Have you ever asked yourself: what was the name of that woman I sold my artwork to years ago? Why can’t I find my invoices? How many pieces of art did I create this year? Why can’t I FIND anything? Why is staying organized SO HARD??!! Well, we have some ideas to help you on your way to professional artwork management.
Table of Contents
- Professional Artwork Management Lets You Focus On What You Do Best: Art
- PROFESSIONAL ARTWORK MANAGEMENT MADE BY ARTISTS FOR ARTISTS
ARTWORK ARCHIVE ELIMINATES OVERWHELM BY HELPING YOU GET ORGANIZED!
- ARTWORK ARCHIVE WILL STORE YOUR WORK ON THEIR SERVERS
- OKAY, NOW THAT I KNOW THE WHY, HOW DO I USE ARTWORK ARCHIVE?
- HOW TO UPLOAD YOUR ART
- BUILDING COLLECTIONS
- LOCATIONS… WHERE DID I SEND THAT ARTWORK AGAIN??
- AN ONLINE PORTFOLIO TO SHOW OFF YOUR STUFF!
- SALES AND PROFESSIONAL REPORTS FOR ARTISTS
- KEEPING TRACK OF CONTACTS, LIKE, IDEAL BUYERS!
- STAYING ON TOP OF EXHIBITIONS
- THE HARDEST THING TO DO IN ANY ENDEAVOR IS START, SO WHY NOT USE MICRO-COMMITMENTS?
Professional Artwork Management Lets You Focus On What You Do Best: Art
The reason? It IS hard. Having to pay attention to both the art side and the business side takes a lot of work. This is why having the right professional artwork management program to maximize your effectiveness and eliminate that oppressive feeling of “overwhelming-ness” is so important.
Ask yourself, how do you organize, keep track of, and manage your artwork? Is it working for you? If it is, great! However, if you could use a little help, there’s an excellent service called Artwork Archive that’s helped thousands of artists just like you in over 130 countries run their art business better.
Artwork Archive is an intuitive program that allows you to manage your artwork, organize your art inventory, plan for success, receive critical business insights, track sales across multiple locations, arrange your contacts, display your portfolio of work, and maybe most importantly, NEVER LOSE ANYTHING! Essentially, they take the headache out of artwork management, so you can put all your energy into doing what you do best: CREATING ART!
PROFESSIONAL ARTWORK MANAGEMENT MADE BY ARTISTS FOR ARTISTS
One of the things that sets Artwork Archive apart is not only that it’s a super cool, easy-to-use artwork management service, but that it was created by artists! It’s one of the things that we at Artists In Business (AIB) LOVE To talk about, since AIB was also founded by artists.
What does this mean? That the creators UNDERSTAND THE STRUGGLE. What better way to help you with your artwork management than working with artists who have done the same thing as you, and successfully!
Before we get into why we think Artwork Archive is the best professional artwork management software out there, we just HAVE To share with you how Artwork Archive was created. The story will melt your heart.
One of the co-founders, John, created Artwork Archive for his mother, who is an oil painter (swoon!). When her hard drive unexpectedly crashed, she lost YEARS of valuable information about her art career. All of the other artwork management software at the time was vulnerable and limiting, so John went and created the first cloud-based system to fit all the needs of the modern day artist. How AMAZING is that?
John then linked up with cofounder Justin when Justin’s basement flooded. (Confounded natural disasters!). Justin’s artworks were badly damaged and he was left scrambling to find receipts and documentation for his works. So, seeing there was a desperate need out there for better art management tools, they joined up! And when their powers combined, they made Artwork Archive even better for artists!
The funny thing is, that these kinds of unanticipated events, like an unforeseen disaster, a hard drive crashing, or simply losing or misplacing works or documents, could severely affect your art business if you are not prepared for them. Which is why we so highly recommend the Artwork Archive service when it comes to managing your art inventory.
One thing Justin and John are particularly adamant about, is their dedication to exceptional customer service. They are constantly listening to artists, making upgrades, implementing new features, clearing up inconsistencies and they are ACCESSIBLE. They make themselves always available to answer questions, meaning you get to talk to a real person! No robots!
Here’s an article with testimonials from 35 artists explaining why they chose Artwork Archive.
Now, before we get into WHY we think Artwork Archive is so great, first we’ll disclose that we at AIB are indeed an affiliate of theirs. We just want to be totally upfront with you. We became an affiliate because we believe in the service and we believe in the mission behind the company: safeguarding your artwork and giving you the best art management tools available so you can run your art business better.
All it means to be an affiliate is that they will pay us a small commission if you sign up using our own personal link which will get you 20% off your first subscription year. The link can be found here: https://www.artworkarchive.com/aib
And that’s it! Okay! Now that that’s out of the way, let’s get into WHY we think Artwork Archive is an incredibly valuable and professional artwork management program to help you with your art business.
ARTWORK ARCHIVE ELIMINATES OVERWHELM BY HELPING YOU GET ORGANIZED!
Being disorganized is one of the biggest issues artists have when it comes to running their art business. When you’re constantly playing catch-up, losing track of where your artwork is, what artwork you have, forgetting the prices for each of your pieces, it’s stressful, it wastes time, and it takes away from your ability to make art!
The Artwork Archive inventory software will keep track of your art, so you can run your art business more effectively. It will create an inventory number, title, date of creation, medium, dimensions, price, collection, images of the artwork, a description with your art’s story, and any important notes you may need to consider. You’ll be able to instantly find whatever you are looking for in your super organized art inventory.
Have you ever worked in a studio/apartment/office full of artwork flung all about, stained furniture, dishes in the sink, papers as far as the eye can see, a full box of kitty litter, Chinese food… (we all have it’s part of being an artist!). It’s hard to think in an environment like that isn’t it? It’s much easier to operate in a decluttered space and Artwork Archive is like a decluttered space for your materials online, and for your mind!
ARTWORK ARCHIVE WILL STORE YOUR WORK ON THEIR SERVERS
One of the great things about Artwork Archive is they will store all of your work on their servers and back it all up regularly. This way you won’t have to buy one of those 500,000,000 terabyte passports or anything to store all of your work and you won’t have to worry about your computer crashing. (Remember John’s mom? So sad!). All of your work will be secure in the cloud.
Plus, you’ll be able to access your art inventory no matter where you find yourself. What if you’re traveling, you meet a prospective buyer, and you want to find and show them a piece? It’s right there for you. Somebody asks you about the price of a piece and you have absolutely no memory of it at all! It’s right there. Artwork Archive’s art management tools will simply make you more efficient and will improve your ability to supply your customers with your artwork!
OKAY, NOW THAT I KNOW THE WHY, HOW DO I USE ARTWORK ARCHIVE?
The first step is to sign up for a free 30-day trial to see how you like their artwork management software. There’s no harm in giving it a go and if it’s not for you, you can always cancel it. If you decide you really like the software, there are three membership options:
For $6 a month, it’ll allow you to upload 50 artworks in 5 locations (locations stand for galleries where your work is stored).
For $12 a month, you can upload 500 artworks in 50 locations.
For $19 a month (if paid annually), you get unlimited everything.
Think of it like an investment for your business, by paying the subscription fee you’ll be able to build a fully organized art inventory and fully backed up storage of all of your art business’s artwork. Plus if you use our affiliate link you’ll get 20% off your first subscription year.
HOW TO UPLOAD YOUR ART
You simply click the ‘artwork’ tab in the left menu and click the plus symbol to add a new piece to your art inventory. Thereafter you can include images, and fill in the necessary information about the piece when prompted.
When you add information in the fields, they will become categories with which you can filter, search, and use the database. For example, if you fill in ‘landscape’ in the ‘subject matter’ field, you can later search for all of your artworks that have ‘landscape” as the descriptor.
It’s that easy.
‘Collections’ allow you to add artworks to a…well… a collection! For example let’s say you wanted to create a collection for ‘Pet Portraits’ (super cute that you paint pets btw). Every pet portrait you paint would then be added to the ‘Pet Portraits’ collection.
Or if you wanted to organize your collection by year, you could have a ‘2021’ collection, ‘2022’ collection, etc… This can help you immediately find a piece you are looking for in your art inventory when you’re in a pinch… or even if you’re not in a pinch and you just want to locate something quickly!
If you want to create a collection for an exhibition, by all means! The world is your oil painted oyster!
LOCATIONS… WHERE DID I SEND THAT ARTWORK AGAIN??
Locations will help you be SUPER organized when it comes to your physical pieces of art. Every piece you upload to Artwork Archive will be automatically added to ‘your inventory’, meaning it’s in your studio.
If you have pieces that happen to be held at a gallery, you can create a ‘location’ for them so that you never lose track or forget where these pieces are. You simply fill in the information about the location and then ‘assign’ pieces to it.
When you look up these assigned art pieces, you can see dates of when they arrived at the gallery, when it will be returned to the studio, and any other pertinent information about the piece and its location. (Let’s call it the Sisterhood Of The Traveling Paints!). If the piece has been featured in a number of different galleries, this will also show up in your searches and filter results.
The ‘Locations” tab in the left menu will allow you to see a list of all the locations (galleries) you have and if you click on a location, you can see which art they are holding, which works have been sold, who purchased them, when they arrived there, etc… You can also create a consignment report for each gallery.
Yay! That’s the power of professional artwork management! Now you know where all your stuff is!
AN ONLINE PORTFOLIO TO SHOW OFF YOUR STUFF!
One of the coolest art management tools included on Artwork Archive is that you can create a Public Profile Page that will showcase your work. Just check the box in ‘public settings.’ You can organize your work on the public page, and it’ll be an awesome online portfolio of all of your amazing pieces of art.
Artists so often don’t give themselves enough credit for all of the incredible work they do, so this should be a chance to celebrate your amazingness! You’ve created stellar work, so strut your stuff, and feel good about it!
SALES AND PROFESSIONAL REPORTS FOR ARTISTS
In order to survive as an artist, you have to make your art business profitable. It’s simply the world we live in today.
Artwork Archive will track the sales of your artwork and the expenses you accrue while doing business. This includes tracking sales for specific contacts and locations, inventory reports, portfolio pages, and the ability to generate invoices and expense reports so you can stay on top of your earnings, revenue, and costs. This will come in handy during tax season… a season we always dread! We can all agree, March is officially the worst month of the year, right?
On top of that, Artwork Archive’s inventory software will provide you with insights like which gallery is selling the most, your production and sales over time, and the worth of your entire inventory—so you can make more informed decisions about your art career.
When you sell a painting, you can ‘register a sale’ for it in your database. Fill in the price it sold for, your net price (the value of your sale after after all taxes and other costs are added and all discounts subtracted), the sale location (gallery or studio), the client’s details and any other details. You can see all your sales in the tab ‘Income’.
KEEPING TRACK OF CONTACTS, LIKE, IDEAL BUYERS!
The Artwork Archive’s contact lists can come in very handy. Every time you make a sale, just fill in the contact information for that person and you can search and filter to see which artworks this contact bought, when they bought them, and for how much.
You’ll be able to see who your top buyers are and what they’ve purchased. This way you’ll be able to keep them top of mind when you create a new piece that you know they’d love (see what we did there, *wink wink*). You can even notify these buyers when you’ve created a work that you know they might like, and hopefully make another sale!
You can also group, sort, and filter your contacts for more control, and even create address labels for your correspondence. At Artists In Business we’re always talking about how important it is to connect to your ideal buyers, so why not create a special grouping for them!
STAYING ON TOP OF EXHIBITIONS
Have you ever had to email a gallery and ask whether they have one of your art pieces that you lost track of? Or maybe you’ve accidentally promised a gallery a piece that’s already being shown somewhere else. Yikes!
Knowing the locations of your artwork whether it be at exhibitions, in competitions, or if you have something on consignment is extremely useful. One of the benefits of Artwork Archive over other inventory software is it allows you to track your inventory, and not just compile it.
For example, you can have a log of all the competitions you’ve submitted to or want to submit to, which will help you stay organized. Let’s say you were awarded a prize at a competition in the past, keeping track of this information can help you analyze what judges look for at these competitions so you can submit the perfect work next time. Also, it’ll help you understand which awards you’ve won which you can display proudly and share with prospective buyers. (An AWARD-winning artist? Oooh, I’m intrigued!).
When you submit your artwork to a competition or open exhibition you can create an ‘Exhibition’ on the site. Then you just write in the details: location, submission fees, website and the submission dates, exhibition dates, etc…
When you assign pieces to the ‘Exhibition’ they will be marked as ‘submitted’. Thereafter, you can change the status to ‘rejected’, ‘accepted’, or’’won award” depending on the results of the submissions. All of the details can easily be read in the ‘Exhibition History’. You can also track which pieces did well or have been submitted to multiple exhibitions or competitions.
Creating a schedule is great when it comes to staying organized. When you fill in information on the database with details, like submission dates, exhibition dates, competition dates, they will be automatically added to your ‘Schedule.’ You can also integrate it with your calendar app, like iCal, GCAL, or Outlook for example.
Finally, just check the box to get weekly reminder emails and you’ll never miss a date or a deadline again!
THE HARDEST THING TO DO IN ANY ENDEAVOR IS START, SO WHY NOT USE MICRO-COMMITMENTS?
The reason we support Artwork Archive is that we believe it’s the best artwork management software to help artists stay on top of the business side of their art. It may be a little bit more expensive, but out of all of the art inventory options out there, in our opinion it’s the easiest-to-use, best organized, and most intuitive for artists. You can also get 20% off your first subscription year, and there is a 30 day trial, so if it’s not for you, then no cost!
It also was created by artists and has an EXCELLENT track record of customer service. If you ever come across an issue, you can trust that you’ll have a lot of support from John and Justin.
And we understand it’s a big decision. Maybe you’re feeling overwhelmed at the prospect of uploading your pieces to Artwork Archive. Maybe you have had hundreds or thousands of pieces to archive. Maybe you’re thinking it’s just too much.
But, one way of getting over this hurdle is to do what we at Artists In Business call “micro-commitments.” Instead of thinking about uploading everything at once, break it down into smaller segments, each step adding a small, yet incremental value on your archiving journey. For example:
- Step 1 – Sign Up For The Free Trial
- Step 2 – Upload 1 piece to your art inventory
- Step 3 – Fill in the information in the fields corresponding to that 1 piece
- Step 4 – Familiarize yourself with the menu, dashboard, and options available to you.
- Step 5 – The following day, upload 5 pieces to your art inventory
When it comes to managing your art inventory, instead of looking at the entire process as a whole, break it down into bite-sized, manageable pieces, and when you do so, you’ll realize that it’s not as anxiety-inducing as it may at first have seemed.
By keeping all of your artwork in one place you’ll be able to more easily manage your artwork. With dedicated professional artwork management, you’ll be able to focus on what you love doing best: creating art! Keeping organized is one of the BIGGEST issues people come to us for help with here at Artists In Business, and this is a fantastic solution. Happy organizing! Happy thriving art business!