Sarah Wolff
Senior VP of Production at Movement social media agency
PAI is the glue that holds production, finance, and leadership teams together — whether you're running an agency or producing in-house.
Track margins and spend in real-time — not weeks after wrap
See exactly where your money goes as projects run, including out-of-pocket spend. Easily view committed, paid, and pending expenses. Catch mistakes and course-correct before it’s too late.
Get production, finance, and leadership teams on the same page — literally
With PAI, production understands budget constraints and finance understands production needs. Both work from the same live data — no more version confusion or waiting for updates.
Replace your duct-taped tool stack
Consolidate several tools into one platform. No more updating the same information across multiple tools. Update a vendor rate once, and watch it automatically sync through estimates, budgets, timelines, and payroll.
Consolidate your chaos into one dashboard
Give everyone the visibility they need, without the complexity
Leadership gets high-level financial snapshots. Teams get spending clarity throughout each project. Everyone stays accountable without drowning in details.
View workloads across every single project
Spot bottlenecks, track producer performance, and manage workflows from one dashboard — no more searching through old emails and spreadsheets.
Manage vendors without the mayhem
See how every vendor choice affects your budget and actuals before you commit. And when contractors leave, retain all vendor relationships, rate history, and project notes.
PAI is saving customers money and improving efficiency
53% time saved
Hayden5 cut project management hours in half thanks to automated bidding, invoice processing, budget updates, and vendor coordination.
2-3x capacity increase
One platform replaced scattered tools — so each producer can now manages 2-3x more projects without the admin burden dragging them down.
Built for teams managing multiple vendors, tight margins, and major budgets
When you're tracking dozens of expenses across multiple projects, spreadsheet chaos kills your margins. You need one platform that shows you where every dollar goes — in real-time.
Book a Demo
Growing agencies
Mid-sized companies running multiple projects who need to track margins in real-time and stop losing money to spreadsheet chaos.
Enterprise in-house teams
Brands bringing production in-house who need financial visibility and vendor management that scales without adding more tools.
Large agencies
Big teams managing high-volume production who need ops and finance working from the same live data — not yesterday's spreadsheet.
How PAI is different
Eliminates several tools across departments
Replace budget spreadsheets, vendor databases, project trackers, and financial reporting tools with one platform. Update once, watch it sync everywhere.
Puts production, finance, and leadership teams on the same page
Your teams collaborate on shared, live project data. No more emailing spreadsheets back and forth or waiting for someone to update "the master version."
Lets AI handle the busywork
Generate budgets, sync vendor assignments and rates, and auto-forward invoices with AI. It's not just efficient, it’s ROI you can actually see.
Built by production veterans, not adapted from generic PM tools
Unlike generic project management tools, PAI deeply understands agency and production workflows — because it's built by people who've done it for decades.
We'll help you switch. Here's how:
1
We migrate your data
Bring your rate cards, templates, and vendor lists from your old system. We'll import everything, so you don't start from scratch.
2
We handle your setup
Our team sets up your workspace, builds your workflows, and trains your team. You're not figuring this out alone.
3
You capture lost money
Within days, pinpoint exactly where money leaks happen and fix them before the project ends, not after.
Daniel Lombroso
Founder, Outerboro Films
Your data stays yours. Period.
SOC 2 Type 2 compliant certified
PAI protects your data the right way, every day. We use proven security practices that've been tested and validated by independent auditors.
GDPR compliant certified
PAI meets European Union privacy standards — the world's strictest data protection requirements. You control your production and vendor data — it always stays private.
Vendor privacy protection
Vendors are never shared between organizations. All your vendor information is completely private to your company.
Data ownership & confidentiality
Your data belongs to you. We don't claim ownership, ever. Access, export, or delete your information anytime — no hoops to jump through.
FAQs
What manual tasks does PAI automate?
Data entry & transfer — Convert estimates to budgets in one click, update vendor rates once and watch them sync across timelines, budgets, and payroll automatically, and let rate cards auto-populate pricing when you add line items Financial & budgeting — Sync budget-to-actuals in real-time, calculate fringes and percentage-based costs throughout the entire budget lifecycle, and track live margins with automatic variance calculations and overage alerts Vendor & invoice management — Create deal memos instantly, process invoices with AI-powered approvals, forward approved invoices to accounting automatically, send payment status notifications to vendors via email, and automatically remind vendors to submit invoices Timecard & payroll — Auto-calculate overtime based on your selected method and process W2 vendor timecards with automatic rate calculations Vendor communication — Automatically notify vendors when new expenses are posted, invoices are approved or rejected, payments are scheduled, and when they're invited to join your organization Reporting & analysis — Create reports with one click using real-time financial data and generate margin variances automatically Production workflow — Auto-sync campaigns and projects, generate standardized documents across your team, and link vendors to budgets and projects where they're working
How much configuration is required to kick off with PAI?
You can start using PAI right away — our team will handle setup, including migrating your existing data and templates from your current systems. You’ll keep your proven structures, we take care of the technical work.
What tools will I be able to consolidate from our current tech stack?
PAI replaces multiple disconnected tools: - Budget spreadsheets - Vendor management systems - Invoice tracking - Project management apps - Freelancer databases - Financial reporting tools
I’d like to understand how other customers have used it - how can I do that?
Book a demo and we'll show you real customer use cases specific to your industry. We'll walk you through how to: - Track out-of-pocket expenses - Manage vendor compliance - Improve margin visibility - Save hours on admin work
