Your department has long since grown beyond any practical span of control by manual or “seat-of-the-pants” means. If you have any sort of automated assistance installed, it is clearly inadequate. Also, there is apparently no functional link between Marketing and Financial systems, and thus no ability to associate the costs of marketing actions with financial outcomes.
Your company needs to deploy one of the leading Marketing Resource Management packages (e.g., Aprimo or Unica), that will support the sharing of digital marketing assets (logos, ads, etc.), support re-use of prior methods/campaigns, monitor campaign traffic flow and resource allocation, and integrate with the company’s financial system. In addition, there may be process issues that require analysis and perhaps re-engineering; and most likely there will be problems of inadequate/improper database integration.