Stop waiting for the phone to ring.
Rotogears pairs a gamified AI outreach engine with everything you need to run a media studio — quoting, scheduling, crew pay, and invoicing. Built for studios that book project work and can’t afford to stop prospecting.
Free during beta · No credit card · Built by an actual studio
- Follow up with Sarah K. — Coastal Realty +8 XP
- Phone call: Miguel T. +12 XP
- Value drop: 3 luxury agents +8 XP
The problem
Your calendar runs hot, then cold. The tools you use today don’t help.
Every studio lives the same cycle: slammed for three weeks, dead for two, scrambling to book. HoneyBook, Dubsado, and Studio Ninja help you manage leads in your inbox — but inbound is a lottery ticket. None of them help you actually get the work.
Prospecting is the first thing that falls off when you’re busy. By the time you notice the calendar’s empty, it’s already too late.
- 📭 Inbound CRMs wait for leads that may never come.
Built for form fills and referrals. Useless when the form stops filling.
- 🧊 Cold email tools are built for SaaS sales, not studios.
Blast 500 emails, burn your domain. Not how media studios actually win work.
- 📎 Spreadsheets can’t enforce habits.
Prospecting fails because it’s not a habit. You need a system that tells you what to do today.
The hero feature
A sales engine, built into your studio OS.
Existing studio software helps you manage the work you have. Rotogears helps you get the work. It turns prospecting into a daily habit — with AI doing the research and writing so you can stay on shoots.
AI researches every prospect
One click pulls bio, company, recent wins, social presence, and contact details. Gemini grounds it with live web search; GPT-4o structures it. You get a brief, not a blank form.
AI writes in your voice
Few-shot learning from your last 5-8 messages on the same channel and nature of outreach. No AI tells, no buzzwords, no em-dashes. Contractions always. It sounds like you, because it learned from you.
Gamified daily habits
XP, levels (Spotter → Maverick), daily streaks, and today’s missions. The dashboard tells you exactly what to do today, and the streak tells you if you did it yesterday.
Real numbers, real studio
1,079 prospects tracked. 211 brokerages. One studio. One system.
Roto Flight Media built Rotogears because nothing on the market did the job. We run our entire business on it every day — so when you sign up, you’re using the same platform that keeps our calendar full.
- Prospects
- 1,079
- Brokerages
- 211
- Templates
- 27
- Channels
- 5
The rest of the studio stack
Everything that comes after the booking.
Once outreach lands the shoot, Rotogears runs the whole job — from quote to paid, with fair crew pay and native Xero invoicing.
Quote Builder
Pre-priced real estate service catalog plus a custom mode for any production work. Per-line scheduling — every deliverable has its own date, time, and location.
Job Pipeline
13-stage workflow from intake to paid, with auto-status transitions. No more jobs lost between "we should follow up" and "did we ever invoice them?"
Smart Calendar
Multi-crew scheduling, 16-day weather forecast baked in, 2-way Google Calendar sync, per-crew color dots. Built for shoot-based businesses, not meetings.
Fair Crew Pay
Budget-owner pay splits across producers, leads, hourly crew, and originators. Revenue-scaling percentages. Math you don’t have to redo in a spreadsheet.
Xero-Native Invoicing
Invoices auto-push to Xero on creation. Payments pull back on demand. Deposit paid? The linked job auto-confirms and your calendar flips to confirmed.
AI Voicenotes → Plans
Record a voicenote between shoots, get an AI-triaged task board when you park. Never lose a business idea to forgetting again.
Integrations that matter
Google Calendar, Xero, Tessie mileage tracking, tracked delivery links, Gemini + GPT-4o research. Every integration a studio actually uses — none you don’t.
Who it's for
Built for studios that book project work.
If your growth depends on outbound — not ads, not referrals, not luck — Rotogears is built for you.
Real estate media studios
The deepest pre-built tooling: pre-priced RE catalog, agent directory, MLS-oriented outreach segments, MLS/social deliverable tracking.
Commercial & editorial photographers
Prospect brand managers, marketing directors, and agencies. Run commercial shoots through the same pipeline as any other project.
Video production companies
Custom quote mode for commercial, branded, and event work. Deliverable-aware scheduling matches how shoots actually run.
Event & wedding studios
Turn planners, venues, and recent engagements into a prospect list. Stay consistent at outreach even when you’re shooting weekends.
Drone & FPV operators
Prospect construction firms, real estate devs, surveyors. Aerial mapping, inspection, and cinematic flythroughs all fit the pipeline.
Creative agencies & small shops
Mid-market brands, content packages, repeat commercial work. Built for studios juggling multiple clients and crews at once.
Built different
Three things no competitor pairs together.
Outreach-first philosophy
Every other studio tool assumes leads show up. Rotogears assumes you have to go get them — and makes that the easiest part of your day.
Shoot-based by design
Not retainers. Not subscriptions. Not e-commerce. Built around the project → shoot → deliver → invoice cycle every media studio actually runs.
Fair crew pay, baked in
Budget-owner model handles producers, leads, hourly crew, and originators without spreadsheets. Revenue-scaling percentages. Transparent to everyone on the crew.
Pricing
Simple per-seat pricing. Free during beta.
Early access studios get grandfathered pricing for the life of their account. No credit card required to join the waitlist.
FAQ
Questions, answered.
Does this only work for real estate?
No. Real estate is where Rotogears has the deepest pre-built tooling (catalog, agent directory, segments), but the outreach engine, scheduling, crew pay, and invoicing work for any project-based service studio. Commercial photographers, video producers, event studios, drone operators, and creative agencies all use it.
What if I’m not in Santa Barbara?
The 1,000+ agents pre-loaded are Santa Barbara, but Rotogears includes a CSV importer for any prospect list. Bring your MLS export, your board roster, your LinkedIn sales nav export — or start from scratch. AI research enriches every prospect automatically.
Do I need to write outreach messages from scratch?
Never. The AI writes in your voice — it learns from the last 5-8 messages you sent on the same channel and nature-of-outreach (intro, follow-up, value-drop, re-engage). Pick a template, hit "AI Personalize", and ship.
Will my outreach come across as spam?
That’s the whole design. Rotogears is built for human-scale, multi-channel cadences — not cold email blasts. Messages are personalized per prospect using AI research. Channel mix (email, text, DM, phone, in-person) keeps every touch contextual.
How does the pay math actually work?
Budget-owner model. Each job has a lead (producer or lead shooter) who "owns the budget" for their department. Hourly crew get paid their rate; the lead gets whatever’s left. Company % and originator % scale with revenue. Expense deductions split fairly across leads and originators. The math is transparent and consistent, no more spreadsheet battles.
What about Xero / QuickBooks?
Xero is wired in natively — invoices auto-push, payments pull on demand, deposit payments auto-confirm jobs and flip calendar events from soft-hold to confirmed. QuickBooks support is on the roadmap.
Is my data mine?
Yes. During beta Rotogears is self-hosted on our infrastructure; full data export (CSV + JSON) is available on request. When multi-tenant signup opens, data ownership terms will be in the standard agreement — no lock-in.
When does early access open?
We’re onboarding the first wave of studios as design partners. Join the waitlist and we’ll reach out when a spot opens in your vertical.
Early access
Stop waiting. Start turning the gears.
Join the waitlist and we’ll reach out when a spot opens for your studio. No spam. One update when we open the doors.