art-file is the missing link between the creative chaos of artists ateliers and the outside world, by providing professional structures to present your work on the go. With just a few clicks, you can present selected works in professionally designed documents. art-file Studio offers an array of time-saving features that facilitate daily studio operations, including production and presentation of artworks, publicity, exhibition, storage, and shipping.
art-file Studio is a multilingual database designed to fit the specific needs and work processes of artists’ studios. art-file Studio archives all your crucial information about the artworks and actors in the art world, 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.
art-file Studio has the following key components: Contacts (an address database), Inventory (a catalogue of art works), Selections (a tool for creating lists and producing print-ready documents), and Invoices.
The art-file Studio address database provides you with an efficient tool for effective client relations. It contains complete contact information on galleries, collectors, service providers, and the press. In addition to general contact data, each entry in the address database includes a profile covering special interests, previous offers, and invoices are added to the general contact data. You stay up to date on which works have been commissioned, whether payment has been received for works that have been sold, and which framer offers the best 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. Personalized newsletters or mailing labels can be created just as easily for as many addresses as required. Upon request, we also provide an additional function automatically linking art-file Studio to your electronic newsletter.*
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 interconnectivity of the program´s architecture allows for location of an artist´s works, as well as providing information about the purchaser.
The art-file Studio inventory archives and catalogues all of your artworks. For each work in your inventory, you can keep detailed information and an unlimited number of images on file. When used in combination with the selections function, you can create catalogues, price lists, certificates, invoices, and many other types of documents with just a few clicks for printing, emailing as PDF files, or for exclusive viewing with the password-protected Private View* feature. Thanks to the inter-connectivity of the software, you can always see the current status of an artwork — whether it has been sold, and at what price or to whom.
The detailed invoicing features of art-file Studio can be customized to your needs down to the last detail. art-file simplifies your invoicing significantly—especially if you are active internationally—by automatically producing invoices in the appropriate currency and tax rate. The software assigns invoice numbers, calculates discounts, and the graphic design of the invoices themselves matches your studio’s own visual design. The invoicing function can also be used to automatically generate sales or quarterly tax reports.
The selections feature in art-file Studio makes it fast and intuitively easy for you to create all the necessary documents to present your studio’s works. You can create, name, and save selected works in a variety of different layouts, and then print or email the selection to all those interested as a PDF document. We provide you with customized templates designed around your studio’s logos and graphic design.
When you need to prepare a presentation, art-file enables you to quickly and easily compile portfolios and catalogues of works and produce sales documents such as price lists and certificates of authenticity. You can also create storage and inventory lists and print shipping labels for internal use.
art-file Studio is especially useful in the layout and editing of your studio’s publications: upon request, we create templates for you that come very close to the layout of your planned publication. 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 Studio handles the logistics of production to shipping of artworks precisely and efficiently. When you need to send a collection to an art fair or collector, art-file manages all aspects of the process, making it easy for you to produce transport documents such as labels, delivery sheets, and insurance and customs reports, as well as commission and loan agreements. The variety of possible document types available in art-file Studio ensures quick, efficient, and reliable logistics.
Provide your clients an exclusive viewing by selecting works and sending a temporary web link to the private view area. With the private view feature, you can show gallery owners and collectors full-screen images of your latest works in an attractive layout—avoiding the need to email large PDF files.
Backend for your website*
With art-file Studio, you can publish your work on your own website in just a few easy steps. Either we can dock the art-file studio on your existing website or we can create a new website for you, linked to art-file Studio. Please contact us for a personalized offer.
*Not included in the basic price.