Solution
A collection of custom apps digitally transformed business operations, billing, and financial projections to create filming efficiencies for the studio’s team.
Benefits
The FileMaker solution replaced spreadsheets and a rigid invoicing system to streamline operations, customize billing processes, provide real-time visibility, and support data-driven forecasting.
Running an entertainment studio seems glamorous, but behind the scenes, it requires managing complex day-to-day operations for major TV, alternative media, and podcast clients and events. The Fields Studios in Chicago, Illinois operates a purpose-built media campus with nine stages, production support spaces, a base camp, and other areas. Each day generates critical operational data: stage schedules, power usage, waste tracking, billing, and more.
Keeping everything organized once meant piles of paper, countless hours spent on spreadsheets, and financial software that didn’t fit the studio’s complex operations and provide the customization needed to match their clients’ expectations.
That changed when financial controller and champion problem solver, Andi de Fraga, introduced The Fields Studios to Claris FileMaker.
Why off-the-shelf software wasn’t good enough.
Before adopting FileMaker, The Fields Studios team relied on a mix of enterprise-level and off-the-shelf software for scheduling, accounting, and billing. Most were expensive, inflexible, and didn’t handle the studio’s specific operations or provide necessary data for forecasting.
“We weren’t able to get what we needed out of enterprise-level software because it didn’t align with our vision or the way I wanted to run the company,” says Shawn Papazian, COO and president of The Fields Studios.
Leadership needed fast answers to make high-stakes decisions: How much revenue will current production tenants generate? Which stages are in use? How much power did we use? Traditional tools couldn’t deliver real-time visibility or keep pace with the business.
A FileMaker champion with deep experience.
Andi, the financial controller, brought more than accounting skills to The Fields Studios—she’s a seasoned FileMaker developer. Throughout her career, she has used FileMaker to replace costly, one-size-fits-all SaaS software with flexible, custom solutions tailored to how organizations actually operate.
“FileMaker has always been a tool in my toolbelt. I’ve found use for it every place I’ve worked,” Andi explains. “Standard accounting systems don’t always capture everything executives need. With FileMaker, I can build solutions that help teams work better and give business leaders real-time data required to make stronger business decisions.”
Andi joined The Fields team at an extremely busy time, right as pre-production ramped up for an Apple TV+ series, Dark Matter Season 2. She jumped into development mode immediately and began innovating with FileMaker.
“There were a lot of urgent problems we were facing, and Andi quickly created solution after solution, using FileMaker to collect data and present the information in meaningful ways,” says RoseMary Prodonovich, general manager of The Fields Studios.
Scalable, custom apps built with FileMaker.
With input from the team, Andi built a series of custom apps that support nearly every aspect of The Fields Studios’ financial and operational workflows. These apps replaced manual processes and connected day-to-day activity directly to billing and reporting.
Key benefits of the new FileMaker solution include:
- Simplified studio operations with real-time visibility.
Daily stage logs capture power use, waste, and production activity, giving leadership immediate insight into what’s happening across the campus.
- Effortless invoicing and faster payments.
The system automatically generates invoices that align with customer purchase orders (POs), eliminating reconciliation headaches, accelerating payment processing, and ensuring timely payments.
- Operational data within one place.
Interactive studio maps make space utilization and performance easy to understand, turning complex data into clear, visual answers.
- Intuitive, visual reporting.
Color-coded occupancy views and dynamic rent rolls provide an instant snapshot of studio activity for any selected timeframe.
- Clear financial transparency.
Ancillary revenue and usage-based charges are fully visible, giving operations and finance a shared, transparent view of each client’s financial impact. - Actionable revenue insights.
Interactive reports highlight occupancy, revenue by client, cost per square foot, and historical trends—supporting more accurate forecasting and planning.
According to COO Shawn, “Building an efficient, custom solution is more beneficial than having a large accounting department. One strategic person managing all finances has been a goal of ours, and thanks to Andi, we’re there now.”
Building an efficient, custom solution is more beneficial than having a large accounting department.
Shawn Papazian, COO and president
The Fields Studios
The advantages of digital transformation.
By unifying operations, finance, and reporting into one cohesive platform, The Fields Studios replaced disconnected tools with a streamlined, data-driven system, resulting in:
- Greater operational efficiencies.
- Faster billing cycles.
- Clearer financial insights.
- Improved decision-making.
- Enhanced client experiences.
“Operating efficiencies in terms of time savings and dollar-for-dollar costs are a result of really great software,” exclaims Zain Koita, founder of Knickpoint Ventures, the investment and development company that owns The Fields Studios. “FileMaker gives us a custom solution that handles our niche industry very specifically and reflects the management style of the onsite team. It’s exactly what we need.”
Andi has created a scalable foundation for continuous digital transformation. Building a custom CRM is already underway and equipping each stage manager with an iPad is in the works. “We want a fully digital team, and FileMaker is helping us get there,” RoseMary says.
Because the solution was created with FileMaker, it’s flexible and can adapt as the business grows, operations change, or client expectations require additional customization.
Advice from the COO: Find your own FileMaker expert.
“I had a vision for a billing platform but didn’t want to spend seven figures and a lot of time building it. I was blown away when Andi introduced me to FileMaker. She was right about its capabilities and delivered a system that fundamentally changed how we operate,” Shawn concludes.
This COO’s advice to other business leaders is straightforward: “If you’re considering Claris FileMaker, find the right person to build a solution that’s tailored to how your business actually works.”
Having an experienced FileMaker developer on your team can be invaluable—either an in-house employee or a development partner.
Claris offers a few ways to get started:
- Upskill internal talent. If you have a problem solver already on your team, use our training resources to boost their skills. That’s what Andi did to level up.
- Hire a FileMaker developer. Visit the job board in the Claris Community to connect with experienced FileMaker developers.
- Work with a Claris Partner. This collaboration can be game-changing by having a FileMaker expert create a custom solution that’s aligned with your business. Get free consultation today.