Art Café: custom business management system with 1000+ users for Art Flow Group

The client and the brief

We built a custom business management system for Art Flow Group Zrt. (formerly RNR Group) — one that adapts to the company’s own business processes, not the other way around. The goal was a single system where partner management, contracts, invoicing, finances and projects don’t live in separate tools with separate databases, but on one shared, transparent platform.

The system now runs under the name Art Café, used by more than 1,000 users in production.

Why custom instead of off-the-shelf?

Off-the-shelf ERP systems work well where a company’s processes are close to the industry average. Art Flow Group’s operations are far from it: assignment contracts with performing artists and partners, contract amendments, EKHO tax declarations (a Hungarian tax scheme for artists), expense reimbursements, advance payments and deductions — legally regulated, interconnected processes that no boxed product covers.

Custom development starts with the opposite logic: first we understand the processes, then the system does exactly what the business needs. In return, every screen, every field and every automation serves the actual day-to-day work.

What the system does

The platform now covers the company’s entire operation — with more than 50 interconnected data models:

Contract management. Assignment contracts, contract amendments, framework agreements and templates — the full contract lifecycle is tracked in one place, from creation through signing to amendments.

Invoicing and finances. Automated invoice issuing with Számlázz.hu integration, real-time tracking of financial transactions, balances, receivables and customer account activity. The process is closed-loop from billing data collection to payout.

Tax declarations and payroll data. Handling of EKHO-based settlements common in the arts world, salaries, advances, deductions and expense reimbursements — with the legal logic built into the system.

Partners, cases, projects, CRM. The entire partner and client base, connected to their cases and projects, with permission management and task tracking.

Document management. Central document registry and file handling with Google Drive-based storage.

The technology

The system runs on a modern, type-safe foundation: Next.js + TypeScript, a tRPC API layer, Prisma ORM, React Query and MUI on the frontend, Clerk authentication, scheduled background jobs and e-mail integration. For the Számlázz.hu invoicing integration we built our own open-source TypeScript client.

How we work

We accompany the project from idea to production: joint process mapping, iterative development with regular demos, then go-live and ongoing operations. The system didn’t stop at launch: it keeps growing with new modules and refinements — feedback doesn’t age in ticketing systems, it lands in the next iteration.

The result

Art Café runs in production today with 1,000+ users: from contract signing through tax declarations to invoicing, the work happens in a single system tailored to the company’s processes. And — as with every piece of software we ship — we remained partners in operating it: we deliver what we promise, then keep it running.

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