For Galleries & Dealers
Professional inventory and sales management tools built for the way galleries actually operate.
Running a gallery means juggling consigned works from a dozen artists, tracking pieces across your main space and two art fair booths, following up with collectors who saw something last month, and somehow keeping your books straight through all of it. ArtVault Pro was built with gallery directors and private dealers who needed real operational tools, not just a pretty database. Every feature reflects the messy reality of how galleries work day to day, from receiving a crate of consigned paintings to closing a sale at an art fair three time zones away.
Multi-Location Inventory
Track every work across your gallery, storage facility, off-site warehouse, and art fair booths. When a piece moves, update its location in seconds. Know exactly where everything is without calling your registrar or digging through spreadsheets. Each location maintains its own condition notes and access logs.
Consignment Management
Handle consignment agreements, commission splits, and return deadlines without the paperwork chaos. ArtVault Pro tracks which works belong to which artists, what your agreed split is, and when consignment periods expire. Automated reminders ensure you never miss a return date or forget to send an artist their payment.
Sales & Invoicing
Process sales from inquiry to final payment. Generate professional invoices, track installment plans, manage sales tax across jurisdictions, and record payment history. When a collector buys a piece at your Miami booth, the sale syncs to your main system before you've packed up for the evening.
Client Relationships
Maintain detailed profiles for every collector, advisor, and institutional contact. Record their collecting interests, past purchases, exhibition visits, and conversation notes. When a new work arrives that fits a collector's taste, you'll know exactly who to call first.
Sales Reporting
Pull reports that actually help you make decisions. See revenue by artist, by quarter, by fair, or by price bracket. Compare this year's Art Basel performance against last year. Understand which price points move fastest and which artists are gaining traction with new collectors.
Art Fair Toolkit
Prepare for fairs without the usual scramble. Build booth inventories, generate shipping manifests, create presentation materials for VIP previews, and track every conversation during the fair. Log interested collectors on the spot so nothing falls through the cracks when you're back at the gallery.
How Galleries Use ArtVault Pro Every Day
Receiving and Managing Consigned Works
A typical week at a mid-size gallery might involve receiving a shipment from a represented artist, returning unsold works from a recent fair, and preparing a selection for a collector visit. ArtVault Pro handles all of this within one workflow. When consigned works arrive, you photograph them, note their condition, and assign them a location. The system automatically links them to the consignment agreement and starts tracking the consignment period.
For dealers working without a permanent space, this is even more critical. When your inventory is spread between a storage unit, your home office, and a collector's apartment on approval, you need to know where everything is at any moment. One of our users described it as finally having "the registrar I could never afford to hire."
Building Collector Relationships Over Time
The best galleries don't just sell art. They build long-term relationships with collectors whose tastes they understand deeply. ArtVault Pro supports this by keeping a running history of every interaction. That conversation at the opening where a collector mentioned wanting to start collecting photography? It's recorded. The advisor who asked about availability for a corporate commission last spring? You can find that note in seconds.
When a new work comes into the gallery, you can search your contacts by collecting interest and pull up a shortlist of collectors who might respond to it. This isn't about mass emails. It's about making the right introduction between the right collector and the right work. Galleries tell us this targeted approach closes more sales than any marketing campaign.
Getting Started for Your Gallery
Import Your Current Inventory
Bring in your existing records from spreadsheets, other gallery management tools, or even handwritten logs. Our import process handles messy data gracefully. You don't need to standardize everything before migrating. Upload your images in bulk and match them to records afterward.
Set Up Consignment Agreements
Enter your active consignment terms for each artist or consignor. Define commission splits, consignment periods, insurance responsibilities, and any special conditions. The system will track everything and alert you before deadlines arrive so nothing catches you off guard.
Add Your Contacts and Clients
Import your collector database or build it from scratch. Tag contacts by collecting area, budget range, and relationship status. Even basic contact information becomes more valuable once it's connected to viewing history, purchase records, and your own notes about their interests.
Run Your Gallery from One System
Once your inventory, consignments, and contacts are in place, ArtVault Pro becomes your daily operating system. Process sales, generate reports for artists, prepare for fairs, and manage your pipeline of interested collectors. The longer you use it, the more valuable your data becomes.
Questions from Gallery Directors and Dealers
Can I manage multiple gallery locations in one account?
Yes. ArtVault Pro supports unlimited locations, including your main gallery, off-site storage, art fair booths, and works placed on approval at collector homes. Each location has its own inventory view, and you can move works between locations with a full audit trail. Many galleries find this especially useful during fair season when inventory is scattered across several cities.
How does consignment tracking work for complex splits?
You can configure different commission structures per artist, per work, or per agreement. Some galleries have a standard 50/50 split but negotiate differently for secondary market pieces or works by high-demand artists. ArtVault Pro handles tiered commissions, flat fees, and custom arrangements. When a sale closes, the system calculates what you owe the consignor automatically.
Can my staff use it at art fairs without internet?
ArtVault Pro offers offline functionality for critical tasks. Your team can view inventory, add notes, log collector interactions, and record tentative holds while working a fair booth with spotty WiFi. Everything syncs when you reconnect. Several of our gallery users rely on this during fairs where venue internet is unreliable at best.
What reporting can I share with consigning artists?
You can generate artist-specific reports that show exhibition history, viewing activity, and sales for their consigned works, without revealing your collector contacts or internal pricing notes. Artists appreciate the transparency, and it strengthens your working relationship. You control exactly what information each report includes.
Manage Your Gallery with Confidence
Try ArtVault Pro free for your gallery. No credit card required to get started.
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