Fixing the PO Workflow Problem in Production Finance

Purchase orders should be the first line of defense against budget overruns. They protect spend, enforce approvals, and add structure to your process. But for production teams, even the most “digital” PO tools often miss the mark—leading to delays, bottlenecks, and costly rework.

That’s because most systems weren’t built for the complexity of production finance.

Whether your team is using SmartPO, another digital purchase order solution, or legacy PO tools bolted onto broader accounting platforms, the result is often the same: disconnected workflows, bottlenecks, and costly rework.

At Wrapbook, we believe POs should do more than capture approvals. They should streamline the entire lifecycle of spend—from request to reconciliation.

The problem: PO workflows that don’t quite work

Even with tools built specifically for film and TV, many production teams still run into limitations—especially when those tools lack the flexibility or integration needed to support fast-moving workflows.

Teams often struggle with:

• Siloed approvals: When approvals happen within another application, accounting doesn't have insight within the accounting app as to why amounts are missing or what will soon hit their reports. This is amplified if members of the accounting team don't have access to log into the third-party system to view the details.
• Broken audit trails: Reconstructing who approved what (and when) takes hours, not seconds.
• Workflow rigidity: Tools vary in how flexibly they handle approvals. Some support rules by department or spend thresholds, but many fall short when it comes to adapting workflows to the unique cadence or evolving needs of a production.
• Disjointed reporting: Costs entered in a PO tool have to be manually reconciled with your ledger, leading to version mismatches and late surprises.

This slows down production. It delays payments. And it creates risk—especially when vendors or approvers change mid-project.

Why most PO tools on the market still miss the mark

Even the more advanced PO tools in use today—like DPO, SmartPO, or PO modules inside “all-in-one” platforms—fall short when it comes to integration and flexibility.

The core issue? They weren’t designed to connect your workflow from end to end. 

No real integration

While some tools technically “sync,” they still require teams to log into separate systems to track approvals. Without a direct connection between PO approvals and your accounting system, finance teams are stuck re-entering data—opening the door to delays and costly mistakes.

And without true integration, finance teams don’t get live updates across approvals and actuals—making it hard to spot delays or flag overages early.

Rigid workflow logic

Some tools can’t support the flexible, conditional routing needed for large-scale productions—like approvals based on department, dollar amount, or production phase. You’re left working around the system, not with it.

Siloed data in “all-in-one” systems

Platforms that claim to do it all often isolate PO data in standalone modules—making it difficult to connect approvals, costs, and reports without jumping through hoops.

Surprise fees

Some production accounting and payroll providers charge extra to process each digital purchase order. For productions with lots of vendors or frequent change orders, those fees add up quickly. Tight budgets demand careful spending—so unexpected fees can be a major setback. It’s an important factor to weigh when selecting the right partner for your production.

POs that work with you

Wrapbook’s payroll and production accounting tools were built with flexibility and integration in mind.

 That means:

• POs, cost tracking, and AP all live in the same system.
• Approval workflows are customizable to your real-world org chart—and reusable across projects, so you don’t have to rebuild them every time.
• User roles and permissions carry across the platform, reducing the need to manage access in multiple places.
• Audit logs, budgets, and approvals stay in sync—automatically.

No more bolted-on tools or duplicate data entry. Wrapbook gives your team a single source of truth across all projects and departments.

What you can do with Wrapbook’s PO tools

Create and route POs with smart logic:

• Configure approvals based on spend amount, department, or production phase.
• Let project team members generate POs without losing control over final sign-off.

Track PO status in real time:

• Dashboards show what’s pending, approved, or delayed.
• No more inbox dives to figure out where something stands.

Connect approvals to actuals:

• Approved POs flow directly into AP workflows and cost reports.
• Gain instant visibility into remaining budget vs. committed spend.

Stay audit-ready by default:

• Every step is logged with timestamps and user IDs.
• No more scrambling to piece together approval trails at year-end.

The big picture: pre-approval is powerful—if it works

A PO system only adds value if it’s built for production—connected, adaptable, and able to mirror how your team actually works.

With Wrapbook, you get:

• Integrated approvals that feed your financial system.
• Workflows tailored to your structure, not forced into templates.
• Visibility across your slate—not just per show.

Wrapping up

Don’t settle for a patchwork of disconnected tools. Wrapbook gives your team a smarter, smoother PO experience—from request to reconciliation.

If you're ready to simplify approvals, eliminate rework, and gain real-time financial visibility, it’s time to see how Wrapbook can transform your PO workflow.

Reach out to schedule a personalized demo and discover how Wrapbook can support your next production from day one.