Custom CRM · Rental commerce · Finance automation
The operating system behind a nationwide art-rental storefront.
A complete CRM and much of an ERP: one system running the catalogue, customers, rentals, finance and artist payments.
Built in partnership with Innovation Kite. AgileNinjas designed the CRM, integrations and operational workflows, and continues to maintain the platform.
An artwork can be available, reserved, rented, sold, in transit or in another operational stage. The website can only promise reliable availability when it continuously reflects the gallery’s actual records.
Rental commerce also includes recurring invoices, overdue reminders, direct debit, customer savings and accounting reconciliation. These workflows do not fit a conventional one-time ecommerce checkout.
AgileNinjas designed and built a Laravel CRM and operating data model in partnership with Innovation Kite. It acts as the source of truth for artworks, artists, customers, contracts, rentals, reservations and sales.
A REST API connects the CRM to WordPress. Scheduled and on-demand synchronisation updates the catalogue and removes unavailable works, while website trial requests and registrations create the corresponding operational records. Exact Online, Mollie, SEPA and DocuSign support the financial and contractual workflow.
Explore our broader E-commerce engineering and integration capabilities.
Art rental is not a flat price. Every agreement is computed from a web of rules: rental duration, customer type (company or private), the category of the artwork and layered discount types. The CRM prices each agreement automatically, generates the recurring invoices those agreements produce and posts them to Exact Online for bookkeeping. The WordPress storefront stays continuously in sync with the live collection.
Every rented artwork owes its artist a commission. Each quarter the CRM runs the consignment batch: commissions are computed across all active rentals, a SEPA payment file goes to the bank, artists are paid, their invoices are generated, booked to Exact Online and emailed automatically.
Inside the solution
Engineering scope.
- Artwork, artist and location lifecycle management
- Customer, contract, rental, reservation and sales workflows
- WordPress catalogue and availability synchronisation
- Website trial requests flowing directly into operations
- Recurring rental invoices and overdue-payment reminders alongside SEPA collection
- Gift cards and customer-savings balances
- SEPA direct debit and Mollie payments
- Exact Online accounting and reconciliation
- DocuSign-related contract workflows
Business impact
What changed.
- Six parts of the operating environment connected
- At least eight recurring workflows automated
- One operational source replaces fragmented artwork, customer, website and finance records
- Online availability reflects reservation, rental and sales activity
- Scheduled finance workflows reduce repetitive administration
- A small team can operate a nationwide online art-rental service
Kunstuitleen describes the project as more than a technology upgrade: a new store with new possibilities, built around its rental business model.
Based on client feedback from Kunstuitleen.nl.