Records for every work
Artist, title, year, medium, dimensions in inches and centimeters, edition, images, price or value, status and location. Notes and documents stay with the record.
Art collection management software for advisors and private desks
Gallerists gives art advisors, independent dealers and galleries that manage works for clients the same tools a gallery uses to run its program: structured records, locations, documents, offers and invoices. You keep the collection accurate, and you can act on it the moment a buyer or a seller calls.
A collection is more than a list of works
An advisor managing works for a client, or a dealer running a private desk, needs to know three things about every work at any moment: what it is, where it is and what it is worth to someone. Most collection tools answer the first question well and stop there. Sales tools answer the third and forget the first two.
When a client decides to sell, or a buyer asks for a work, the advisor ends up exporting records into a document by hand, writing an invoice in another program and tracking the conversation in email.
- Records that are complete but cannot become an offer
- Locations and loans tracked in separate notes
- Consigned works mixed with owned works in one list
- Invoices and buyer history kept outside the collection
How Gallerists manages a collection
Locations and movements
Record where each work is: a residence, storage, a framer, a loan, a fair. On the Program plan and above, manage multiple locations and storage areas and filter the collection by place.
Consigned and owned works side by side
Mark works as consigned when you hold them for a client or an artist, with their own terms, and keep owned stock separate in status and reports.
From record to offer
When a work is for sale, build a branded offer PDF or a private online viewing room from the record in a few clicks, with the buyer's activity saved in the CRM.
Invoice and history
On the Gallery plan and above, issue invoices with tax and shipping lines and keep the sale on the buyer's record.
Who uses Gallerists this way
Independent art advisors who hold a handful of works on consignment and need offers and invoices without a gallery staff often start on Studio. Galleries that manage collections for clients alongside their own program usually choose Gallery or Program. Gallery groups and secondary market desks that need separate teams and permissions under one account use Enterprise, which supports multi gallery groups and secondary market desks.
What is included
- Structured records with images, documents and notes
- Status (available, on hold, sold, consigned) and value or price
- Multiple locations and storage areas (Program plan and above)
- Audit history on every record (Program plan and above)
- Offer PDFs and private viewing rooms from any record
- Collector and buyer CRM with full history
- Invoices with tax and shipping lines (Gallery plan and above)
- Granular permissions per location and artist (Enterprise)
- CSV import and export on every plan
Plans for collection work
| Plan | Price | Works | Seats |
|---|---|---|---|
| Studio | $49 per month, or $24 per month billed yearly | 250 | 1 |
| Gallery | $149 per month, or $74 per month billed yearly | 2,500 | 5 |
| Program | $499 per month, or $249 per month billed yearly | 25,000 | 20 |
| Enterprise | $1,250 per month, or $625 per month billed yearly | 100,000 | 100 |
Yearly billing saves 50 percent and is the default. See art gallery software pricing.
Can a private collector use Gallerists for a personal collection?
Gallerists is built for the professionals who manage and sell works: galleries, advisors and dealers. A collector's advisor or gallery can manage the collection in their own account.
Can we keep client collections separate?
Yes. Filter by owner and location, and on Enterprise use permissions per location and artist so each team sees only the works it manages.
Can we record value as well as price?
Yes. A record can hold a price for offers and a value note for internal use, and you control which appears on any document you send.
Can we export a full collection report?
Yes. Export any filtered set of records as CSV at any time, on every plan.
Put the first work of the collection on record
Upload one photo and see the record and the offer page Gallerists builds from it.