FIREBIRD ERP
ERP for art outsourcing studios

Orders, artists, money and clients in one system

Firebird ERP follows an order from the first email to the client all the way to its margin after delivery. No more gluing Jira, HubSpot, Asana, Attio and QuickBooks together with integrations and spreadsheets. Everything is already connected and adapts to your pipeline.

See it on your own orders What's inside
JiraAsanaHubSpotAttioQuickBooksEstimate spreadsheetsZapier in between
One system, not a construction kit

Studios spend years assembling an ERP from five services. We built one

When tasks live in Asana, deals in HubSpot, money in QuickBooks and estimates in a spreadsheet, nobody sees an order's margin until month-end. In Firebird ERP it is one database: a task's price goes straight into the estimate and the order margin.

The usual setup

Asana / Jiratasks, but no art pipeline stages
HubSpot / Attioclients and deals cut off from production
QuickBooksmoney that knows nothing about orders
Sheetsestimates, artist rates, workload
Zapier + manual workto make it all add up somehow

5 subscriptions, 5 logins, data drifts apart every week

Firebird ERP

Productionclient → project → order → task, stages from concept to final
CRMpipeline, emails, reminders, the same client as in your orders
FinanceP&L, cash flow, margin on every order
Estimatestask price = estimate line = order cost
Integrationsnot needed, it's one database

One login, one source of truth per order

Modules

Everything an order goes through in art outsourcing

conceptsketchlineartcolorfinal
Production

A tracker built for art pipelines

  • Client › Project › Order › Task, each with its own key
  • List, Kanban, Gantt, dashboard and order overview
  • Submissions and feedback in the task thread, files up to 50 MB
  • Roles: manager, lead, artist, admin. Artists see only their own tasks
  • Bulk edits, saved filters, search across everything
Finance

Money tied to orders

  • Order margin: budget vs. actual cost
  • Estimates sync from the tracker every hour
  • Semi-monthly cash flow and a cash-gap warning 90 days ahead
  • P&L by category, group and counterparty
  • EUR, USD, RSD and any other currency, recurring payments
CRM

Clients next to production

  • Pipeline: contact → conversation → meeting → client, every step logged
  • Gmail import for your contacts
  • LinkedIn screenshot → contact card
  • Reminders on who to write to and who has gone cold
  • Daily outreach goals
One fact, everywhere at once

A manager changes a task price, the director sees the new margin

TaskThe lead assigns an artist an asset for €540
EstimateThe line lands in the order's planned costs
MarginThe order is recalculated: budget vs. cost
CashThe artist payout shows up in cash flow
Fully configurable

Your pipeline, not ours

Every studio has its own stages, statuses and specializations. An admin changes them in settings, with no developer and no custom builds.

Stages and statusesYour own names, order and colors. Rigging, retopology, baking, client review, whatever you need.
Specializations2D, 3D, animation, Spine, UI. You define the list, orders filter by it.
Custom fieldsTyped fields for orders and tasks: polycount, style, reference links.
Automations"If → then" rules on status, stage and assignee. Fewer manual switches.
Board columnsA Kanban of its own for every order.
Settings › Stagesadmin
Conceptconcept
Sketchsketch
High-polyhighpoly
Retopologyretopo
Rigging & skinningrig
+ add stage
Automationactive
when status → submitted
then stage → review, notify lead
Task fields3 custom
polycount numberstyle listrefs link
Who built it

We are an art outsourcing studio ourselves

Firebird Studio makes art for games: characters, environments, animation. Firebird ERP is our own working system. We run our orders, artists, clients and money in it every day.

That's why it has what generic trackers lack: art pipeline stages, a fixed per-asset price for both the artist and the client, margin locked on the estimate line, and submissions plus lead feedback in one thread.

We test every feature on ourselves first. If it doesn't move a number within a week, we remove it.

1 day
CRMcontacts, history, Gmail, pipeline
3 weeks
Task trackerKanban, Gantt, roles, AI agents as assignees
in progress
Financeestimates, order margins, team workload
AI
Open APIan AI assistant reads the tracker, finance and CRM and handles a manager's routine
Who it's for

Studios that have outgrown spreadsheets and chat threads

A good fit

  • Art outsourcing studio of 10–50 people
  • 3–8 orders in production at once
  • A mix of staff and freelancers
  • Order margins calculated by hand, or not at all

Probably not a fit

  • Solo freelancers: a spreadsheet will do
  • Factories of hundreds with their own IT department
  • Studios outside games and art
FAQ

The short version

Do we need to integrate anything to get started?

No. The tracker, CRM and finance run on one database. A client you add in the CRM is immediately available in orders, and task prices flow straight into finance.

Can it be set up for our pipeline?

Yes. Stages, statuses, specializations, custom fields, board columns and automation rules are changed by an admin in settings, without development.

What do artists see?

Only their own tasks: deadline, brief, and a thread for submissions and feedback. Order prices, clients and finance stay hidden from them.

How is AI used here?

The system has an API that lets an AI assistant read orders, finance and the CRM: it builds reports, reminds you who to follow up with, and logs call notes.

Pilot

We'll show it on your own orders

A 30-minute call: we'll walk through how your orders run today and show them in Firebird ERP. We're taking on the first studios for a pilot.

evgeny.putilin@firebirdstudio.art
Evgeny Putilin, CEO, Firebird Studio