The implementation process for Wrapbook software is designed to be streamlined and efficient, enabling production teams to quickly adopt the platform and begin managing payroll and accounting processes.
1. Initial Consultation and Onboarding
Objective: Understand the production team’s specific needs and tailor the platform accordingly.
Activities:
Conduct a demo to showcase Wrapbook’s features.
Set up user accounts for production teams, cast, and crew.
Configure payroll parameters (e.g., union agreements, tax jurisdictions, compliance rules).
Train key stakeholders on using the platform for onboarding, payroll processing, and cost tracking.
Duration: Typically 1–2 weeks, depending on the size of the production team.
2. Crew Onboarding
Objective: Digitally onboard cast and crew members using Wrapbook’s reusable profiles and startwork forms.
Activities:
Crew members create profiles that follow them across projects.
Use QR code-enabled startwork forms for quick data entry.
Collect necessary documentation (e.g., I-9s, W-4s) securely through the platform.
Duration: A few days to a week, depending on crew size.
3. System Integration
Objective: Integrate Wrapbook with existing tools like accounting software (e.g., QuickBooks) or production management systems.
Activities:
Configure data flows between Wrapbook and external systems for seamless reporting and cost tracking.
Test integrations to ensure accurate data synchronization.
Duration: 1–2 weeks.
4. Payroll Configuration
Objective: Set up payroll workflows tailored to union or non-union requirements.
Activities:
Define pay structures, overtime rules, tax deductions, and union contributions.
Automate wage calculations and compliance monitoring.
Duration: A few days to a week.
5. Training and Customer Support
Objective: Ensure all users are comfortable with the platform’s features and workflows.
Activities:
Provide training sessions for production accountants, managers, and crew members.
Offer access to customer support for troubleshooting during the initial phase.
Duration: Ongoing during the first month of implementation.
6. Go-Live
Objective: Transition from legacy systems to Wrapbook for live payroll processing and cost tracking.
Activities:
Begin processing payroll in real-time using mobile timecards and automated calculations.
Monitor expenses through real-time cost tracking tools.
Generate trial balances, general ledgers, and other reports as needed.
Duration: Immediate upon completion of setup.
7. Continuous Support
Objective: Provide ongoing assistance to optimize workflows and address emerging challenges.
Activities:
Access proactive customer service for troubleshooting or feature requests.
Leverage real-time updates to stay compliant with changing tax laws or union agreements.
Implementation Timeline
The total implementation time depends on the size of the production team and complexity of workflows:
Small Productions: ~2–3 weeks (basic setup with minimal crew).
Medium Productions: ~3–5 weeks (involving integration with accounting tools).
Large Productions: ~6–8 weeks (complex configurations for union payrolls or multi-location shoots).
Wrapbook’s focus on automation, intuitive interfaces, and proactive customer service ensures that teams can adopt the platform quickly while minimizing disruptions to ongoing productions.
Customisation
Wrapbook offers several customization options to fit specific business needs, particularly for production companies in the entertainment industry. Below are the key areas of customization:
1. Custom Startwork Forms
Users can create custom startwork forms at the company or project level to align with specific production requirements.
Non-mandatory documents (e.g., arbitration agreements) can be assigned for review rather than requiring signatures, offering flexibility in onboarding workflows.
2. Purchase Order Workflows
Wrapbook allows users to add custom rules to purchase order approval workflows. For example:
Specific conditions can trigger routing to designated individuals or teams for approval.
This ensures compliance with internal budgetary controls and reduces bottlenecks.
3. Budget Integration
Users can integrate budgets from tools like Movie Magic Budgeting, HotBudget, or Showbiz Budgeting into Wrapbook.
Timecards, expenses, and purchase orders are automatically coded to match budget line numbers, enabling real-time budget tracking.
4. Cost Tracking Customization
Wrapbook provides tools for tracking expenses such as petty cash, equipment rentals, and location fees.
Users can drill down into specific budget line items to review associated transactions and generate custom reports based on variables like department or worker type.
5. Allowance Management
Employers can define and manage additional allowances (e.g., car, cell phone, meal stipends) at the company level. These allowances can be enabled or disabled based on project requirements.
6. Open API for Integrations
Wrapbook’s open API allows clients to build custom integrations with third-party software or internal systems. This enables seamless data sharing across platforms like QuickBooks Online, NetSuite, Sage Intacct, and more.
7. Reporting Customization
Users can filter across variables (e.g., Payroll ID, department, worker type) to create tailored reports.
Reports can be exported and shared with stakeholders for external analysis or auditing purposes.
Wrapbook’s ability to customize workflows, budgets, and integrations makes it a versatile solution for productions of all sizes.
Additional Costs
Wrapbook operates on a transaction-based pricing model with minimal additional fees. Here’s a breakdown of potential costs:
1. Processing Fees
Wrapbook charges a processing fee ranging from 0.75% to 1.5% of transaction volume.
Example: For $10,000 in payroll processed, fees range from $75 to $150.
This fee covers payroll processing, tax compliance (e.g., W2s/1099s), and automated reporting.
2. Workers’ Compensation
Workers' compensation insurance is billed separately at rates specific to the production type and location.
Example: Workers’ compensation may cost around 2–3% of gross wages but varies by state and risk category.
3. No Setup Fees
Wrapbook does not charge setup fees for onboarding new clients or projects. This makes it accessible for smaller productions with limited budgets.
4. No Monthly or Annual Fees
Unlike traditional payroll providers, Wrapbook has no recurring subscription fees (e.g., monthly or annual charges). Users only pay when they process payroll through the platform.
5. Optional On-Demand Services
Wrapbook offers additional services that may incur extra costs:
Production Insurance: Coverage options include annual DICE policies, errors and omissions insurance, drone photography coverage, etc.
Production Incentives: Tax experts assist with state-by-state tax credits and rebates.
Film Financing: In-house experts provide budget reviews and connect productions with financiers.
6. Advanced Features
Some advanced features like bulk editing tools or custom reporting dashboards may come at an additional cost depending on usage requirements.
Training
Wrapbook provides a range of training and support options to help new users effectively adopt and utilize its platform. These offerings cater to production teams, cast, and crew, ensuring a smooth onboarding experience.
1. Training Options
Help Center:
A comprehensive online resource with step-by-step guides, FAQs, and tutorials covering payroll processing, onboarding, compliance, and cost tracking.
Topics include how to set up projects, onboard crew members, manage timecards, and generate reports.
Onboarding Assistance:
Wrapbook offers personalized onboarding support for production teams to configure their accounts and workflows.
Crew members are guided through creating reusable profiles and completing digital startwork forms.
Video Tutorials:
Bite-sized video tutorials provide visual guidance on using key features like payroll processing, expense tracking, and compliance monitoring.
Webinars:
Live webinars are occasionally offered to educate users on new features or best practices for managing payroll and production finances.
2. Customer Support
Email Support:
Users can contact Wrapbook’s support team via email for assistance with technical issues or account setup.
Live Chat:
A live chat feature is available for real-time troubleshooting during business hours.
Proactive Communication:
Wrapbook notifies users about updates, tips, and best practices to ensure they get the most out of the platform.
3. Resources for Freelancers
Freelancers working on multiple projects can access their own payroll data, tax forms (e.g., W-2s/1099s), and timecards through Wrapbook’s portal.
Educational resources help freelancers understand how to use the platform for seamless transitions between productions.
Wrapbook’s training and support ecosystem ensures that both production teams and crew members can quickly learn how to navigate the platform while resolving any challenges efficiently.
Security Measures
Wrapbook employs robust security measures to protect user data and ensure compliance with industry standards. Below are the key security features:
1. Data Encryption
Encryption at Rest:
Data stored within Wrapbook’s systems is encrypted using AES 256-bit encryption.
Encryption in Transit:
All data transmitted between devices and Wrapbook’s servers is encrypted using TLS 1.2 or higher.
2. Authentication
Multi-Factor Authentication (MFA):
Users must provide two or more forms of verification (e.g., password + SMS code or biometric authentication) to access sensitive information.
Supported authentication methods include Google Authenticator, SMS codes, voice calls, TouchID, and FaceID.
Trusted Devices:
Devices registered as trusted require re-authentication only once every 30 days.
3. Access Control
Role-based permissions allow production managers to assign specific access levels to team members based on their roles (e.g., payroll approval vs. tax document management).
Crew members can only access their own payroll data and tax forms.
4. SOC Compliance
Wrapbook is SOC 1 and SOC 2 compliant, meaning its IT controls, business processes, and financial operations meet stringent security standards verified by third-party auditors.
5. Monitoring & Audits
Continuous system monitoring ensures real-time detection of suspicious activity or potential breaches.
Regular third-party audits validate Wrapbook’s adherence to security protocols.
6. Phishing Awareness & Training
Wrapbook educates users on identifying phishing scams through training materials that highlight common tactics (e.g., fake emails requesting login credentials).
Encourages staff to verify suspicious communications before clicking links or sharing sensitive information.
7. Biometric Authentication
On supported devices, biometric methods like FaceID or TouchID add an extra layer of security for accessing sensitive information.
8. Database Design
Sensitive information is compartmentalized within Wrapbook’s database design so that only authorized personnel can access critical data like payroll records or tax documents.
By combining encryption, multi-factor authentication, role-based permissions, compliance certifications (SOC 1 & SOC 2), phishing awareness training, and regular audits, Wrapbook ensures a secure environment for managing production payroll and financial data.
Updates
Wrapbook regularly updates its platform to enhance functionality, improve security, and address user needs. While specific update frequencies are not disclosed, here are key details about how updates are managed:
Wrapbook employs a CI/CD structure to ensure frequent and seamless updates to the platform.
New features, bug fixes, and security patches are rolled out incrementally without disrupting user workflows.
Regular Feature Enhancements:
Updates often include new tools for payroll processing, cost tracking, and compliance monitoring.
For example, recent updates introduced bulk-editing capabilities for timecards and enhanced cost-tracking tools.
2. Update Management
Automated Deployment:
Updates are deployed automatically for all users, ensuring they always have access to the latest features without requiring manual intervention.
User Notifications:
Users are informed about major updates or new features through email announcements, in-app notifications, or blog posts.
Testing and Quality Assurance:
Updates undergo rigorous testing in isolated production and test environments to ensure stability and security before deployment.
3. Security Enhancements
Regular penetration testing is conducted to identify vulnerabilities and ensure that updates meet industry security standards.
Updates include improvements to encryption protocols, access controls, and multi-factor authentication (MFA).
By leveraging a CI/CD framework and proactive communication, Wrapbook ensures that users benefit from a secure and continuously evolving platform.
Data Ownership and Portability
Wrapbook emphasizes customer control over data ownership and portability, ensuring that production companies retain full rights to their data while providing flexibility for migration or export.
1. Data Ownership
Customer Ownership:
Customers retain full ownership of all data stored within Wrapbook’s platform, including payroll records, tax forms (e.g., W-2s/1099s), startwork documents, and cost-tracking data.
Wrapbook does not claim rights to customer data or use it for purposes beyond providing payroll and accounting services.
Privacy-First Management:
Data is only shared with third parties when necessary to perform requested services (e.g., tax filings) or when legally required.
2. Data Portability
Export Options:
Customers can export payroll records, tax documents, expense reports, and other data at any time in standard formats (e.g., CSV or PDF).
This ensures compatibility with external systems like QuickBooks or custom accounting software.
End-of-Service Data Handling:
Upon termination of services, customers can request a full export of their data before it is permanently deleted from Wrapbook’s systems.
3. Security During Portability
All exported data is encrypted during transit using TLS protocols to ensure secure transfer between systems.
4. Compliance Standards
Wrapbook adheres to global privacy regulations such as SOC 2 Type II compliance for secure data handling.
Regular audits ensure that data ownership policies align with industry best practices.
By prioritizing data ownership and offering robust portability options, Wrapbook provides production companies with the flexibility to manage their information while maintaining control over sensitive records.
Scaling Up / Down
Wrapbook provides flexibility to scale its platform usage based on the changing needs of production companies. Here’s how scaling is managed:
1. Usage-Based Pricing
Wrapbook operates on a transaction-based pricing model (fees ranging from 0.75% to 1.5% of payroll volume), allowing costs to scale up or down with the size and activity level of the production.
This model ensures that smaller productions pay less, while larger productions incur higher costs proportional to their payroll volume.
2. Flexible Project Management
Users can onboard additional projects or productions without requiring a new subscription or setup fee.
Features like reusable crew profiles and digital start work forms streamline the onboarding process for new projects, enabling quick scalability.
3. Multi-Bank Account Support
Companies can link multiple bank accounts to fund payrolls across different productions, providing flexibility for scaling operations across multiple projects simultaneously
4. Customizable Workflows
Wrapbook allows users to customize workflows (e.g., purchase order approvals, cost tracking) at the company or project level, enabling seamless adaptation to larger or smaller teams
5. Real-Time Budget Tracking
Budget integration tools sync timecards, expenses, and petty cash with budgets in real time, ensuring productions can monitor scaling impacts on finances without manual adjustments
6. No Long-Term Commitments
Since Wrapbook charges based on payroll transactions rather than fixed subscriptions, there are no long-term commitments, making it easy to scale down during off-seasons or smaller productions.
Wrapbook’s transaction-based pricing and flexible workflows make it an ideal solution for production companies with fluctuating needs.
The terms & conditions for contract renewal and cancellation
Wrapbook’s terms for contract renewal and cancellation are straightforward, reflecting its focus on project-based work:
1. No Fixed Contracts
Wrapbook does not require long-term contracts or subscriptions. Instead, users pay per transaction (0.75%–1.5% of payroll volume), eliminating the need for formal contract renewals
2. Cancellation Terms
Since there are no fixed-term contracts, users can stop using Wrapbook at any time without incurring cancellation fees.
Data portability ensures that all payroll records and tax documents can be exported before discontinuing services.
3. Data Retention Post-Cancellation
Upon cancellation, Wrapbook retains customer data only as long as necessary to comply with legal requirements (e.g., tax filings).
Customers can request a full data export before their account is deactivated.
4. Customer Support During Transition
Wrapbook’s support team assists with exporting data and ensuring a smooth transition if customers decide to stop using the platform.
The absence of long-term contracts or cancellation fees makes Wrapbook a flexible option for production companies that operate on a project-by-project basis.
Compliance
Wrapbook adheres to several compliance standards to ensure data security, privacy, and regulatory adherence:
1. SOC Compliance
SOC 1 and SOC 2 Type II:
Wrapbook’s IT controls, business processes and financial operations meet rigorous standards set by the American Institute of CPAs (AICPA)
Third-party audits validate compliance annually.
2. Data Encryption
Encryption at Rest:
Data stored in Wrapbook’s systems is encrypted using AES 256-bit encryption
Encryption in Transit:
All data transmitted between systems is encrypted using TLS protocols (TLS 1.2 or higher)
3. Multi-Factor Authentication (MFA)
MFA is enforced for all users to enhance account security.
Supported methods include Google Authenticator, SMS codes, voice calls, TouchID, and FaceID
4. Role-Based Access Control
Strict access controls ensure that sensitive information is only accessible to authorized personnel.
Production managers can assign roles with varying levels of access based on job responsibilities (e.g., payroll approval vs. tax document management)
5. Privacy Compliance
Wrapbook adheres to privacy-first principles:
Client data is only shared when necessary for requested services (e.g., tax filings) or as required by law
Regular audits ensure compliance with global privacy regulations.
6. Secure Development Practices
Production and test environments are isolated to prevent unauthorized access.
Client data is never used in test environments
7. Disaster Recovery
Daily backups are conducted and replicated across secure locations for disaster recovery purposes
8. Monitoring and Auditing
All user interactions and system activity are logged to maintain an audit trail.
Regular penetration testing ensures that Wrapbook exceeds industry security standards
By meeting SOC compliance standards, enforcing robust encryption protocols, and adhering to privacy-first principles, Wrapbook ensures the security of sensitive production payroll data while maintaining regulatory compliance globally.
