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From the dashboard, open Settings›Business Info. Fill in your business name, email, phone, and address. These appear as the "From" block on every invoice you send, so use the exact name, address, and contact method your clients should see.

1. Upload your logo. PNG with a transparent background works best. Keep it under 1 MB. It'll show up on invoices, PDFs, and outgoing emails.
2. Pick an accent color. Used for invoice headers and the email templates your clients receive. Stick with something close to whatever you already use on social or letterhead.
3. Switch to the Invoices & Tax tab. Add default payment instructions (Venmo handle, Zelle email, bank transfer details — whatever you accept). Set your state and federal tax bracket so Crewed can calculate quarterly estimates correctly.
4. Save. The live preview card on the right shows exactly how your info will render on a real invoice.

The strip across the top shows running totals — gigs booked, invoices sent, money outstanding, money overdue, mileage driven, gross earned, net received. It updates in real time as you add gigs and mark invoices paid.

Below the strip you'll find visual breakdowns: income over time, income by client, expense categories, and a heatmap of gig density across the year. These are quick-read — they're meant to make your business legible in a glance, not to replace your reporting page.

Under Companies›Add New, enter the company name, address, billing contact, and whether this is typically W2 or 1099 work. The W2/1099 flag matters — it changes how Crewed handles tax estimates on gigs from that company (more in §11).

You can also save payroll contacts (useful for W2 productions where the payroll department is separate from your day-to-day contact), a default mileage amount (if you regularly drive the same distance to their location), and the payment app they typically use.

A rate card is a reusable pay template tied to a company (§03): a base rate, hourly ($80/hr) or daily ($800/day), plus the premiums and reimbursements that client actually pays. Build it once and Crewed stops asking you to remember the numbers.

Open Settings›Rate Cards, or edit any company and scroll to its Rate Cards section. Name the card, set the base rate, then switch on only the extras that apply:

Overtime

Pays at 1.5 × the base hourly rate — the same math the gig form uses.

Night premium

An added rate or flat bump for overnight and late calls.

Per diem

Daily travel and on-location allowance.

Mileage & gas

Reimbursement rates for driving to and from the job.

When you add a gig (§06) for a company that has a card, those rates flow in automatically (base pay, OT, per diem, mileage), so a new booking is a few fields instead of a blank form. Override anything per gig; the card only fills in the starting numbers.

A crewer is the individual who books you: the production coordinator at a network, the crewing manager at a broadcast truck company, the freelance producer who keeps passing your name along. They're almost always associated with a Company (see §03), but it's the person you deal with, not the organization.

Add them under Crewers›Add New with name, email, phone, and the company they book for. Each crewer record tracks a Last contacted date that you can sort by — a quiet way to see who you haven't heard from in a while and who might be worth a check-in before their next project kicks off.

Click Gigs›Add New. At minimum, a gig needs a company, an event name, a date (or date range for multi-day), and a pay amount. Everything else is optional but useful:

Per-day rates & day types

Tag each day of a multi-day gig (travel, prep, shoot, OT) with its own rate and call time.

Hours & overtime

Base and OT hours per day with automatic totals. Overtime pays at 1.5 × your base hourly rate — calculated as OT hours × (base pay ÷ base hours) × 1.5.

Mileage

Tracked per gig. Auto-fills from the company default if set.

Per diem

Travel days and on-location allowances.

Billing code

Free-text field for production codes, job numbers, PO refs.

Status

Confirmed, pending, invoiced, paid — editable inline from the list view.

If the company has a rate card (§04), the pay fields (base rate, OT, per diem, mileage) arrive pre-filled the moment you pick it, so most gigs are a couple of fields and a date.

Once the job's done and you're ready to invoice, open the gig and click Create Invoice. Crewed prefills everything (pay, mileage, per diem, billing code, company) from the gig record. You review, adjust if needed, and send.

The invoice list shows every invoice you've ever sent, with columns for invoice number, company, date sent, due date, status (Draft / Sent / Paid / Overdue), and total. Click any row to open a read-only overview of that invoice — subtotal, tax, reimbursements, line items, and notes in one place, with Edit, Download PDF, and All Invoices in the header. The status dropdown in the list is editable inline — no need to open the record to mark something paid.

Every invoice has a Download PDF button. The PDF uses your logo, accent color, and business info from §01. Email the PDF to your client directly, or attach it to your invoicing email — whichever fits how you already work.

Working several gigs for the same client? Roll them into one invoice: choose combine gigs, pick the gigs, and Crewed merges their pay, mileage, per diem, and billing codes into a single document with a line item per gig.

Every expense has a date, vendor, category (travel, supplies, equipment, meals, software, etc.), amount, notes, and an optional receipt image or PDF. Drag a receipt file onto the upload area and it attaches automatically.

Accepted: JPG, PNG, GIF, PDF, DOC, DOCX  ·  Max size: 10 MB per file

The list view includes a category breakdown so you can see at a glance where your money actually goes. Filter by date range or category to answer questions like "how much did I spend on gear this quarter?" in one click.

The calendar view shows every gig in your Crewed account as colored blocks across the month. Click any block to jump straight to that gig's detail page. Week and day views are available for tighter planning.

To sync with Google Calendar, open Settings›Integrations and click Connect. Pick which of your Google calendars to monitor, and choose a confirmed gig color — any Google Calendar event you've marked with that color gets pulled into Crewed as a confirmed gig on your dashboard's upcoming list.

It also runs the other way. In Settings›Integrations, turn on Auto-add new gigs to my Google Calendar and every gig you create posts to the calendar you pick. Multi-day gigs add an event per day, and editing or deleting a gig updates or removes those events. If a sync ever fails, your gig still saves and Crewed flags it so you can retry.

Under Settings›Integrations you'll find a unique availability link — something like crewed.studio/availability/your-handle. Share it with clients, put it in your email signature, add it to your website.

When someone visits the link, they see a simple form: event name, dates, location, position needed, budget, any additional notes. They submit; you get an email; they get a confirmation that you'll be in touch. Their request lands in your Availability Requests dashboard where you can review, respond, and (if you want) convert it directly into a gig.

The reporting page is built around three questions: how much did you make, how much did you spend, and how much do you owe the IRS? Interactive charts cover income over time, income by client, taxed vs. untaxed income, expenses by category, and average hourly rate by client.

Quarterly tax estimates are calculated automatically based on your 1099 income (W2 income is excluded because your employer already withholds), your state, your federal bracket, and the standard 50% self-employment tax deduction the IRS allows. The number you see is an estimate (your accountant has the final word), but it's close enough to set money aside each quarter without guessing.

You don't have to remember to check. Crewed emails you a quarterly reminder ahead of each estimated-tax deadline, with the current estimate laid out on the Crewed letterhead, so the deadline doesn't sneak up on you.

When it's time to file, use the Tax Prep Export to download a CSV with every gig, invoice, and expense for the year. Hand it to your accountant or drop it into TurboTax. Done.