Calm creative ops for agencies, studios, and labels
Minimize your busywork and let your team concentrate on what actually creates value.
Sound familiar?
You're signing more clients, running more projects in parallel, maybe hiring your first people. But the way you work hasn't kept up.
Agencies + Studios
- Founders get pulled out of creative work and buried in admin and sales
- Projects run on vibes: no formalized delivery process, every team wings it over the finish line
- Offers are built in messy spreadsheets, copied from the last one, then redesigned in presentation files with frequent versioning errors
- Handover to accounting is unclear: nobody knows which projects can be billed, leading to missed billing cycles
- No company dashboard: founders check in with each team individually just to know what's going on
Record Labels
- Release workflows live in people's heads: work crunches toward the release date, crucial tasks get forgotten or delayed
- Artist data, images, and release info are dumped into messy Drive folders; nobody trusts which version is current
- Demos flood multiple inboxes with no structured intake; most get lost or ignored
- Artist statements take forever to produce, payments go out late, advances aren't properly tracked
- Streaming data from multiple distributors is painful to collect, format, and reconcile
It doesn't have to be this way.
Here's how it works
Understand your workflow
We map how your team actually works today: projects, handovers, tools, pain points. No assumptions.
We map how your team actually works today: projects, handovers, tools, pain points. No assumptions.
Build your system in Notion
A workspace designed around your projects, roles, and delivery flow. Dashboards, templates, and automations included.
A workspace designed around your projects, roles, and delivery flow. Dashboards, templates, and automations included.
Train and iterate
Your team gets hands-on onboarding. We refine together until the system sticks.
Your team gets hands-on onboarding. We refine together until the system sticks.
What I build for creative teams
For Agencies + Studios
Project + Delivery System
Formalize your implicit delivery process into clear stages, responsibilities, and handover points. Real-time dashboards so founders see every project's status without asking around. Task tracking your team will actually use.
Offers + Billing Handover
Structured offer creation from a single source of truth: no more copying the last spreadsheet. Clean handoff to accounting with clear billing triggers, so no project slips through unbilled.
Client Acquisition + CRM
A lightweight pipeline so incoming requests don't get lost in inboxes. Structured discovery call agendas, recorded outcomes, and clearly defined deliverables before a project kicks off.
For Record Labels
Release Management System
A structured release workflow with defined milestones, so nothing gets forgotten and releases don't end in last-minute crunch. One place for all artist data, artwork, and promo materials with clear versioning.
Artist + Royalty Operations
Track contracts, advances, and streaming data in one system. Produce artist statements faster and keep payments on schedule. No more second voucher systems in random spreadsheets.
Intake + Catalog Organization
Structured demo intake so submissions don't clog inboxes. A clean catalog database for your roster, releases, and assets that new team members can navigate from day one.
All systems include automation (via Make.com) and AI enablement where it saves real time.
What clients say
Working with Stephan was not only remarkably uplifting and inspiring, the speed, precision and creativity surprised us. Our time spent on admin tasks has been cut in half! Highly recommended!
Mareike Graf, Founder and Animator at Monströös Animation Studio
Check out the 
monströös Animation Studio Case Study
Stephan made our lives so much easier! He set up the entire Notion system for us, that organized our product development, customer support, and marketing. Via automation and AI he enabled us to create dozens of customized SEO pages and bulk voucher creation in Stripe for our partners.
Simon Stellwag, Founder at Leih dir mein Auto
Check out the 
Leih dir mein Auto Case Study
I've spent five years building Notion systems and automations for small creative teams. Before that, I ran my own record label and worked in agencies, so I know these problems from the inside.
My background in business, design thinking, and entrepreneurship helps me see the full picture: not just what to build, but what your team will actually adopt. I focus on creative businesses because the problems are specific, the workflows are real, and the payoff of getting operations right is immediate.
Running an agency, studio, or label with 3-13 people? If projects feel harder to manage than they should, let's talk.