Centralized and Outdated to
Cloud-Based and Streamlined:
How Accountable Numbers helped
Scenic Art Studios Elevate their Accounting Processes.
New York-Based Scenic Art Studios is Broadway’s premier scenic painting studio, known for creating custom painted backdrops and sculptures for leading production companies across New York, New Jersey, and Connecticut.
In early 2024, following the announcement of new ownership and the retirement of their long-time Finance Director, Scenic Art Studios partnered with Accountable Numbers to revamp their accounting functions. Since then, Accountable Numbers has guided their transition to a cloud-based accounting system and streamlined numerous processes, leading to greater efficiency and clarity.
The Story of Scenic Art Studios
Scenic Art Studios was founded in 1994 by Master Scenic Artist and Tony Honors recipient Joseph Forbes. Since then, the company has cultivated a reputation for artistic excellence, providing the highest level of craftsmanship for over 350 Broadway productions.
After 25 years in the entertainment industry, Scenic Art Studios has grown to employ over 100 employees, with upwards of fifty scenic artists across five locations on a given day. Despite this growth, all of their accounting functions were still managed on a desktop based system by one person with minimal financial controls.
In December 2023, after many years of dedicated service to Scenic Art Studios, David Jackson purchased the company from Joseph Forbes. With his deep knowledge of the company's operations, David was committed to bringing that same level of understanding to its financial management. To achieve this, he partnered with Accountable Numbers to gain deeper insights and ensure the business's finances were as well-managed as its creative endeavors.
This video is property of Scenic Art Studios.
The Challenge
Scenic Art Studios was relying on outdated desktop accounting software, manual processes, and paper checks, which resulted in inefficiencies and limited visibility into their financial health. Under new ownership, it became increasingly clear that they needed a more modern and scalable solution that would enhance efficiency and provide clearer financial insights.
- Manual accounts payable processes with paper checks and no digital approval system.
- Accounts receivable processes lacked automation, leading to delayed invoicing and payments.
- Outdated desktop accounting software made it difficult to access financial data remotely and limited reporting capabilities.
- No clear visibility into project-level income and expenses inside the accounting system.
- Financial reporting was inconsistent and often delayed
Our Solution
When Scenic Art Studios partnered with Accountable Numbers, our goal was to modernize their accounting processes and improve the financial clarity needed to make informed business decisions. We focused on key areas where we could add the most value:
Software Evaluation and Recommendation:
As part of our initial assessment, we evaluated the client’s existing accounting software, Sage 300 (formerly Accpac). Sage 300 is an enterprise resource planning (ERP) solution designed to integrate core business functions like accounting, distribution, inventory management, warehousing, and manufacturing. However, our analysis revealed that Scenic Art Studios was not utilizing many of Sage 300’s advanced features, making it an overbuilt and overpriced solution for their needs. Additionally, since it was a desktop-based system, only one person in the company had access to it, limiting efficiency. Based on these findings, we recommended switching to QuickBooks Online Advanced, which better aligns with their operational requirements and allows real-time, multi-user access.
Data Migration:
We migrated four years of transaction-level financial data from Sage 300 to QuickBooks Online Advanced, including individual invoice and payables history. This allowed David and his team to access his financial history, and current books, from anywhere, anytime. In addition, we saved reports going back seven years to ensure they were available in case of an audit. Providing four years of moldable historical data was enough to give David meaningful insights into how the company was performing compared to prior years, enabling better strategic decisions.
Streamlined Accounts Payable:
We transitioned Scenic Art Studios’ accounts payable process to a cloud-based system (Bill.com) with digital approvals, eliminating the need for manual checks. This not only reduced errors and delays but also provided a more secure and auditable process.
Enhanced Accounts Receivable:
By enabling online invoicing and payments within the QuickBooks Online, we improved their cash flow and reduced the time it took to get paid. Customers now receive invoices digitally and can pay instantly, resulting in faster collections.
Custom Financial Reporting:
We designed and implemented custom management and financial reports that are delivered consistently by the 15th of the month following. These reports offer insights into the company’s performance that were previously unavailable, allowing the owner to make timely, data-driven decisions.
Project Tracking Implementation:
We set up project tracking within the accounting system, providing detailed breakdowns of income and expenses for each project. Project tracking has always been a challenge for Scenic Art Studios because their work is so unique. When we partnered with them, they were tracking projects in a separate system that was not tied to the accounting system at all. With our solution, they now have visibility into actual costs and revenue within the same system, allowing David to evaluate profitability on a per-project basis.
The Results
Overall, the transformation has been significant. Scenic Art Studios has not only streamlined its financial operations but also gained clarity that supports better decision-making.
David now has reliable, timely financial data and a clear view of both overall business performance and individual project profitability.
Our work with Scenic Art Studios highlights the impact that a reliable accounting team, modernized systems, and formal processes can have on a business. We’ve helped them unlock new efficiencies, improve cash flow, and gain the financial visibility needed to drive future success.
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