Gallery management software that starts with one upload
Gallerists is gallery management software built around a simple rule: you enter a work once, and everything else is built from that record. The offer PDF, the online viewing room, the collector history, the consignment statement, the invoice and the public exhibition page all read from the same place, so nobody retypes a tombstone line again.
Why galleries outgrow spreadsheets and folders
Most galleries run on a spreadsheet for inventory, a folder of JPEGs, a design tool for PDFs, an inbox full of collector threads and a separate invoicing app. Each tool holds a slightly different version of the truth. A price changes in one place and not in the others. A work goes on hold, and a colleague offers it to a second collector the same afternoon.
The cost is not only time. When a sales associate leaves, the context of every conversation leaves with them. When a registrar is on vacation, nobody knows where a work is stored. When a collector asks what else is available by an artist, someone builds a list by hand.
- The same artwork details typed into four tools
- Holds and sales that live in someone's memory
- Offers sent without a record of who opened them
- Consignment statements rebuilt from scratch every quarter
Gallerists compared with the usual alternatives
Before gallery software, most teams run on one of three setups. The table compares these kinds of tools in general terms, not any named product.
| What the gallery needs | Spreadsheet plus PDF layout tool | Generic CRM | Gallery database | Gallerists |
|---|---|---|---|---|
| Artwork records with images, dimensions and status | Rows in a sheet, images in a separate folder | Not built around artworks | Yes | Yes, on every plan |
| Offer PDF for a collector | Rebuilt by hand for every offer | Attachments added by hand | Often through report templates | One click from the record, with your branding |
| Online viewing rooms with a private link | Not included | Not included | Depends on the product | Included on every plan, with view tracking |
| Collector history tied to the works they saw | Kept in inboxes and notes | Yes, but without the artworks | Depends on the product | Offers, visits and purchases on the collector record |
| Consignments, invoices and artist statements | Separate files and an invoicing app | Not included | Often included | From the Gallery plan, from the same records |
| Public listing for collectors | Not included | Not included | Not included | Gallery profile in the Gallerists guide on every plan |
| Moving your data in and out | Already a file | CSV export varies | Export varies | CSV import and export of everything, on every plan |
From one photo to a sale step by step
Every gallery works a little differently, but the path of a work through the program is the same. Gallerists follows that path in five steps.
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1. Create the artwork record
Upload a photo and fill in artist, title, year, medium, dimensions and price. Gallerists writes the tombstone line in gallery format, converts dimensions between inches and centimeters and drafts a catalog description you can edit. Status, location and edition sit on the same record. More on the record itself in art inventory software.
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2. Send an offer
Select one work or twenty and build a branded offer PDF or availability list in a few clicks. Prices, captions and images come straight from inventory, so the list is correct the moment you send it. See art availability list template.
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3. Open a viewing room
For collectors who cannot visit, publish a private online viewing room with installation shots and text. Gallerists shows you who opened it and which works they looked at. See online viewing room.
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4. Track the collector
Every offer, viewing room visit, inquiry and purchase lands on the collector's record in the CRM, with notes and interests your whole team can read. See art gallery crm.
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5. Close the sale and settle with the artist
Place a hold with an expiry date, convert it to a sale, issue the invoice with tax and shipping lines, and the artist's consignment statement updates on its own. See art consignment software.
What one record powers
- Inventory with status (available, on hold, sold, consigned) and location
- Offer PDFs and availability lists with your gallery branding
- Private online viewing rooms with view tracking
- Collector CRM with notes, interests and purchase history
- Holds with expiry and reminders, so a work is never offered twice
- Consignment records, artist statements and invoices
- Exhibition pages and art fair booth lists published to the public Gallerists guide
- AI catalog descriptions, always editable and reviewed by your team before use
- CSV import from your current spreadsheet and CSV export of everything, on every plan
Which plan runs which part of the gallery
Every plan is a subscription, billed monthly or yearly. Yearly billing saves 50 percent and is selected by default.
| Plan | Monthly | Yearly (per month) | Built for |
|---|---|---|---|
| Studio | $49 | $24 ($288 per year) | a solo gallerist or advisor, 250 works, 1 seat |
| Gallery | $149 | $74 ($888 per year) | a gallery with a small team, 2,500 works, 5 seats with roles, consignments, invoices, holds, guide listings |
| Program | $499 | $249 ($2,988 per year) | a multi artist program, 25,000 works, 20 seats, artist portal, website embed |
| Enterprise | $1,250 | $625 ($7,500 per year) | gallery groups and secondary market desks, SSO, audit log export, uptime SLA |
Full limits and comparison on art gallery software pricing.
How long does it take to move our inventory into Gallerists?
Export your current spreadsheet or database as CSV and import it into Gallerists. Columns such as artist, title, year, medium, dimensions, price and status map to the record fields, and you can review the import before it is saved. Images can be uploaded in bulk afterward.
Do we need an onboarding call to start?
No. Gallerists is self serve on every plan, including Enterprise. You create an account, choose a plan and start entering works the same day.
Can we keep using our own website?
Yes. Your public profile lives in the Gallerists guide, and on the Program plan you can embed your live inventory on your own website or read it as a JSON feed.
What happens when we reach a plan limit?
You keep working with everything already in the account, and Gallerists shows an Upgrade option for the next plan. Limits such as offer PDFs and AI descriptions count usage in the billing period, so deleting a record does not give a limit back.
Put your next work into Gallerists
Upload one photo and see the record, the offer page and the PDF your collector would receive.