Case Study

Managing a Multi-Artist Shop : Taylor’s Success Story

How Orb Tattoo simplified scheduling, payments, and financial tracking for a thriving studio.

Background:

Taylor manages a busy tattoo shop with five talented artists. Coordinating schedules, handling client inquiries, processing payments, and understanding the shop’s financial performance were once disjointed tasks that disrupted the overall workflow.

Challenges:

  • Disjointed Communication:
    Client inquiries arrived through multiple channels, making them difficult to track and respond to consistently.

  • Inefficient Scheduling:
    Manual calendar reconciliation led to scheduling headaches, unpredictable schedules, and lost opportunities.

  • Complex Payment Processes:
    Multiple payment systems created tracking issues and increased costs.

  • Fragmented Financial Data:
    Without a unified view of payment histories and tax reporting, understanding overall financial performance was challenging.

Solution:

  • Unified Scheduling with Google Calendar Integration:
    Orb Tattoo syncs seamlessly with Google Calendar. Taylor subscribes to all five artists’ calendars, giving her a comprehensive view of the shop’s schedule. This integration minimizes conflicts, optimizes appointment capacity, and facilitates efficient planning.

  • Centralized Communication:
    All client inquiries—from Instagram, Facebook, and the shop’s website—are consolidated into a single platform. This ensures consistent, secure, and prompt responses.

  • Seamless Payment Processing and Consolidated Payment History:
    Orb Tattoo’s built-in payment processing supports credit cards, PayPal, and Apple Pay, with merchant fees covered by the platform. Every transaction is recorded in a consolidated payment history, providing a clear, unified view of all incoming revenue. This comprehensive record helps Taylor monitor sales trends, assess the financial health of the shop, and streamline revenue tracking across all artists.

  • Automated Financial Reporting with 1099 Generation:
    Orb Tattoo automatically generates 1099 forms for each artist, simplifying tax reporting. These 1099s can be generated to the individuals if they are independent, or to the shop if they are employees. Having these 1099s and a consolidated payment history readily available means Taylor can quickly understand how much each artist earned, easily reconcile payments, and prepare accurate financial statements. This automated reporting reduces administrative overhead, minimizes errors, and provides critical insights into the shop’s profitability.

  • Consolidated Client and Booking Data:
    A dedicated request portal, flash posting, and automated reminders ensure that every booking is captured accurately. This system not only improves client management but also integrates with the financial data to provide a holistic view of the business.

Results:

  • Enhanced Operational Efficiency:
    Automated scheduling and centralized communication reduce administrative tasks, allowing Taylor and her team to focus more on delivering quality art.

  • Optimized Planning and Increased Capacity:
    With a unified calendar, Taylor can effectively plan for busy periods, reduce scheduling conflicts, and maximize each artist’s booking capacity.

  • Clear Financial Visibility:
    A consolidated payment history enables Taylor to track revenue in real time. She can easily monitor trends, evaluate performance across different periods, and make informed decisions about business growth and resource allocation.

  • Simplified Tax and Financial Reporting:
    The automatic generation of 1099 forms for each artist streamlines tax preparation, reducing manual effort and ensuring accuracy. This not only saves time during tax season but also provides a clear breakdown of each artist’s contributions to the shop’s overall revenue.

  • Improved Client Experience:
    Consistent, professional communication and seamless payment processing result in higher customer satisfaction, repeat business, and positive word-of-mouth referrals.