Artwork Archive vs Artlogic vs ArtVault Pro: Art Software Comparison

Picking the wrong collection management software is a surprisingly expensive mistake. Not because of the subscription cost itself, but because of what happens six or twelve months later when you realize the tool can't handle your actual needs. You've already entered hundreds of records, uploaded thousands of images, and built workflows around the platform's limitations. Migrating to something else means re-entering data, reformatting exports, and losing whatever customizations you've built.

Three platforms dominate the professional art software market right now: Artwork Archive, Artlogic, and ArtVault Pro. Each one targets a different segment, and understanding those differences upfront saves real headaches down the road.

Head-to-Head Feature Comparison

Artwork Archive: The Artist's Workhorse

Artwork Archive has carved out a strong position among working artists and small-scale collectors. At $7.99 per month for the basic plan or $15.99 for premium, it's by far the most accessible entry point. The interface is clean, the mobile app works reliably, and the portfolio presentation tools make it easy to share collection highlights with galleries or buyers.

Where Artwork Archive starts to strain is at scale. There's no multi-user access, which means a collector working with an art advisor, registrar, or insurance broker can't grant viewing permissions to specific team members. The provenance tracking is limited to text fields rather than a structured ownership chain with attached documents. And the export options—while adequate for basic reports—don't produce the kind of detailed inventory documentation that insurers and estate attorneys typically require.

Bottom line: if you're an artist managing your studio practice or a collector with fewer than 200 works, Artwork Archive covers the fundamentals well at a fair price.

Artlogic: Built for the Gallery Business

Artlogic doesn't just manage inventory—it runs entire gallery operations. The platform bundles collection management with a full CRM, invoicing, website builder, and sales pipeline tracking. For mid-size and large galleries, this integration is genuinely valuable. You can track a work from consignment through exhibition, to a collector's viewing room, through the invoicing process, and into the shipping workflow without leaving the system.

The trade-off is cost and complexity. Artlogic doesn't publish pricing, which usually signals enterprise-level fees. Current industry estimates place it between $3,000 and $12,000 annually depending on the gallery's size and module requirements. The learning curve is steeper than either Artwork Archive or ArtVault Pro, and the platform is web-only—there's no native desktop application and no offline access.

Artlogic's website builder deserves mention. It generates polished gallery websites with online viewing rooms, artist pages, and integrated e-commerce. If you need a combined inventory and web presence solution, that integration alone might justify the price. But private collectors and institutions won't get much value from these gallery-specific features.

ArtVault Pro: Professional-Grade Collection Management

ArtVault Pro takes a different architectural approach. Rather than a browser-based subscription, it runs as a desktop application with optional cloud synchronization. This hybrid model gives users full control over their data—images and records live on their own hardware—while still enabling remote access and team collaboration when needed.

The platform's 12 specialized modules cover the full lifecycle of collection management: cataloging, provenance, condition reporting, insurance, loans, exhibitions, shipping, conservation, contacts, locations, reporting, and media management. Each module operates independently but shares data across the system, so a condition report automatically links to the relevant artwork record, loan agreement, and exhibition history.

Where ArtVault Pro particularly excels is in reporting and data export. The platform outputs professional-grade documentation in PDF, CSV, XML, and JSON formats—and its API allows direct integration with accounting software, insurance platforms, and institutional databases. For organizations following the Getty Research Institute's CDWA standards, ArtVault Pro's metadata fields map directly to those guidelines.

The one-time license model eliminates recurring costs, though it means larger upfront investment compared to Artwork Archive's monthly subscription.

When to Choose Each Platform

• Choose Artwork Archive if you're a solo artist or small collector who needs affordable, straightforward inventory management with good portfolio presentation tools. You don't need multi-user access or advanced reporting.
• Choose Artlogic if you're running a commercial gallery and need integrated CRM, invoicing, website management, and sales pipeline tracking in a single system. You're willing to pay premium pricing for an all-in-one gallery operation platform.
• Choose ArtVault Pro if you're a serious collector, private foundation, or institution managing a significant collection. You need structured provenance chains, professional condition reporting, multi-user permissions, and the ability to export data in multiple formats for insurance, legal, or archival purposes.

What About Switching Later?

Data portability matters more than most people realize when choosing software. Artwork Archive exports to CSV, which is universally readable but loses document attachments and image associations. Artlogic's export depends on your plan and may require their support team for complete data extraction. ArtVault Pro exports to CSV, XML, and JSON with full relationship mapping, making migration to other systems relatively straightforward.

Before committing to any platform, export a test batch of records and verify that the output includes everything you'd need to reconstruct your catalog elsewhere. That simple test can save enormous frustration later. For a broader look at how all the major platforms stack up, see our complete art inventory apps comparison, and explore the full ArtVault Pro feature set to see whether its capabilities match your requirements.

Frequently Asked Questions

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