When Production Concept, a German-based company providing production services to film, TV and commercial shoots, decided it was time to overhaul its spend management system, they knew it wouldn't be a simple switch. With a team used to working in traditional ways and a fast-paced production environment, any new system would need to be intuitive and easy to roll out.
Thankfully, they found Pleo.
Recommended by their accounting department, PRODUCTION CONCEPT chose Pleo to modernise how they handled business spend, mileage tracking and cost centres. But Sebastian Wagner, Manager Stunt & SFX, knew that picking the right tool was only half the story, how it’s introduced to the team makes all the difference.
“We'd used [Pleo] before, in another project, but not really in the right way,” Sebastian said. “That clearly showed us how important proper onboarding is. And honestly, nothing negative comes to mind. On the positive side, [Pleo’s onboarding] was well-structured.”
A tailored approach to fit pace and priorities
Sebastian described the onboarding process as both well-structured and surprisingly flexible, something he appreciated in the unpredictable world of production work.
“We had three video calls and exchanged a bunch of emails,” he said. “It was great, the scheduling was flexible, and we could change things spontaneously.”
Each session tackled a specific area of the product, allowing PRODUCTION CONCEPT to build its understanding step-by-step. The first session introduced the basics, from where to set things up to how users navigate the tool. “That’s absolutely essential, especially to understand it yourself before explaining it to your team,” Sebastian added.
The second call focused on integrating Pleo with their accounting processes, while the third session was all about enabling exports and making the back-office flow work smoothly.
“The structure of the sessions made the complexity feel manageable,” he said. “Even when we veered off-topic, the Pleo team was super patient and always helpful.”
Good onboarding prevents bad habits
One of the biggest onboarding wins was correcting past misuse and setting things up the right way from the start.
Sebastian appreciated the supportive guidance from Pleo's onboarding manager. “I really appreciated how you stuck to the accounting setup process. Like, ‘Let’s do it this way, not how you did it before with prepayments.’ There’s a reason why the product is structured the way it is.”
This consistency, he said, helped his team truly adopt the tool as it was intended to be used. “Everyone should be encouraged to use it the right way. I found it very helpful, and every question was answered.”
Changing old habits, one receipt at a time
The real challenge came with internal adoption, particularly with team members who’d been handling expenses the same way for almost 20 years.
“Telling people to solely work with an app from now on and stop submitting paper receipts, that’s a big change,” Sebastian said. “But the onboarding helped dispel those concerns. People are actively using it now.”
Sebastian didn’t have to wait long to see the benefits. “Now [every receipt] is handed in immediately. People don’t come five weeks later with €500 in receipts. They just scan and submit them right away.”
More visibility means fewer errors
One feature that took Sebastian by surprise was how seamlessly Pleo handles transaction overview and cost centre tracking.
“The more payments you handle through the tool, the more it makes sense to include everything in one system. Two clicks, and I can see who spent what on which cost centre. The flexibility is fantastic, not only for me, but also for any staff member submitting receipts, mileage and expenses.”
For the team, this means better budgeting and fewer headaches, especially for smaller projects with multiple moving parts. “Previously, I had an Excel sheet where I had to enter everything manually. That’s gone now.”
Impressive results thanks to a smooth start
Even early in their journey, the firm has already seen big improvements in how it handles company spending.
“It’s now easier to manage expenses. I immediately see when someone buys something,” Sebastian shared. “Everyone is getting the hang of Pleo, it simplifies things for them. No more lost paper slips, they can just pull all relevant data from their own account.”
That self-service approach fits right in with PRODUCTION CONCEPT’s mission to stay agile, organised, and ready to respond quickly to client needs.
A no-brainer recommendation
“You could figure it out yourself, sure,” Sebastian said. “But onboarding helps ensure the product is used as intended. It helps in every way.”
And for anyone in the production world, he’s got some advice:
“A lot of things in the film industry are already very well established, but that doesn’t mean you can’t improve. I’d definitely recommend Pleo onboarding. It was well structured, helpful, efficient, patient, very courteous, and well prepared.”
For PRODUCTION CONCEPT, the switch to Pleo wasn’t just about changing tools, it was about changing the mindset. And that’s exactly what great onboarding can do.
Ready to see what a smoother, smarter approach to spending could look like for your team? Book a demo with Pleo today and experience the difference great onboarding can make. And if you’re curious how others have made the switch, read more customer stories to see how companies like PRODUCTION CONCEPT are going digital with confidence.
