artwork inventory | GalleryTool

How to manage your artwork inventory

Keeping your artwork inventory up to date is an essential part of your art collection management. Although cataloging artworks sounds like a daunting task, it shouldn’t necessarily cause you a headache. By following these simple steps, you can ensure that your art business will benefit a lot from a well-managed, organized artwork inventory.

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1. Take photos of your new artworks

Taking photographs of your artwork is not only a good visual reminder, but these photos can also be shared with your collectors or followers on social media. Do not worry too much about the quality. Your smartphone will probably take good enough pictures for this purpose. Upload and organize your photographs in your artwork database regularly.

2. Add important details

When you inventory your piece of art, you need to record some details, such as the artist, its title, medium, dimensions, and price. Location is particularly important information to add if you want to avoid losing artworks. If you already store these data in an Excel spreadsheet, GalleryTool provides you with a bulk import feature to upload all information into your database. You can also add file attachments to your artworks which can come in handy when storing certificates or other documents.

3. Arrange your artwork storage

Organize your artworks by artist and not by size. If artworks from the same artist are stored at the same place, you will find easier what you are looking for. Labeling the storage shelves can also be necessary. Make sure that your artworks are wrapped properly with the right packaging material.

4. Record exhibitions

Whenever your artworks are exhibited, keep track of their exhibition history in your artwork database. Grouping and sorting your artworks by exhibition will make your sales more efficient. For example, you can create tailored PDF catalogs and artwork labels for an exhibition opening or an art fair.

Art fair

5. Update your contacts

Keep in touch with your buyers and collectors via email. Make sure that you update their contact details regularly. A clean contact list is important when spreading the word about your upcoming exhibition or other events. In GalleryTool, you can also assign artworks to your collectors. This will enable you to give more personalized offers based on previous purchases.

6. Share your artworks

Being present on social media platforms has become indispensable to attract more visitors to your events and sell your artworks online. Share your artworks with your audience on multiple digital marketing channels to build your brand and generate more sales.

Do you think we missed something out? Let us know what other challenges you face running your art business! With GalleryTool, you can carry out these tasks easily and efficiently. Sign up for our free trial and skyrocket your artwork management!


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