How MACRO Rebuilt Its Finance Workflow & Slashed Close Coordination by 30%
Macro Media's accounting and finance team needed a better way to manage its monthly close process. The tracker and operational reference guide lived in a single HTML file, making it hard for people to work with the same information across locations.
To address these challenges, ScalePods transformed the original prototype into Macro Studio, a hosted, multi-user web application where authorized team members can access operational reference guides, update tasks, and track close deadlines in one shared location.
By replacing client-side browser storage with a centralized cloud database, introducing Clerk authentication with role-based access, and establishing complete task ownership for ~90 monthly close items, Macro Media eliminated manual file sharing between Los Angeles and the Philippines, achieving sub-2-second sync times and cutting coordination time by 30%.
The outcome: turning an isolated desktop prototype into an enterprise-grade financial close management engine built for collaborative scale.
“Very fast and competent team. I got too busy with other work to keep up with their pace. I will rehire them once I free up.”
— Joaquin Cornejo, Controller at MACRO
About MACRO & Macro Studio
MACRO is a multi-platform media and entertainment company based in Los Angeles, representing voices of color across theatrical film, television, and digital media. ScalePods partnered with MACRO's finance leadership to engineer Macro Studio, centralizing its accounting operations, operational reference guides, and monthly financial close cycles into a single unified web platform.
Core Capabilities
The Challenges
Managing an accurate, audit-compliant monthly financial close requires strict coordination across accounts receivable, accounts payable, payroll, journal entries, and reconciliation schedules. Before ScalePods, Macro Media depended on a single-user HTML prototype with browser localStorage, creating critical data silos, security vulnerabilities, and cross-border coordination delays.
The Tracker Worked for One Person. The Team Needed More.
Macro Media's monthly close tracker started as a single HTML file. It worked as an early prototype, but it was not built as a centralized system. Data was saved exclusively in browser localStorage, meaning there was no shared database. If someone marked a task complete, others could not see it, forcing the team to exchange files manually.
Sensitive Information Required More Protection & Ownership
Financial close data is strictly confidential, yet the original file lacked a login system. Furthermore, monthly close involves dozens of moving parts requiring designated owners, deadlines, and a maker-checker verification framework. The prototype only partially tracked ownership, making it hard to see who was responsible for what.
Updates Needed for Teams in Different Locations
Macro Media's finance operations span onshore staff in Los Angeles and offshore teams in the Philippines. Passing files back and forth across different time zones delayed an already time-sensitive financial close cycle. The team needed operations automation to make live task statuses instantly accessible to everyone with authorized access.
Our Solution: Turning the Prototype Into Macro Studio
ScalePods rebuilt the fragile client-side HTML prototype into Macro Studio, a hosted multi-user web application applying operations workflow automation and modern web architecture to give Macro Media a reliable, synchronized financial operating environment.
Turning the Prototype Into Macro Studio
ScalePods rebuilt the original HTML file as Macro Studio, a hosted multi-user web application engineered specifically for Macro Media's accounting and finance team. The platform integrates two essential components into one interface: an operational reference guide containing organizational charts, accounting policies, and workflows, alongside an interactive monthly close tracker for tasks, statuses, and deadlines.
A Shared Database Replaced Exchanging Files
The decisive technical upgrade was migrating from browser-based localStorage to a centralized, cloud-hosted relational database. Now, every authorized team member logs into a single source of truth. Task updates, status changes, and completion timestamps synchronize across all active users in under two seconds, completely eliminating manual file exchanges between Los Angeles and Manila.
Login and User Roles Were Built Into the Application
Addressing the lack of security in the prototype, ScalePods implemented Clerk for corporate authentication and Role-Based Access Control (RBAC). Access is restricted strictly to verified company emails, with clear separation between Edit roles (for accounting staff making updates) and View roles (for management and oversight), ensuring confidential financial workflows remain protected.
A Clearer View of Monthly Close Tasks
Task ownership and accountability improved dramatically. Out of approximately 90 monthly close tasks tracked, 100% now have designated owners, due dates, and status badges. The platform enables a transparent maker-checker verification system, allowing controllers and managers to review real-time progress instead of spending hours chasing updates.
Automation Was Scheduled in Steps
ScalePods adopted a phased automation roadmap rather than over-engineering the application upfront. Phase 1 focused on stabilizing core data models, authentication, role controls, and live task synchronization. This solid foundation provides the exact operational framework needed for subsequent approval workflow automation and automated reminder sequences.
The 7-Step Workflow Architecture
Macro Studio coordinates each stage of the monthly financial close through a disciplined 7-step operational architecture:
Team members sign in via verified corporate email.
Open shared operations guide & live close tracker.
Every task has explicit owners and due dates.
Staff update milestones directly in the app.
Changes broadcast to all users in under two seconds.
LA & Philippines teams work off identical records.
Phased rollout of approval & reminder workflows.
The Results
Macro Studio went live as a shared web application, replacing the isolated browser prototype. Within the first month of live deployment, the team reported clear qualitative and quantitative improvements:
Global Collaboration
The tracker seamlessly supported six concurrent users across onshore (Los Angeles) and offshore (Philippines) teams during the very first month of live operations.
Sub-2s Synchronization
Task status updates and completion milestones synchronized across all logged-in team members in under two seconds, keeping everyone on identical information.
Zero Data Loss
Zero data loss incidents recorded during the first month after transitioning from volatile browser localStorage to an enterprise-grade cloud database.
Complete Task Ownership
All ~90 monthly close tasks tracked in the application had assigned owners and explicit deadlines, up from partial and ambiguous coverage in the prototype.
Coordination Efficiency
Teams reported an estimated 30% reduction in coordination overhead, eliminating repetitive email threads and file sharing just to confirm task progress.
Verified Authentication
Access was locked down to verified corporate emails, establishing clean audit boundaries and protecting confidential financial information.
Why ScalePods?
The Team Didn't Need Another File. It Needed a Shared System.
Macro Media already had a prototype for its close tracker and reference guide, but the team faced real security and coordination risks. ScalePods focused strictly on the essential needs: shared live data, secure access, sub-2s updates, and total task ownership. Reworking the application eliminated reliance on files and manual file transfers. That is the core value of business operations automation: improving the exact processes people use every day without introducing unnecessary tool complexity.
Get the Core Right Before Adding More Automation
The project was delivered in deliberate phases, prioritizing a stable shared web app before layering in complex automation. Centralized cloud storage, authentication, user roles, and full task tracking established a bulletproof foundation. Automated approval sequences and reminder workflows could then follow naturally as the system matured. Start with the problem you need to solve first and build momentum on solid ground.
Ready to Improve Your Business Operations?
A prototype can be a good starting point. But when a growing team needs to share live information, manage responsibilities, and control access, the underlying system must be built for that purpose. ScalePods turns disconnected files and early-stage prototypes into purpose-built applications tailored to your operational workflows.