Centralized and Outdated to Cloud-Based and Streamlined
How Accountable Numbers helped Scenic Art Studios, Broadway’s premier scenic painting studio, elevate their accounting processes after a change in ownership.
- Transaction history migrated
- 4 yrs
- Reports archived for audits
- 7 yrs
- Monthly reports delivered
- By the 15th
- Industry
- Scenic painting for Broadway
- Location
- New York
- Client since
- Early 2024
- Services
- Cloud migration, AP, reporting
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.
About the client
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. 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.
The challenge
Outdated Software, Manual Processes, Limited Visibility
Scenic Art Studios was relying on outdated desktop accounting software, manual processes, and paper checks, which resulted in inefficiencies and limited visibility into their financial health.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
Paper checks and no digital approval system.
Outdated desktop software
Financial data was hard to access remotely, and reporting capabilities were limited.
No project-level visibility
No clear view of project-level income and expenses inside the accounting system.
Inconsistent reporting
Financial reporting was inconsistent and often delayed.
Our solution
Modern Systems and Clear Financial Insight
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
We evaluated their existing accounting software, Sage 300 (formerly Accpac), an ERP built to integrate accounting, distribution, inventory, warehousing and manufacturing. Scenic Art Studios was not using many of its advanced features, making it overbuilt and overpriced for their needs, and as a desktop system only one person could access it. We recommended QuickBooks Online Advanced, which better aligns with their operations and allows real-time, multi-user access.
Data migration
We migrated four years of transaction-level data from Sage 300 to QuickBooks Online Advanced, including individual invoice and payables history, so David and his team can access their history and current books from anywhere. We also saved reports going back seven years in case of an audit. Four years of moldable historical data gives David meaningful comparisons with prior years.
Streamlined accounts payable
We moved accounts payable to a cloud-based system (Bill.com) with digital approvals, eliminating manual checks. This reduced errors and delays and created a more secure, auditable process.
Custom financial reporting
We designed and implemented custom management and financial reports, delivered consistently by the 15th of the following month, giving the owner insights into company performance that were previously unavailable.
Project tracking implementation
Projects had been tracked in a separate system that was not tied to the accounting system at all. We set up project tracking inside the accounting system, so actual costs and revenue for each project sit in one place and David can evaluate profitability on a per-project basis.
The results
Streamlined Operations and Better Decisions
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.
Pillar:Money outWhat it means
Bills approved and paid in one place, reports on time
“Money out” is accounts payable end to end; “What it means” is reporting the owner can act on. For Scenic Art Studios, that meant paper checks replaced by digital approvals in Bill.com, and management reports delivered by the 15th of every month.
We run the money, so you can run the business.
Let’s meet. Your team is ready when you are.
Still running the money on paper checks and one person’s desktop?
Our Controller-led team runs your bills, books and reporting on modern systems. You approve. We execute. Your Controller reviews every payment.