How your assistant can pay for themselves in under 60 days

Most people think of hiring an assistant as an expense.

But if you do it right, it’s one of the smartest investments you’ll ever make in your business.

At Astrolabe Assistants, we help artists, coaches, and creative entrepreneurs build systems that don’t just save them time. We build systems that make them money.

Today, I want to show you exactly how that works. Step by step, here's how your new assistant can pay for themselves (and then some).

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🎨 Case Study: Leveling Up an Artist-Coach

Imagine a mixed-media artist who also offers 1:1 creative coaching sessions.

She's making decent income — around $5,000/month — but working constantly.

She wants to grow her revenue without burning out.

We would match her with a dedicated Astrolabe Assistant who is excited about the art business. Someone who genuinely wants to learn and grow alongside her. 

We'd also work with her to develop a simple plan. Say our goal is to help the artist-coach earn $1,500+ more per month, while working fewer hours.

Here’s what we might come up with:

Step 1: Identify and delegate non-revenue-generating tasks (Week 1–2)

First, we have the client write down everything she does in a week. These lists are 60+ items long on average — and only about 25% of them are directly related to income.

Her assistant immediately takes over:

• Inbox management and client scheduling

• Order fulfillment for art prints

• Social media scheduling

• Client onboarding paperwork

• Monthly bookkeeping prep

🕒 Result: Our client reclaims 10+ hours a week — which she reinvests into income-generating work.

Step 2: Use that time to create new income streams (Week 3–4)

With her schedule clear, the client can launch a small group version of her 1:1 coaching program — same content, except it's delivered to six people at once via Zoom.

Her assistant handles:

• Emailing her existing waitlist of customers interested in the 1:1 coaching to generate leads for the group coaching product

• Setting up the booking page and Stripe payment link

• Designing the Canva slide deck and follow-up resources

• Managing the cohort calendar and reminders

💰 Result: $1,200/month in new recurring group coaching revenue — without the client doing any extra marketing.

Step 3: Re-engage past clients and collectors (Week 5–6)

Next, her assistant could export her old email list. Maybe it's over 200 past art buyers and coaching clients. 

The assistant sends a friendly re-engagement email series with a discount code and new product photos.

The sequence could bring in $800 in print sales in the first week and a steady trickle of new commissions after.

💰 Result: ~$1,100/month average in renewed customer activity.

Step 4: Systematize for sustainability (Week 7–8)

Now that our client has predictable income growth, her assistant helps her:

• Create recurring templates in Asana for monthly marketing tasks

• Set up an Airtable tracker to monitor art sales and client renewals

• Schedule a 15-minute weekly executive check-in to review revenue progress

🧩 Result: Stable systems that keep the revenue growth consistent — even while our client travels for exhibitions & residencies.

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Step 5: Add a largely passive income stream (Week 8-9)

So far, we've helped our client set up the systems to ensure her new assistant pays for themselves. 

The next goal is to grow the client's revenue. We could do that in a number of ways: 

Option A: Sell a low-cost digital product or workshop

We could turn one of our client's most common coaching topics (e.g., “Overcoming Creative Blocks”) into a $49 self-paced mini-course on Teachable or ThriveCart.

With the assistant handling setup, email marketing, and delivery automation, selling just 30 copies a month adds $1,470/month in passive income.

Option B: Launch a Patreon or subscription model

We could have the assistant set up a Patreon or Substack where fans can subscribe for $10–25/month for behind-the-scenes art content, early releases, or monthly coaching calls. Even 60 subscribers at $15/month = $900/month recurring.

Option C: Corporate or group licensing

The assistant could pitch our client's artwork as office décor subscriptions (maybe subscribers get framed prints rotated quarterly). Even two small office clients at $400/month = $800/month recurring.

Option A is the most profitable and the most passive. Assuming we start with that one, here's the final net gain:

Financial Breakdown

The Bottom Line

Hiring an assistant isn’t just a cost — it’s a growth strategy.

If you delegate the right things and follow a smart plan, your assistant can literally fund their own role within weeks.

If you want to put this in place but think you can’t afford it, remember:

Our assistants cost less than 35% of a U.S.-based assistant — but deliver the structure, consistency, and follow-through that make profitability possible.

Ready to see how much revenue your assistant could unlock?

👉 Fill out our intake form today and let’s match you with your perfect fit.

To your art + your abundance,

Layne

Founder, Astrolabe Assistants

🧭 Your business. Unburdened.

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