ArtVault Modules
A place for everything.
ArtVault Pro offers the structure needed to easily centralize and organize all your artwork information. The core principle is to avoid double data entry. Data is entered only once, and can then be linked to other records. The linked information can be easily viewed and any changes made on the original record will automatically be updated throughout the database.
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Artworks

Organized information. Limitless possibilities.
ArtVault Pro is a comprehensive tool to help organize art collections and enhance their value. It allows for multiple inventory numbers, detailed location information and even has fully customizable fields to store information unique to your collection. Works can be easily sorted and viewed based on criteria of your choice. Another exciting feature is the central image archive allowing you to store an unlimited number of images and link them to any number of artworks.
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✔︎ Subcollections
✔︎ Unlimited Images
✔︎ Authentication information
✔︎ Insurance information

✔︎ Signature detail
✔︎ Conservation information
✔︎ Multiple inventory numbers
✔︎ Special care, handling

✔︎ Summary to clipboard
✔︎Unlimited Documents
✔︎ Automatically updating status
✔︎ Linking of contacts

✔︎ Customizable reports
✔︎ Label printing
✔︎ QR & Barcodes
✔︎ Automatically calculated shipping weight

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Images

Central archive.
Centralized storage helps you combine and organize your collection of digital images, film, and slides. You can link multiple artworks or contacts to one image, assign the photographer, and keep track of related reproductions. There's no need to resize any images, this happens automatically upon uploading to avoid excessive database size and slow performance.

✔︎ Automatic image resizing
✔︎ Photographer Information

✔︎ Capture information
✔︎ Location information

✔︎ Link to artworks
✔︎ Customizable fields

✔︎ Email images
✔︎ Customizable Reports

Editions

Limited, Open, Series - You name it.
ArtVault Pro contains an entire module dedicated to editions, allowing you to efficiently manage various types such as series, multi-panel works and reproductions. Each piece of the edition is treated as a separate artwork record that can be consigned, loaned, or sold individually. Assign a master artwork record for the edition and quickly propagate changes to all edition pieces. Enter information about licensing and printmaking, analyze financial aspects, and create meaningful reports.
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✔︎ Licensing
✔︎ Reproduction details
✔︎ Key contacts

✔︎ Type & medium
✔︎ Unlimited artworks

✔︎ Sell individual pieces
✔︎ Financial information

✔︎ Customizable fields
✔︎ Customizable Reports

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References

The DNA of your art.
From auction catalogues to books, newspapers to dissertations, movies to awards, or even personal communication ArtVault Pro helps you organize any mention of your artworks. The References module saves you valuable time by automatically suggesting citations depending on the type of reference and alerts you if essential information is missing. Link artworks to the reference record and print reports, complete with provenance and exhibition history. It even includes beautifully formatted citations from your references.

✔︎ 17 Reference types
✔︎ Automatic citation (APA)
✔︎ Links to artworks

✔︎ Author, editor, publisher
✔︎ Language information
✔︎ Licensing

✔︎ Web reference
✔︎ Document upload

✔︎ Customizable fields
✔︎ Customizable Reports

Contacts

Goodbye double entry, hello efficiency.
It may seem impossible to keep contact records organized when you have both individuals and institutions in your address book. Our solution? Store individuals and institutions separately and then link them together. This allows you to easily see which individuals are connected to which institutions. Link multiple institutions to one individual for a detailed work history complete with the position they held and their involvement details. Additional features include printouts such as address labels, the ability to store an artist's biography and accomplishments, as well as assigning contact types based on how the contact relates to your collection.
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✔︎ Multiple contact types
✔︎ Up to three addresses
✔︎ View on Map

✔︎ Send email
✔︎ Set primary institution
✔︎ Extended artist information

✔︎ Customizable fields
✔︎ Purchase history
✔︎ Sales history

✔︎ Customizable reports
✔︎ Address labels
✔︎ Link artworks, images, etc

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Purchases

All Acquisitions at a glance.
ArtVault Pro offers a place to store all your purchase information and easily manage payments made on an artwork. Simply add the payment details and the balance updates automatically. Unsure where to file the invoice? Upload it to the record to view or email at any time. Experience the power of ArtVault's search, sort, and filter capabilities. Instantly generate a list containing only those purchases which exceed a certain price, were made during a specific time period, or were bought from a particular seller.

✔︎ Upload invoice
✔︎ Seller detail
✔︎ Buyer detail

✔︎ Payments made
✔︎ Add expenses
✔︎ Commission & tax

✔︎ Create shipment
✔︎ Link key-contacts

✔︎ Customizable fields
✔︎ Customizable Reports

Offers

Doing business with just a few clicks.
This module completes the business functionality of ArtVault Pro. You can offer works and create corresponding sales and invoices, complete with commission and sales tax information. Keep track of multiple offers when negotiating and see which one resulted in a sale. Using the offers module, doing business takes just a few clicks. In fact you can complete an entire cycle from offer to sale to invoice, producing professionally designed documents, in less than five minutes.
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✔︎ One-click sale creation
✔︎ See related offers
✔︎ Payment conditions

✔︎ Billable expenses
✔︎ Offerer and prospect details

✔︎ Sales tax
✔︎ Commission
✔︎ Add expenses

✔︎ Customizable reports
✔︎ Save as PDF
✔︎ Customizable fields

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Sales

Discounts, commission, sales tax.
Whether you’re selling one artwork or many, ArtVault Pro helps you easily manage transactions. You can add multiple artworks to one sale and then specify a discount for each item. In addition, add billable items for shipping, transport insurance, or other expenses. Keep track of payments received and with one click generate an invoice that takes these payments into account. If you’re shipping the artworks individually, you can even add multiple shipment records to the sale.

✔︎ One-click invoice creation
✔︎ Specify Discounts
✔︎ Add Commission

✔︎ Payments received
✔︎ Billable expenses
✔︎ Sales tax

✔︎ Seller und buyer details
✔︎ Automatically updating status

✔︎ Add shipments
✔︎ Customizable fields

Invoices

Fast and flexible.
ArtVault Pro allows you to generate invoices with just one click. Using the data already on the sales record, click Generate Invoice and be redirected to the newly created invoice. From there you can add or edit information such as the artwork description and conditions. If the payments made on the sales record were updated, create another invoice and it will take these as well as the updated balance into account.
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✔︎ One-click invoice creation
✔︎ Payment conditions

✔︎ Initial or reminder
✔︎ Shows payments made

✔︎ Automatic balance
✔︎ Override item descriptions

✔︎ Live print preview
✔︎ Save as PDF

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Donations

Karma not included.
Donating some of your artworks to a good cause? Easily keep track of the donation details complete with the recipient’s contact information. Any expenses related to the donation can also be stored on the record. Give your accountant something to smile about, upload the receipt and you’ll be sure to have it handy when tax season comes around.

✔︎ Upload receipt
✔︎ Recipient details

✔︎ Link key contacts
✔︎ Add expenses

✔︎ Add shipments
✔︎ Automatically updating status

✔︎ Customizable fields
✔︎ Customizable Reports

Consignments

Add. Edit. Remove. No one-way streets.
No matter how many artworks you've decided to consign, they can all be linked to a single consignment record. Forgot one? No problem, just select the artwork and link it. Added too many? Simply remove it from the consignment. Feel good about letting your artwork travel, store shipping and insurance information along with who’s covering the cost. Use one of the custom fields to add information specific to the consignment. Get it all on paper - choose from multiple customizable printouts which can include information from the custom fields.
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✔︎ Unlimited artworks
✔︎ Manage insurance
✔︎ Store contracts

✔︎ Sell individual pieces
✔︎ Add expenses

✔︎ Add shipments
✔︎ Automatically updating status

✔︎ Customizable fields
✔︎ Customizable Reports

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Exhibitions

Who, What, Where – at your fingertips.
If your artworks travel more than you do, it's important to keep exhibition information well organized. With ArtVault Pro you can store the who, what, and where of all past, current, and future exhibitions. No need to worry about double booking an artwork - based on the dates you enter on the exhibition record, the artwork's status automatically updates to "Exhibited" for the duration of the event. The status of the exhibitions itself also updates to read "Upcoming", "Ongoing", or "Ended".

✔︎ Manage insurance
✔︎ Store contracts
✔︎ Link images

✔︎ Location details
✔︎ Unlimited artworks
✔︎ Add expenses

✔︎ Specify duration
✔︎ Automatic status update
✔︎ Add shipments

✔︎ Customizable fields
✔︎ Customizable Reports

General Loans

WRITE NEW!!!.
Your artworks are loaned out, but it’s neither a consignment, nor an exhibition. How do you categorize it? We grouped these into “general loans”, where you can keep all the necessary details for any type of loan. Store the loan duration, important documents, and any other related information. Print reports showing what you loaned and when, with completely customizable content.
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✔︎ Unlimited artworks
✔︎ Manage insurance
✔︎ Store contracts

✔︎ Borrower details
✔︎ Add expenses

✔︎ Add shipments
✔︎ Automatic status updates

✔︎ Customizable fields
✔︎ Customizable Reports

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Expenses

Expense management made easy.
Budgeting can be tricky, especially when small expenses slip through the cracks. In ArtVault Pro you can record not only the date of the expense but also the purpose, payment method, and payee contact information. Stay organized by creating the expense on the record it applies to, such as artworks or consignments. Using ArtVault Pro's accounting features, generate expense reports for the current month, year, by client, artist, etc.

✔︎ Payment method
✔︎ Upload receipt

✔︎ Payee details
✔︎ Analyze by purpose
✔︎ Analyze by date

✔︎ Analyze by client
✔︎ Billable and non-billable

✔︎ Customizable Reports

Shipments

Never lose sight of your art.
Organizing and overseeing shipments has never been easier. Store the carrier information, see at a glance the release, receive, and return locations or add an Attn: to any business address. Store shipping and insurance costs and add as an expense. Upload a waybill to be viewed or emailed at any time. Want to check how many shipments are in transit and how many have been returned? Use column sorting for a color-coded list of shipments preparing, in transit, delivered, and returned.
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✔︎ Carrier information
✔︎ Insurance information
✔︎ Add expenses

✔︎ Automatic shipping weight
✔︎ Release, receive, and return location

✔︎ Automatically updating status
✔︎ Upload waybill

✔︎ Customizable Reports