Quote the job. Staff it. Bill it.
GaffDesk is quoting and invoicing software for AV companies and freelancers. Build quotes from your own gear list, calculate crew overtime, check that your gear is free on show dates, and send a branded PDF. When the client says yes, the same quote becomes the invoice and the pull sheet.
7 days free with full Pro access. No card needed to start.
- LED wall 12 × 8 ft$4,800.00
- Video switcher and operator position$1,300.00
- Wireless mic kit, 4 channels$720.00
- Line array system$3,200.00
- A1 audio engineer$2,400.00
- Delivery and pickup$450.00
Example quote with sample data.
Founding offer. The first 25 subscribers get 50% off their first year. Use code FOUNDER at checkout.
Claim it with a free trialHow a job runs through GaffDesk
From the first email to getting paid, one record follows the job. Nothing gets retyped between the quote, the invoice and the warehouse.
Start a quote from a saved client, a template or a past job you can duplicate.
Pick gear and labor from your own item library at your own rates. Kits add their parts automatically. Crew lines work out overtime and double time from the hours you enter, and you can override them.
See whether owned gear is free on those dates before you promise it. Anything you don't own goes on the quote as a sub-rental with its source.
Email a PDF with your logo and terms straight from GaffDesk. Changes become Rev B, Rev C, with the history kept.
Convert the approved quote into an invoice in one step, with every line carried over.
Print a pull sheet with load-in details and the source of every item, so prep matches what was sold.
Send the invoice to QuickBooks as a draft with the PDF attached, if you use the QuickBooks add-on.
Freelancer? Use it just for invoices.
You don't need to quote in GaffDesk to bill in it. Start an invoice directly, add your day rate and hours, and email a clean PDF to the AV company that booked you.
Start free, send your first invoice- No quote needed. Create an invoice on its own for any gig.
- Your rates, saved once. Day rate, hourly, travel, parking and kit fees stay in your item library.
- Your clients, saved. Keep up to 5 AV companies you bill on Basic, unlimited on Pro.
- Your name on it. Logo, contact details and payment terms on every PDF.
- Know who has paid. Every invoice shows Draft, Sent or Paid.
- Basic is $9.99 a month. Upgrade only if you start quoting full jobs.
Not a spreadsheet. Not accounting software.
Most AV shops quote in Excel and bill in QuickBooks. GaffDesk covers the part in between that neither was built for.
Excel or Google Sheets
Flexible until the quote becomes an invoice, the PDF needs your branding, and the warehouse list has to match. Overtime math and double-booked gear are on you.
QuickBooks
Great for bookkeeping. Not built for rental days, crew calls, kits, sub-rentals, revisions or pull sheets. GaffDesk hands it the finished invoice.
GaffDesk
Built around AV jobs: your gear and rates, crew hours, availability, kits, sub-rentals, revisions, invoices and pull sheets in one place.
Two kinds of work, two workspaces
Rental shows and installation projects are quoted differently. GaffDesk keeps them apart, with their own numbering and settings. Use one, or both.
Event
For shows, conferences and rentals.
- Rental days and show dates on every line
- Crew hours with overtime and double time
- Gear availability across overlapping shows
- Pull sheets for warehouse prep
Install
For installation projects.
- Scope organized by room or area
- Equipment, materials, labor and delivery
- Material lists for approved projects
- Separate quote numbering from your events
Pricing
Every plan starts with a 7-day free trial with full Pro access.
Basic
For freelancers who mostly send invoices or quote a few jobs a month.
- Up to 10 saved quotes
- Up to 25 library items
- PDF quotes and invoices
- One workspace
- Up to 5 saved clients
- Pull sheets
Pro
For working AV pros and small companies. Most people start here.
- Unlimited quotes and invoices
- Unlimited library items
- Unlimited saved clients
- Pull sheets
- One workspace
- 1 user
Team
For AV companies with a few people quoting together.
- Everything in Pro
- Up to 3 team members
- Shared clients, items and quotes
- Admin controls
- One workspace
QuickBooks add-on Import customers and send approved invoices to QuickBooks Online with the PDF attached.
+$9.99/month
Prices in USD, before any sales tax. Cancel anytime from the billing page in your account.
Questions
Do I need a credit card to start the trial?
No. The 7-day trial gives you full Pro access without a card. At the end of the trial, choose a plan to keep using GaffDesk.
Is GaffDesk accounting software?
No. GaffDesk handles quotes, invoices, crew, gear and pull sheets. Keep using QuickBooks or your accountant for bookkeeping. With the QuickBooks add-on, approved invoices go to QuickBooks Online as drafts.
Can I use my own gear list and prices?
Yes. Your item library holds your own gear, labor and services with your rates, categories, tax settings and terms. You can import it from a spreadsheet.
How does crew overtime work?
Enter the hours per day on a labor line and GaffDesk splits them into regular, overtime and double time using your company's labor rules. You can override the split on any line.
What's the difference between Event and Install?
Event is for shows and rentals, with rental days, crew calls and pull sheets. Install is for installation projects, organized by room or area with material lists. Pro and Team can include both.
Can my team use it?
Yes. The Team plan includes up to 3 people sharing clients, the item library and quotes, with admin controls over who can do what.
Who can see my clients and prices?
Only you and the team members you add. Your clients, prices and quotes stay in your account.
Who makes GaffDesk?
GaffDesk is built by AV Land Production LLC, a Bay Area AV production company. We use it to quote and bill our own shows.
Your next quote, without the spreadsheet
Set up your item library, build a real quote and send the PDF during your free trial.