Accounting for Location Manager

Finding the perfect filming spot is what you do best — but managing the financial side of productions? That's where many location managers find themselves out of their depth. Between scouting fees, permit costs, and complex production budgets, you're juggling numbers alongside your creative vision.

Creative & Numbers specialises in accounting for location managers across the UK. We understand your unique challenges, from tracking multiple location expenses to managing freelance payments, and we're here to make your financial admin as smooth as your location finds.

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Our Accounting Services Empower Your Productions

When your books are sorted, you can focus entirely on what matters most — securing those perfect locations that bring productions to life.

Effortless Bookkeeping
Profitable Project Budgeting
Streamlined Expense Tracking
Tax Savings Through Deductions
Financial Insights at Your Fingertips
Industry-Specific Support

Accounting Services Tailored to Location Managers

Every location manager works differently — some specialise in commercials, others focus on feature films or TV series. That's why we tailor our bookkeeping for location managers to match your specific workflow and client base.

Whether you're a freelance location scout or running your own location services company, we've got the expertise to keep your finances on track.

Here's what we offer:

Bookkeeping – Daily transaction recording and categorisation
Tax Preparation – Self-assessment and corporation tax returns
Payroll – Managing crew payments and contractor invoicing
Financial Reporting – Clear insights into your project profitability
VAT – Registration guidance and quarterly submissions

Your Success is Our Mission

Location managers are the unsung heroes of film and television. You transform creative visions into reality, finding those impossible-to-replicate settings that make stories unforgettable. Your work deserves recognition — and proper financial support.

We're passionate about helping location professionals like you build sustainable, profitable careers. When your accounting is handled by experts who understand your industry, you're free to focus on what you do brilliantly: creating the perfect backdrop for storytelling.

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Mastering the Basics of Location Management Accounting & Bookkeeping

Track Your Location Fees

Separate your scouting fees, location fees, and commission payments to maintain clear income streams. This separation helps you understand which services generate the most profit for your business.

Document Your Travel Expenses

Keep detailed records of mileage, accommodation, and meal costs incurred during location scouting trips. These business expenses can significantly reduce your tax liability when properly documented and claimed.

Manage Contractor Payments

Set up systems for tracking payments to local crew, security staff, and other contractors you hire. Proper documentation protects you legally and ensures smooth relationships with your regular freelance team.

Monitor Equipment Costs

Track expenses for location equipment, signage, barriers, and other materials you provide during shoots. These costs should be factored into your pricing structure to maintain healthy profit margins.

Handle Permit Expenses

Create clear systems for managing council permits, parking fees, and other location-related costs. Many of these can be claimed as business expenses or recharged directly to production companies.

Understand Production Budgets

Learn to read and interpret production budgets to ensure your services are appropriately valued. Understanding budget breakdowns helps you negotiate fair rates and identify additional revenue opportunities.

The Rewards of Streamlined Location Management Accounting

Financial Clarity

Clear bookkeeping reveals which types of projects and clients generate the best returns for your time. You'll make smarter business decisions when you can see exactly where your money comes from and goes.

Informed Decision-Making

Accurate financial records help you evaluate new opportunities, set competitive rates, and invest wisely in your business growth. Data-driven decisions lead to more sustainable long-term success in the industry.

Tax Compliance

Stay compliant with HMRC requirements while claiming every legitimate deduction available to location managers. Proper tax preparation saves you money and eliminates the stress of potential compliance issues.

Transparency & Confidence

Professional financial records give you confidence when dealing with production accountants and clients. Clear documentation builds trust and positions you as a serious business professional in the industry.

Peace of Mind

When your accounting is handled professionally, you sleep better knowing your finances are organised and compliant. This mental freedom allows you to focus entirely on your creative and logistical challenges.

Budgeting and Planning

Accurate financial tracking enables better project budgeting and long-term business planning. You'll anticipate cash flow needs and make informed decisions about equipment purchases or team expansion.

Optimising Your Finances: Deductible Expenses for Location Managers

Pre-Production Expenses

Travel costs, accommodation, and meals during location scouting are fully deductible business expenses. Keep receipts for petrol, train tickets, hotel stays, and restaurant meals consumed while working away from home base.

Production Costs

Equipment purchases, permit fees, and contractor payments can be claimed as business expenses. This includes cameras for location photos, measuring tools, safety equipment, signage, barriers, and payments to local security staff.

Post-Production Activities

Costs related to location wrap activities, damage assessments, and final reporting are deductible business expenses. Document any cleanup costs, final inspections, or additional paperwork required after production completion.

Marketing Investments

Website development, professional photography of locations, portfolio printing, and networking event attendance qualify as marketing expenses. These investments in your professional image are essential for attracting new clients.

Business Operations

Office rent, phone bills, internet, insurance, professional subscriptions, and software costs are standard business deductions. Include location management software, mapping tools, and professional association memberships in this category.

Interest and Professional Fees

Business loan interest, professional development courses, and accounting services are deductible expenses. Investing in your skills and maintaining professional financial management supports long-term business growth and success.

Unlocking Maximum Benefits with Our Expertise

Deep Understanding of Tax Incentives

We stay current with UK film tax reliefs and production incentives that affect location managers. Our expertise ensures you benefit from every available tax break while maintaining full HMRC compliance.

Cost Segregation

For location managers with property investments, we identify opportunities to accelerate depreciation on location-related assets. This advanced strategy can significantly reduce your current year tax liability through proper asset classification.

Strategic Tax Planning

We develop year-round tax strategies that minimise your liability while supporting business growth. Our proactive approach ensures you're positioned advantageously before tax deadlines, not scrambling to catch up afterwards.

Production Structure Guidance

Whether you're considering incorporation or partnership structures, we provide expert guidance on the most tax-efficient business setup. The right structure can save thousands in taxes while providing better liability protection.

Audit & Defense Support

Should HMRC ever question your returns, we provide full representation and documentation support. Our detailed record-keeping and industry expertise protect you during any compliance reviews or investigations.

Cash Flow Optimisation

We help you manage irregular production income through strategic invoicing, payment terms, and cash flow planning. Smooth cash flow management is crucial for location managers dealing with project-based revenue cycles.

How Creative & Numbers Helps Location Managers Maximise Tax Benefits

Proactive Tax Planning

We work with you throughout the year to identify tax-saving opportunities and structure transactions advantageously. This forward-thinking approach prevents missed deductions and ensures optimal tax outcomes for your location management business.

Business Structure Guidance

Whether you're a sole trader or considering limited company status, we advise on the most tax-efficient structure. The right setup can save thousands annually while providing appropriate liability protection for your professional activities.

Maximising Deductions

Our industry expertise ensures you claim every legitimate deduction available to location managers under HMRC rules. From travel expenses to equipment costs, we identify opportunities other accountants might miss in this specialised field.

Representation Before HMRC

If tax authorities have questions about your returns, we handle all communications and provide expert representation. Our detailed documentation and industry knowledge protect your interests during any compliance reviews or investigations.

Staying Current with UK Tax Law

Tax regulations change regularly, especially around creative industries and film production incentives. We monitor these changes constantly and adjust your tax strategy accordingly to maintain compliance and optimise benefits.

Strategic Long-Term Planning

We help you plan for major business decisions like equipment purchases, business expansion, or retirement planning. Strategic timing of these decisions can significantly impact your tax liability and overall financial success.

What Our Clients Say

Ellie Botwood, Bot Inc PR, Branding and Sales Consultancy in Advertising, Film and Art

I’ve had my own business for the past 6 years and I’ve always struggled to keep on top of my accounts and invoices. Creative and Numbers have been imperative in helping me get back on track and taking away a lot of the headache so I can concentrate on what I’m good at. During the Covid-19 crisis, they provided knowledge, insight and advice in what was a really scary and precarious time. Sometimes there’s nothing quite reassuring than hearing it will be OK and we will get it sorted. I’m very grateful I found them when I did!