Select the works
Filter inventory by artist, exhibition, status, medium or price, and pick one work or a full selection. Only works marked available are proposed by default, so a sold work does not slip into an offer.
Art availability list template that fills itself from inventory
Gallerists turns your inventory into branded offer PDFs and availability lists in a few clicks. Choose the works, choose the layout, and the tombstone lines, images and prices come straight from the records, so the list you send is the list that is true today.
The PDF that takes longer than the email
A good availability list looks simple: an image, the artist, title, year, medium, dimensions and price. Building it by hand is not simple. Someone copies captions from the spreadsheet, resizes images, checks prices against the last update and exports a file that is already slightly wrong by the time a colleague changes a status.
Multiply that by every collector after an opening, every inquiry from a fair and every advisor request, and the sales team spends hours a week on layout instead of conversations.
- Captions retyped from the stock list for every offer
- Prices and statuses that differ between files sent the same week
- Inconsistent layouts from different people on the team
- No record of which collector received which list
How offer PDFs work in Gallerists
Choose the format
A single work offer with a large image and full details. An availability list with several works per page. A checklist for an exhibition or art fair booth. Every format uses your gallery's logo, colors and contact address.
Control what the collector sees
Show prices or "Price on request", include or hide edition details, add a personal note at the top. Dimensions appear in inches and centimeters, formatted the way galleries write them.
Send and remember
Download the PDF or send it from Gallerists. The offer is saved on the collector's record in the CRM, with the date, the works and the prices quoted, so anyone on the team can see what was offered and at what price.
What a Gallerists list includes
- Gallery branding on every page: logo, colors, contact address
- Tombstone lines in gallery format, generated from records
- Dimensions in inches and centimeters
- Edition size and number, when relevant
- Prices, "Price on request" or no prices, per offer
- Single work offers, multi work availability lists and booth checklists
- A saved copy of every offer on the collector's CRM record
- An optional link to a matching online viewing room
What makes an availability list collectors trust
Collectors read offers quickly, often on a phone. A clear list puts the image first, then the artist and title, then the year, medium and dimensions in both units, then the price or "Price on request". It shows edition information without abbreviations nobody understands. It carries the gallery's name and a direct contact on every page. Gallerists builds every list in that order, so the format stays the same no matter who on the team sends it. For a longer discussion of layouts, see our guide on the artwork availability list.
Offer PDFs per plan
| Plan | Price | Offer PDFs per month |
|---|---|---|
| Studio | $49 per month, or $24 per month billed yearly | 50 |
| Gallery | $149 per month, or $74 per month billed yearly | 500 |
| Program | $499 per month, or $249 per month billed yearly | 3,000 |
| Enterprise | $1,250 per month, or $625 per month billed yearly | 10,000 |
Offers count as usage in the billing period. Yearly billing saves 50 percent and is the default. Full comparison on art gallery software pricing.
Can we use our own logo and colors?
Yes. Every offer PDF and availability list uses your gallery's logo, brand colors and contact address on every plan.
Can we hide prices on some offers?
Yes. For each offer you choose to show prices, show "Price on request" or leave prices out entirely.
Does a sold work disappear from new lists?
New selections propose only works marked available. If you add a work that is on hold, Gallerists marks it so you can decide before sending.
Is there a watermark on the PDFs?
No. Paid plans produce clean PDFs with your branding. The watermark appears only on the homepage demo preview, which creates one record per visitor per day.
Build your first list from one photo
Upload a work, and Gallerists shows you the record and the offer PDF your collector would receive.