Getting started: the production office

About an hour once per company, then about ten minutes per job. An admin sets up the company; a producer or PM can do the rest.

Set up the company (once)

• Sign in at papermole.app with your work email and the code it sends you.
• Settings: region, books currency, tax, your bank's foreign exchange margin (about 3% on most business cards) and your logo for the client pack.
• Settings, Xero: the account each payment comes from, the tracking category for jobs, and your tax rate names exactly as Xero spells them.
• Settings, Company cards: the last four digits of each business card, so Review can say whose card a receipt was.
• Office, Categories: check the film and TV list (14 groups, 57 categories) and match the Xero codes to your chart.
• Office, Departments: rename or reorder to how you crew a job.

Add people

People is everyone on your crew, login or not. Team is the few who sign in. The crew list on each job says who's working on it.

• Team: add producers and PMs as Producer (they see every job, Review and the exports), and crew who'll capture as Crew. Each gets an invite email with a sign-in code.
• Or post a crew join link: Office, Crew join link. Make one for the company or a job, paste it in the crew chat, then let people in as Crew from Today. It runs for 14 days and you can copy it again any time; Replace link turns the old one off.
• People: add crew without a login, with the email they'll send from. They can email receipts to the job's address and hold a float.
• Department heads who need their budget against spend (an Art Director, say) need the Producer role. Everyone else sees their own spend on My spend.

Set up each job

• Jobs, New: job code or production number, and the name or working title. Client details only if you bill a client. Leave the spending currency blank unless crew spend in another currency: an American film shot in Sydney is still an AUD job.
• Budgets by category and by department. They're two views of the same money, never added together.
• Crew list: who's on the job, in which department.
• Floats: issue each to its holder, cash or card, in its own currency.
• Optional, Office, Vendor rules: add the suppliers you always use. PaperMole also learns them from Review.
• Test: photograph one receipt and email one to the job's address. Both should be in Review within a minute; the emailed one asks how it was paid.

Then send your crew to papermole.app/crew.

Every day

PaperMole opens on Today: what needs you, most urgent first. Everything waiting on a producer is in one place, the Review tab: receipts to check, no-receipt entries, trips and float top-ups, oldest first. Filter by kind, open any one to look closer, or tap Approve the ones that are ready to approve every signed no-receipt entry and confirmed trip in one go. Receipts to check and top-ups always need you to look.