Ryo Squad

The agency's website and, behind it, the tool where it runs everything: talent, organizers, conventions, trains and hotels, quotes, invoices and accounting.

Client
A French agency representing voice actors, singers and online creators for anime and manga conventions.
Delivered
Public website, internal platform, shared pages (quotes, invoices, itineraries) and an autograph counter
Live at
ryosquad.com (opens in a new tab)
Their website
The ryosquad.com home page on a phone
Their back office, recreated in English
  • 28business screens
  • 47talent profiles moved over from Excel
  • 1click from signed quote to invoice

The need

Monday for tracking, Excel for talent, Gmail for everything else. Each convention involves several talents, trains, hotels, an on-site schedule and a quote for the organizer: all information that was retyped from one tool to the next.

What I built

  • Events

    One file per convention: talent and fees, staff, notes and attachments, and quote-to-payment tracking in three steps.

  • Logistics

    Hotels, trains, flights and time slots for each talent. Everyone gets their itinerary by email or WhatsApp.

  • Talent and organizers

    Talent profiles with rates, image rights and a shareable page. Organizers grouped by show, and shows placed on a map.

  • Quotes, invoices and accounting

    Quotes signed online, numbered invoices, reconciled payments, expenses, due dates and year-end closing.

  • Inbox

    The agency's mailbox inside the tool. AI summarizes long threads and helps rephrase replies.

  • Autographs

    A phone counter for each signing session that keeps the count even if the network drops. The dashboard follows the session live.

A quote, from sending to payment

  • Organizer side
  • Automatic
  • In the agency's tool
  1. In the agency's tool

    From the convention's file, one click generates the quote: one line per talent, fee and commission included.

  2. Automatic

    The quote gets its number, its PDF is locked, and it goes out by email.

  3. Organizer side

    The organizer opens it online, signs with a finger or a mouse, and accepts it.

  4. Automatic

    A signature certificate is archived and the team gets a notification.

  5. In the agency's tool

    The “Send invoice” button appears. One click, and the invoice goes out, already recorded in the books.

  6. In the agency's tool

    The incoming bank transfer is matched: the invoice and the bookings switch to “Paid.”

What happens on its own

  • Train tickets and hotel confirmations dropped into the tool are read by AI, which fills in the hotel, trips and time slots, and files each ticket under the right trip.
  • A show brochure is all it takes: AI creates the show and its organizer, and places it on the map.
  • Confirming a booking records the expected revenue and fee in the books. Canceling it removes them.
  • A photo of an expense receipt is read by AI, which prepares the entry for review.
  • Every convention gets its run sheet: talent, staff and schedule on a single page, ready to print.
  • Only official, active talent who have signed their image release appear on the website.

Under the hood

Figures counted in the project's code.

  • 38data models
  • 113API routes
  • 7AI-assisted features
  • Next.js
  • React
  • TypeScript
  • PostgreSQL
  • Prisma
  • Supabase
  • Gmail API
  • Vercel

What could run on its own in your business?

Tell me how you work. I'll tell you what software can take off your plate, and what it would cost.

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