolve this: 1. Go to the Production section and select the day 2. In the Overview section, assign a calendar date to the day 3. Return to the Budget and try posting the expense again ### Vendor Portal Errors #### Error: "Invalid start time and invalid end time. End time must be after start time" This error appears when entering timecard information. The most common cause is incomplete time format. - Solution: Enter times in the format "9:00 AM" or "9:00 PM", making sure to explicitly include the AM/PM indicator - Quick tip: You can type "900a" for 9:00 AM or "500p" for 5:00 PM to have the system auto-complete the format - Note for Safari users: The AM/PM may appear as gray placeholder text but is not actually entered. You must type "A" or "P" for the system to register it properly ##### Error: "Vendor cannot see posted invoice" If a vendor reports they cannot see an invoice you've posted: - Verify the vendor's registration is complete and status is "Active" - Confirm the expense is properly marked as "Posted" in your budget - Check that the vendor's email is correct and ask them to check spam folders - Verify the vendor's classification (Merchant vendors don't receive invoices through PAI) > [!success] Do This > If you cant figure it out, simply reach out to [[Help & Support]] and we'll help.