Business model
B2B — entertainment payroll and background casting for film & TV productions
Customer stories
Everyset
Entertainment / Film & TV Payroll
How Everyset automated 1,000+ monthly payroll invoices with an audit trail on every run
“I am not handing a chatbot the keys to the general ledger. What sold me was that this behaves like software. Once the rules are encoded, run one and run one million are identical, and every write is logged. I can open any run and see exactly what happened. That is the line between a tool a finance lead can sign off on and one they cannot.”
Roles impacted
CFO
Finance
Accounting
Core use-cases
Invoice Automation
Journal Entries
Reconciliation
Multi-entity Routing
Integrations
QuickBooks Online
About Everyset
The source of truth for background on every set
Everyset is the source of truth for background on every set. Built by industry veterans, the platform streamlines background operations for film and television productions — from digital start work and time tracking through background payroll — giving production crews a single system and saving hours for every department. Everyset has supported more than 2,200 productions, onboarded over 500,000 background actors, and processed more than 436,000 digital vouchers, and is trusted by major studios, networks and production companies. Founded by Ebrahim Bhaiji and Rumala Sheikhani.
Visit EverysetResults
Manual volume became a logged, repeatable system
900+
workflow runs in a single day
1,000+
invoices per month processed
7
line items per invoice, automated
0
manual data entry required
Challenge
Seven line items, every invoice, every production, every week
Every payroll run in film and television produces paperwork. A production hires background talent for a week, the payroll company pays them, and out comes a batch invoice: gross wages, payroll taxes, fringes, workers’ compensation, casting fees, payroll fees, postage. Multiply that by every production on the slate and every week-ending date, and someone in finance is spending their week pulling invoices out of the production platform, saving them to a shared folder, and re-keying seven line items per invoice into QuickBooks, one at a time, then reconciling the cash that comes in against them.
The engineering team could not prioritize the integration. The product roadmap was full, and finance was behind it. The CFO’s original spec read like a software project: webhook-driven sync on AWS Lambda, message queue, state database, retry logic, monitoring stack — a six-to-eight-week estimate with a dedicated engineering team.
Re-keying 7 line items per invoice into QuickBooks by hand
Over 1,000 invoices a month across every payroll run
No clean identifier between payroll processor and platform
Manual cash matching against invoices every month
Engineering team could not prioritize the integration — product roadmap was full
Original spec estimated 6–8 weeks with a dedicated engineering team
“When I came into Everyset, the finance team was re-keying seven line items per invoice into QuickBooks by hand for over a thousand invoices a month, on every payroll run, for every production on the slate. There was no clean identifier between our payroll processor and our platform, so matching the cash against those invoices was a manual hunt every month.”
Our solution
A finance workflow that behaves like software
The finance team uses Loopfour to watch the folder where payroll invoices land, read each one, break it out into its seven line items, route it to the right set of books depending on whether the production is union or non-union, and create the matching customers, invoices, and journal entries in QuickBooks Online. Incoming payments are matched against them for reconciliation. The team reviews the exceptions. Everything else runs as code.
01) Folder-watching automation
Shared folder → automatic pickup of new payroll invoices as they land.
02) Intelligent document reading
AI reads each invoice and breaks it into its 7 line items automatically.
03) Multi-entity routing
Union → union books, non-union → non-union books, routed automatically based on invoice characteristics.
04) Customer & invoice creation
Creates matching customers, invoices, and journal entries in QuickBooks Online.
05) Payment reconciliation
Incoming payments are matched against invoices automatically for reconciliation.
06) Exception-only workflow
The team only works the exceptions. Everything else is automated end to end.
07) Parallel processing
Productions processed in parallel — hundreds of runs per active day.
08) Deterministic execution
Once rules are encoded, run 1 and run 1,000,000 are identical. No drift, no variance.
09) Full audit trail
Every action, approval, and write to QuickBooks is logged and traceable.
“That is the thing about finance workflows. Every one of them looks bespoke, because every business has its own line items and its own rules. The question is whether you build a custom integration for each one, hire someone to do it by hand, or get the rules into a workflow that runs the same way every time. We think the third option is the only one that scales.”
Impact
Traceability first. Time back next.
01
The first win was traceability. Every figure ties back to the invoice that produced it, on every run. No more hunting through folders or cross-referencing spreadsheets — the audit trail is built into the workflow.
02
The accounting team, managed through Fiscal Founders, now only works the exceptions. The routine invoice processing, journal entries, and reconciliation that consumed entire days run automatically.
03
On active production days, the system processes hundreds of workflow runs. In late July, peak volume hit 900+ runs in a single day — a volume that would have been impossible to handle manually.
04
For Everyset, the payroll automation was a test project for AI adoption across the company. Having seen what deterministic automation could do for finance, the team is now implementing AI across other operations.
05
The time freed from manual data entry has been redirected to higher-level problems: financial strategy, cash management, and supporting Everyset’s continued growth across major studios and production companies.
“The pipeline picks the invoices up, splits out the line items, routes union and non-union to the right entity, writes to QuickBooks, and hands back a reconciliation. My accounting team only works the exceptions. We are still counting the wins from this launch, but the first one has been traceability. Every figure ties back to the invoice that produced it, on every run.”
“Finance teams are being told to adopt AI louder than anyone, and they have the most to lose if it goes wrong. The answer is not hand it all to a model or keep doing it by hand. It is deterministic automation with AI inside the guardrails. That is the version I will put in front of a board.”
Build the next one
Processing high-volume invoices across multiple entities?
See how Loopfour can automate the work with deterministic execution and a full audit trail.