art-file Gallery is a multilingual software designed to fit the specific needs and work processes of art galleries and is available in different versions for artists’ studios, collectors, and curators. art-file Gallery archives information about artworks, clients, artists, and other actors in the art world in up to three languages, linking the data so that you can quickly and easily review entries, add new information, and edit records. The user-friendly design allows you to maintain an overview of current and completed tasks. In just a few quick and intuitive steps, you can create professionally designed presentations of selected works that are ready to be printed or emailed as PDF documents. art-file offers an array of time-saving features that facilitate daily gallery operations, including production and presentation of artworks, exhibition planning, publicity, storage, shipping, sales, and promotion.


art-file Gallery has the following key components: Contacts (an address database) with a separate category for managing the data of the gallery’s Artists, Inventory (a catalogue of art works), Selections (a tool for creating lists and producing print-ready documents), and Invoices—all designed in line with the gallery’s focus on artworks, clients, and artists.

All documents are customized to your stationary
Work example presentation
Work example artworks list
.

Contacts

The art-file Gallery address book is an efficient tool for cultivating client relations. Contacts comprises all important contact information of clients, collectors, service providers, and the press.

Further information, like special interests or previously offered agreements can be added to your general contact data. For example, you can instantly see in which artist a collector, curator or critic is interested, or which framer offers the most suitable terms.

Each entry can be assigned to any number of contact groups, which can then be used in mailing invitations and catalogues as well as press releases. To create personalized newsletters or mailing labels for as many addresses as required is just as easy. Upon request, we also provide an additional function automatically linking art-file Gallery to your electronic newsletter.*

Artists

The Artists category organizes detailed information regarding the gallery’s artists, ranging from pricing agreements to preferred dietary preferences at dinners. It also manages their invoices. The software links the artist information to information from different segments of art-file, allowing artist’s works to be instantly viewed together with information on whether the artist has already been paid for purchased works or where the artwork is currently stored.

Inventory

All of the information about artworks relevant to a gallery is managed in the inventory, which archives and catalogues the works. In combination with selections, it can be used to generate catalogues, price lists, certificates, invoices, and many other types of documents in professionally designed templates  with just a few clicks followed by sending PDF files via email or make presentations available online with the password-protected private view* feature. For each work, the inventory provides detailed information as well as any number of images that can be archived as PDF documents. Thanks to the interconnectivity of the software, you can always see the current status of an artwork—whether an offer has been placed, whether it has been sold, and at what price or to whom.

Invoice

The precise invoicing features of art-file Gallery can be customized to fit your needs as well as local and international standards.  art-file simplifies invoicing significantly—especially for galleries that are active internationally—by automatically producing invoices in the appropriate currency and tax rate. The invoicing feature automatically assigns invoice numbers, calculates discounts, and displays information ready to print or send as email. An overview of invoices for quarterly tax reports can be generated and sent directly to your accountant. Likewise, the payments owed to artists can be
calculated automatically.

Selections

Print-ready documents
The selections feature in art-file Gallery makes it fast and easy for you to create all the necessary documents to present your gallery’s works. You can create, name, and save selected works in a variety of different layouts, and then print or email the selection to clients as a PDF document. We provide you with customized templates designed around your gallery’s logo and graphic design.
When you need to prepare a presentation, art-file enables you to quickly and easily compile portfolios and catalogues of artists’ works and produce sales documents such as invoices, offers, price lists, and certificates of authenticity. For your internal use, you can also create storage and inventory lists and print shipping labels.

Publications*

art-file Gallery is especially useful for the layout and editing of your gallery’s publications: we create templates that come very close to the layout of your planned book. This allows you to export a selection of works including typefaces and formatting that can be recognized by InDesign and imported automatically into the final publication layout by a graphic designer.

Production and shipping
art-file Gallery handles the precise logistics of gallery operations, from production to shipping of artworks, managing the entire process of sending a collection to an art fair or collector. You can easily create transport documents such as labels, delivery sheets, insurance and customs reports. Another useful feature is the ability to issue commission or loan agreements. The variety of possible document types allows effortless and accurate logistics.

Private view*

Provide collectors an exclusive viewing by selecting works and sending them a temporary web link to the private view area. With the private view feature, you can show collectors an artist’s latest works as full-screen images—without emailing large PDF files.

Backend for your website*

With art-file Gallery, you can publish an artist’s works on your website by docking art-file Gallery on your existing website. Or if preferred, we can create a website linked to art-file Gallery for you. Please contact us for a personalized offer.

*Not included in the basic price.