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Why Videographers Start Looking Beyond 17hats
17hats has been around for a long time, and for many freelancers, it was one of the first tools that pulled together CRM, contracts, invoicing, and workflows into one place.
For a while, it felt like a complete solution. You could manage clients, send invoices, automate follow-ups, and keep everything organised without needing multiple tools.
But as the video production space has evolved, so have expectations. Workflows have become more dynamic, projects more layered, and clients more demanding in terms of communication and delivery.
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That’s usually when 17hats starts to feel dated or restrictive, and people begin looking for alternatives.
Where 17hats Works Well
To be fair, 17hats still covers a lot of ground.
It’s particularly useful for:
- Basic client management
- Invoicing and payment tracking
- Simple workflow automation
- Keeping business operations in one place
For freelancers who want a straightforward system without too much setup, it can still work.
The issue is that video production often requires more flexibility than it provides.
Where 17hats Starts to Fall Short
The friction usually appears in a few key areas.
Common issues include:
- Limited customisation in workflows
- A dated interface compared to newer tools
- Basic project tracking capabilities
- Difficulty handling more complex or evolving projects
As your business grows, these limitations become more noticeable.
You might find yourself supplementing 17hats with other tools, which defeats the purpose of having an all-in-one system.
The Core Decision: Replace Like-for-Like or Upgrade Your System
When moving away from 17hats, you’re not just choosing another tool.
You’re deciding whether to:
- Replace it with another all-in-one platform
- Or move toward a more flexible, modular system
Both approaches can work, but they lead to very different setups.
Modern All-in-One Alternatives
If you like the idea of keeping everything in one place, there are newer tools that improve on what 17hats offers.
HoneyBook
HoneyBook is one of the most common upgrades.
It offers:
- A modern interface
- Integrated proposals, contracts, and payments
- A smoother client experience
Compared to 17hats, it feels more polished and easier to use.
The downside is that it can still feel structured in ways that don’t fully match video workflows.
Dubsado
Dubsado takes things further in terms of flexibility.
It includes:
- Advanced automation
- Custom workflows
- Detailed client management
For videographers who want more control, it’s a strong option.
However, it requires more setup and ongoing maintenance.
Studio Ninja
Studio Ninja offers a simpler, more streamlined approach.
It focuses on:
- Core client management
- Automated reminders
- Payment tracking
It’s less powerful than Dubsado but easier to manage day-to-day.
Modular Alternatives: Building a Better Fit
For many videographers, the best move isn’t another all-in-one tool.
It’s breaking the system into parts.
A modular setup might include:
- A proposal and contract tool
- A project management platform
- An invoicing system
- A communication tool
This approach allows each part of your workflow to be handled by a tool designed specifically for that purpose.
Where Modular Systems Outperform 17hats
The biggest advantage is flexibility.
You can:
- Adapt your system as your business evolves
- Choose tools that match your workflow
- Avoid being limited by a single platform
In video production, where no two projects are exactly the same, this flexibility is valuable.
The Cost of Staying vs Switching
Staying with 17hats has a hidden cost.
You may:
- Spend more time working around limitations
- Use additional tools to fill gaps
- Miss opportunities to streamline your workflow
Switching also has a cost.
You’ll need to:
- Learn new tools
- Rebuild processes
- Migrate data
The decision comes down to which cost is more significant for your situation.
Real-World Example: Gradual Transition
Most videographers don’t replace 17hats overnight.
A typical transition looks like:
- Keeping 17hats for invoicing initially
- Moving project tracking into a dedicated tool
- Replacing proposals with something more flexible
- Eventually consolidating or replacing the remaining parts
This approach reduces disruption and allows your system to evolve naturally.
Real-World Example: Simplifying Instead of Upgrading
Some videographers go the opposite direction.
Instead of upgrading to more complex tools, they simplify.
They:
- Use a basic invoicing tool
- Track projects in a simple system
- Keep communication straightforward
This works well for businesses that prioritise speed and minimal overhead.
The Scalability Question
As your business grows, your system needs to handle more projects without becoming harder to manage.
17hats can struggle here because it wasn’t designed for highly dynamic workflows.
Modern tools or modular systems tend to scale more effectively.
They handle complexity without becoming rigid.
The User Experience Factor
One thing that often drives the switch is user experience.
Tools that are:
- Faster
- More intuitive
- Easier to navigate
tend to be used more consistently.
And consistency is what makes a system effective.
Common Mistakes to Avoid
One of the biggest mistakes is switching tools without a clear reason.
If you don’t know what’s not working, you’ll likely run into the same issues again.
Another mistake is overcomplicating your setup.
More features don’t always lead to better results.
It’s also common to try to replicate 17hats exactly in another tool, which can lead to unnecessary complexity.
How to Choose the Right Alternative
Start by identifying your biggest frustration.
If it’s:
- Outdated interface → look at HoneyBook
- Lack of flexibility → consider Dubsado
- Complexity → simplify your system
Focus on solving one problem at a time.
Final Thoughts
17hats was a strong solution for its time, but many video production businesses eventually outgrow it.
As your workflow becomes more complex and your needs more specific, you’ll likely benefit from tools that offer more flexibility or a better user experience.
In my experience, the best systems are the ones that fit how you actually work, not the ones that try to do everything.
If your current setup feels limiting, it’s worth exploring alternatives that align better with your business.
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