Contact

Built for Art Professionals

From private collectors to major institutions, ArtVault Pro adapts to your unique needs. Find out how our tools fit the way you work with art.

Art collection management software is not one-size-fits-all. A private collector managing 50 paintings at home has fundamentally different documentation requirements than a museum registrar overseeing 10,000 objects across multiple storage facilities. A gallery tracking consignment inventory needs commercial workflow tools that an artist estate managing a catalogue raisonné would never use.

ArtVault Pro was designed around this reality. Rather than building a single rigid system, the software organizes its features into modules that activate based on how you work. The cataloging core — the part that stores artwork records, images, and documentation — is shared across all configurations. The specialized workflows on top of that core vary significantly depending on whether you are managing a personal collection, running a commercial gallery, operating an institution with public accountability, or preserving an artistic legacy.

The sections below describe how each user type works with the software, what problems they solve, and which modules are most relevant to their daily workflow. If you manage more than one type of collection — a trustee who also collects personally, or a gallery that represents an estate — the platform supports multiple configurations within a single account through role-based permissions.

🎨

Private Collectors

From a dozen pieces to thousands, ArtVault Pro helps you organize your personal collection with the same tools used by major institutions. Track provenance, manage insurance documentation, share with advisors, and plan for the future of your collection. Many collectors start with a simple inventory and gradually build detailed records as they discover how much easier it makes working with insurers, appraisers, and estate attorneys.

  • Personal collection cataloging
  • Insurance documentation and appraisals
  • Estate planning and succession
  • Advisor and family collaboration
  • Provenance research and tracking
  • Location management across properties
Learn more about tools for collectors
🏛️

Museums & Institutions

Professional collection management for cultural institutions of all sizes. Handle acquisitions, track loans, manage exhibitions, document conservation work, and provide public access to collection information. ArtVault Pro connects the workflows of registrars, curators, conservators, and administrators so every department works from the same authoritative data.

  • Accession and deaccession management
  • Loan and exhibition tracking
  • Conservation documentation
  • Public collection access and publishing
  • Grant reporting and board presentations
  • Multi-department collaboration
Learn more about institutional tools
🖼️

Artists & Estates

Maintain a complete record of an artistic body of work. Document each piece as it is created, track sales and exhibitions, maintain provenance records, and build the foundation for a catalogue raisonné. For estates, ArtVault Pro provides the structure needed to manage authentication requests, handle loan inquiries, and preserve an artist's legacy for future generations.

  • Catalogue raisonné preparation
  • Sales and exhibition tracking
  • Legacy documentation and planning
  • Authentication support and records
  • Studio inventory management
  • Gallery and dealer coordination
Learn more about artist and estate tools
🏪

Galleries & Dealers

Manage your inventory, track consignments, generate sales reports, and maintain client relationships. ArtVault Pro streamlines the business side of art dealing so you can focus on the art. Track works from consignment through sale, manage artist relationships, and keep your collectors informed about new acquisitions that match their interests.

  • Inventory and consignment management
  • Client relationship tracking
  • Sales reporting by artist, period, or medium
  • Artist representation management
  • Fair and exhibition coordination
  • Shipping and logistics tracking
Learn more about gallery tools

What Every User Gets

Regardless of your role in the art world, ArtVault Pro includes these core capabilities.

Secure Cloud Storage

Your collection data is encrypted and backed up automatically. Access your records from any device, anywhere. Local backup options available for users who want additional redundancy.

Flexible Search

Find any object instantly by artist, title, medium, date, location, or any custom field you define. Save frequent searches and build smart collections that update automatically as new records match your criteria.

Professional Reports

Generate insurance schedules, valuation summaries, condition reports, and custom exports in formats that work for your industry. PDF reports are formatted for professional presentation.

Image Management

Store unlimited high-resolution images per record. Compare condition photos over time, organize images by type, and export publication-quality files when needed. Automatic thumbnail generation keeps the interface responsive.

How to Identify Your Configuration

Most art professionals fall clearly into one category, but some manage collections that cross boundaries. Here is how to determine which configuration fits your situation:

You are a private collector if…

  • You personally own the artworks in the database
  • You need insurance documentation in your name
  • Estate planning — who inherits what — is a primary concern
  • You work with advisors, appraisers, and family members who need selective access

You are an institution if…

  • Objects are owned by an organization with a board of trustees
  • You follow formal accession and deaccession procedures
  • You manage incoming loans from other institutions
  • Conservation documentation follows professional conservator standards

You are an artist or estate if…

  • The database documents a single artist's body of work
  • Building a catalogue raisonné is a long-term goal
  • Authentication requests require documented provenance responses
  • You manage rights, reproduction licenses, and legacy access

You are a gallery or dealer if…

  • Works in the database are primarily for sale or consignment
  • Revenue reporting by artist, medium, or period matters
  • Client relationships and purchase history need tracking
  • Artist representation agreements are part of your operation

If your situation spans more than one category — a collector who also manages an artist estate, or a private museum that also sells deaccessioned works — contact us to discuss how to configure role-based access across multiple use cases within a single account.

Frequently Asked Questions

Which type of ArtVault Pro user am I?

If you own art personally and need to document, insure, or plan the future of your collection, you are a private collector. If you run a gallery or represent artists commercially, you need the gallery and dealer configuration with consignment tracking. If you work at a museum, historic house, or cultural institution, you need the institutional setup with accession records and loan management. If you are an artist managing your own body of work or an estate managing a deceased artist's legacy, the artist and estate configuration handles catalogues raisonnés and authentication support.

Can one account serve multiple types of users?

Yes. A private collector who also donates works to museums can use both the personal collection and institutional loan modules. A gallery that also manages a represented artist's studio inventory can combine the gallery and artist estate configurations. ArtVault Pro uses role-based permissions so each user sees only the modules relevant to their work. A registrar at an institution and a trustee on the board can both have access to the same database with different views and editing rights.

What is the difference between how a collector and a gallery use the software?

A collector focuses on documentation for personal ownership: provenance, insurance, condition, and estate planning. A gallery focuses on commercial workflow: consignment agreements, client relationship management, artist representation, and sales reporting. Both use the same cataloging core, but a gallery needs pricing and sales history fields that a private collector rarely uses, while a private collector needs estate planning and inheritance documentation that a gallery does not. ArtVault Pro includes both sets of features and lets you configure which are visible to each user.

Do museums need different software than galleries?

Generally yes. Museums follow professional standards for accession and deaccession that commercial galleries do not. Museum registrars document acquisition authority, legal title, and provenance research to a level beyond what dealers typically require. Museums also manage incoming loans from other institutions, which involves facility reports, courier arrangements, and condition reporting governed by AAMD guidelines. Galleries primarily manage outgoing loans and consignments. ArtVault Pro's institutional module includes accession and deaccession workflows, loan agreement templates that meet AAMD standards, and conservation documentation formats used by professional conservators.