How do we handle different creative and print order types?

Planfix supports different order types using custom fields, templates, and separate status sets. You can define fields for print format, quantity, finish, delivery date, or rental period. Each type can have its own approval route, so marketing, production, and finance see only relevant tasks. This keeps a single queue but preserves process variety.

Can external approvers and vendors work without full access?

Yes. Approvers and vendors can work through the Client Dashboard or a restricted interface. They see only tasks shared with them, can approve, comment, or attach proof of delivery, and do not need full user onboarding. Their actions are written into the same task, so your audit trail stays complete and finance can trust it.

Why is this better than shared mailboxes and spreadsheets?

Manual tools do not connect channels, approvals, and vendor communication. In Planfix, an email becomes a structured task, status rules send it to the right approver, document templates produce POs, and Planner shows where the order is right now. You gain traceability and can report by campaign, product line, or vendor without copying data into spreadsheets.

Can we report by campaign, vendor, or month?

Every task can store data tags for costs, vendors, and delivery outcomes. Reports can group by project, campaign, month, or supplier and show throughput, time to approve, and total spend. Managers can open one dashboard to see which orders are stuck in approval and which vendors deliver on time.

Creative production ( print / video gear ) - orders & approvals

Requests in One Queue

You get every brief, print run, rental, or vendor request as a structured task on the first try. It enters the correct approval flow. Vendors and internal teams work from the same record. You have proof of delivery before you pay.

Email to task in Planfix

Why This Matters

You stop losing requests in email and chat. You stop chasing approvals. You see production status before the shoot day. You pay suppliers only when the result is accepted. You can show management what was ordered by campaign or product line.

Reporting in Planfix

Conditional Planner Boards

Boards show orders by rules; dragging cards updates fields automatically.

Status Sets

Controlled lifecycle with transition rules for creative, print, and gear orders.

Client Dashboard

Approvers and guests can confirm requests without full onboarding.

Document Templates

Create POs and orders from task data in one click for vendors.

1. Capture the Request

2. Clarify the Specs

3. Route for Approval

4–6. Vendor & Delivery

1. Capture the Request

Email, messenger, or form creates a task with requester and files.

Audit starts immediately in a governed record.

No creative order stays in an inbox.

Turn email into tasks

2. Clarify the Specs

Custom fields for format, quantity, finish, delivery date.

AI Dataminer puts data from text into fields.

Vendors can produce without calls.

Data capture

3. Route for Approval

Status rules pick approver by amount or department.

Approvers use Client Dashboard or restricted UI.

Clean audit trail for finance.

Approvals for guests

4–6. Vendor & Delivery

Use vendor directories and templates for POs.

Planner shows production, delivery, approval.

Status Approved releases payment.

Vendor directories

Value for Each Role

Capturing teams get every order as a task. Approvers see only what they must approve. Production sees progress, files, and delivery dates. Finance and reporting get costs, vendors, and outcomes logged with data tags and project totals.

Project totals and reports

Many Channels

All print and gear requests go to one queue and one process.

Waiting for Signoff

Reminders and calendars protect shoot days and delivery dates.

Pay with Proof

Photos and notes from mobile confirm delivery before payment.

Reporting and Control

All orders for print, wide format, promo, props, and video gear live in one place. Approvals are fast and visible. Finance sees real costs per campaign. Management sees throughput and vendor performance by month.

Charts and graphs

Why Planfix Instead of Manual Tools

Shared mailboxes become structured tasks with statuses and approvals. Generic boards become conditional Planner lists that update fields on move. Spreadsheets and ad hoc POs become document templates, data tags for costs, and project totals in real time.

Automate orders