Athens, Greece

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CASE STUDY — FILM & MEDIA

How a Film Agency Automated Expense Tracking & Budget Creation

From scattered receipts and manual spreadsheets to automated expense tracking and instant budget reports — cutting project reporting time by 70%.

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CLIENT

Film Production Agency

INDUSTRY

Film & Media Production

LOCATION

Athens, Greece

SERVICES

Process Automation

Faster Budget Reporting
0 %
Manual Data Entry Errors
0
Hours Saved Per Month
0 +
Challenge
The Strategy
The Tech
The Result

THE CHALLENGE

Expense Tracking Across Multiple Productions Was a Nightmare.

Our client, a film production agency in Athens, manages multiple projects simultaneously — each with its own budget, crew, location costs, equipment rentals, and vendor invoices. Before Proxima, every expense was tracked manually.

The production manager was dealing with:

  • Full day to compile one budget report from 5+ sources
  • Receipts scattered across email, WhatsApp, and paper
  • Budget overruns discovered too late for corrective action
  • Manual Excel entry for every expense across every project
  • Duplicate entries, missed receipts, and formula errors

THE PROXIMA STRATEGY

The Proxima Strategy.

We designed an end-to-end expense automation system built specifically for multi-project production environments. The goal: eliminate manual data entry and give the team real-time budget visibility.

  • Multi-channel expense capture via photo, email, and direct upload
  • Automated OCR data extraction from receipts
  • Real-time budget tracking with overspend alerts
  • One-click budget report generation per project
  • Master dashboard showing all active productions
  • Approval workflows for expenses above threshold

THE TECH

How We Built It

STEP 01

Multi-Channel Capture

Receipts submitted via photo, email forwarding, or direct upload — automatically categorized by project, vendor, and expense type.

STEP 02

Automated Data Extraction

OCR and parsing workflows extract amounts, dates, vendors, and categories from receipts without manual entry.

STEP 03

Real-Time Dashboard

Every expense instantly updates the project budget dashboard, with alerts when spending approaches limits.

HOW WE DID IT

Our Approach

STEP 01

Discovery

We mapped every step of the expense tracking process: how receipts were collected, who entered data, how budgets were compiled, and where errors occurred.

STEP 02

Design

We designed automated workflows for receipt capture, data extraction, budget calculation, and report generation — all interconnected.

STEP 03

Build & Test

We built the system using automation platforms, tested with real production data from 3 active projects, and iterated based on the team’s feedback.

STEP 04

Launch & Monitor

We went live, monitored for two weeks, fine-tuned OCR accuracy and categorization rules, and trained the team on the new dashboard.

THE RESULTS

Faster Reporting, Fewer Errors, Better Decisions

Faster Budget Reporting
0 %
Manual Data Entry Errors
0
Hours Saved Per Month
0 +
Implementation Time
0 weeks

“We used to dread end-of-month budget reviews. Now I can pull an accurate report for any production in seconds. It’s changed how we manage projects entirely.”

Production Manager, Film Agency, Athens

Drowning in Manual Expense Tracking?

Whether you’re in film, construction, or any project-based industry — we can automate your expense tracking and budget reporting.

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