How This Art Marketplace Generated 1M With No Employees
Overview
This business case illustrates how we helped Cartoonily, a service-based agency specializing in personalized portraits, automate 95% of its operations. Before automation, Cartoonily struggled with manual workflows, which created communication bottlenecks, scalability issues, and inefficiencies. Our goal was to streamline operations, improve customer satisfaction, and allow the founders to focus on scaling the business.
Challenges
Manual Communication Bottlenecks
Orders were sent manually to artists and customers, leading to delays and significant back-and-forth communication.
Revisions required hundreds of emails, particularly during peak seasons.
Scalability Issues
The no-code stack used couldn’t handle peak volumes, such as 400+ daily emails during the holiday season.
VAT calculation for multiple countries and other complex logistics required excessive manual intervention.
Freelancer Management
Artists were onboarded and managed manually, creating inefficiencies and limiting engagement.
Customer Expectations
Clients demanded high personalization and timely delivery but faced delays due to inefficient manual processes.
Global Operations Complexities
Managing payments, taxes, and global deliveries with fragmented systems was cumbersome and error-prone.
Solutions Implemented
Step 1: Deep-Dive Analysis
We thoroughly analyzed Cartoonily’s workflows, identifying key bottlenecks and inefficiencies in the artist and customer interactions, backend operations, and global logistics.
Step 2: Designing the Solution
Using insights from the analysis, we created a tailored solution that included:
Intuitive customer funnel for seamless order placement and customization.
Automated workflows to handle order assignments and revisions efficiently.
A centralized artist marketplace to improve freelancer engagement.
Step 3: Tech Stack Integration
We implemented a robust tech stack to automate processes:
Custom Artist Space: A centralized platform for artists to self-manage projects based on availability.
Gelato Integration: Automating physical product printing and global delivery.
Quaderno: For automatic VAT and sales tax calculations based on client location.
Stripe and PayPal: Global payment processing with regional account splitting.
SendGrid: For automated transactional emails to keep clients informed.
AWS: Optimized file storage, reducing costs with available credits.
Step 4: Prototyping and Validation
We developed a prototype to validate the workflows and platform features. After iterative feedback, the final design addressed all client requirements and prepared for scalability.
Step 5: Implementation
The finalized platform included:
Customer Funnel: A seamless journey for product selection, customization, and payment.
Artist Marketplace: Tiered system (e.g., Novice, Padawan, Jedi) incentivizing performance with better pay and projects.
Automated Workflows: Order routing, revision handling, and product delivery without admin intervention.
Admin Dashboard: Real-time visibility for manual approvals when needed.
Results
Time Savings
Manual communication reduced by 95%, saving hundreds of hours annually.
Automated workflows replaced manual order processing and follow-ups.
Improved Customer Experience
Clients received real-time updates via automated emails and personalized communication.
Seamless order tracking improved transparency and satisfaction.
Scalability
Cartoonily now handles global orders with ease, including tax calculations and multi-country logistics.
The system supports peak demand, such as during the holiday season.
Cost Efficiency
Total platform maintenance cost: $200-$300/month.
ROI achieved with a single high-value order during peak periods.
Tool Optimization
Transitioned from a no-code stack to a more scalable, custom platform.
Introduced key tools like Gelato, Quaderno, and Stripe to handle specific operational needs.
Key Takeaways
Automation vs. AI: Strategic automation can transform operations without requiring advanced AI solutions.
Custom Solutions: Tailored implementations address unique business challenges effectively.
Scalable Tech Stacks: Selecting the right tools ensures operations can grow with demand.
CRM Integration: Automating processes directly from a centralized system improves efficiency and reduces manual effort.
Conclusion
This project showcases how automation can revolutionize business operations, enabling growth, improving customer satisfaction, and creating scalability. Cartoonily now operates with a hands-off process, allowing the founders to focus on expanding their business and serving more clients.
Ready to automate your business processes? Let’s discuss your project! Schedule a free discovery call here.
Davy Martial
January 21, 2025
