Replace Your Entire Toolbox
Inventory in one app, CRM in another, invoices in a third, viewing rooms somewhere else. Sound familiar? Artfolio brings it all into one place — with AI artwork cataloguing that no competitor offers.
Replaces
5+ separate tools
AI Cataloguing
Upload image, get metadata
Add-on Fees
Zero. Everything included.
AI Artwork Analysis
The feature no competitor has. Upload an artwork image and get instant cataloguing -- medium, style, color palette, mood, and smart tags detected automatically. Hours of manual data entry reduced to seconds.
Convergence No. 12
Convergence No. 12
Elena Vasquez, 2025
Dominant Colors
Style
Medium
Oil on canvasAI Tags
- Image upload with instant AI processing
- Auto-detection of medium (oil, acrylic, watercolor, etc.)
- Style classification (abstract, realism, impressionism, etc.)
- Color palette extraction and dominant color identification
- Mood and atmosphere analysis for cataloging
- Smart tag suggestions based on visual content
- Artwork description generation for listings
- Continuous AI model improvements with new data
Artwork Inventory Management
A powerful, centralized database for every piece in your collection. Catalog, search, and manage your entire inventory with gallery-grade tools designed for the art world.
Artwork Inventory
1,247 artworks| Artwork | Artist | Medium | Price | Status |
|---|---|---|---|---|
Convergence No. 12 | Elena Vasquez | Oil on canvas | $34,000 | Available |
Abstract Horizon | James Chen | Acrylic on panel | $18,500 | Reserved |
Dusk Fragments | Aisha Patel | Mixed media | $22,000 | On view |
Garden of Light | Marco Rossi | Watercolor on paper | $15,800 | Available |
- Unlimited artwork storage with no per-piece fees
- High-resolution image uploads with multiple views per artwork
- Full provenance records and ownership history tracking
- Dimensions, weight, and framing specifications
- Edition tracking for prints, multiples, and limited editions
- Condition reports with photo documentation
- Certificates of authenticity generation and management
- QR code labels for physical artwork identification
- Advanced search with filters by artist, medium, price, status, and more
- Bulk import and export via CSV for easy migration
Contact CRM
Purpose-built for the art world, our CRM helps you nurture collector relationships, track every interaction, and turn prospects into loyal buyers.
- Collector, institution, and press contact management
- Interaction tracking with notes, calls, emails, and meetings
- Interest and preference tagging per collector
- Complete purchase history and spending analytics
- Custom price lists for VIP collectors and institutions
- Collector portals with personalized artwork selections
- Smart segmentation for targeted communications
- Contact import from CSV, vCard, or manual entry
Sales Pipeline
The only gallery management platform with a built-in visual sales pipeline. Track every deal from first inquiry to final close with drag-and-drop simplicity.
Sales Pipeline
$142,500 totalAbstract Horizon
Sarah Chen
Coastal Series III
James Wright
Convergence No. 12
Gallery Luna
Dusk Fragments
Marcus Webb
Garden of Light
Priya Sharma
Winter Solstice
Art Basel Miami
- Visual Kanban board with customizable deal stages
- Drag-and-drop deal tracking from inquiry to close
- Consignment management with artist agreements
- Automatic commission calculation and split tracking
- Deal value forecasting and pipeline analytics
- Activity timeline for every deal interaction
- Attach artworks, contacts, and documents to deals
- Win/loss tracking with reason codes for reporting
Invoicing & PDF Export
Generate professional, gallery-branded invoices in seconds. Handle complex art transactions with multi-line items, tax calculations, and payment tracking.
- Professional invoice templates with gallery branding
- Multiple line items with artwork details and images
- Tax handling with configurable rates and exemptions
- Payment tracking with partial payment support
- One-click PDF export with high-quality formatting
- Email delivery directly to buyers from the platform
- Invoice numbering with custom prefixes and sequences
- Credit notes and refund management
Online Viewing Rooms
Your 24/7 online showroom. Create stunning digital galleries to share with collectors worldwide, whether for a private preview or a public exhibition.
Spring Collection 2026
Private viewing room · 12 artworks
Coastal Reverie
Elena Vasquez
Golden Hour
James Chen
Silent Garden
Aisha Patel
- Create stunning, curated gallery presentations
- Password protection for private collector previews
- Expiration dates for time-limited exhibitions
- Public or private visibility settings
- Shareable links for easy distribution
- Custom branding with logo and color themes
- Artwork details, pricing, and inquiry buttons
- Visitor analytics and engagement tracking
Exhibition Management
Plan, execute, and analyze exhibitions from concept to closing night. Manage every detail including artwork selection, logistics, finances, and invitations.
- Exhibition planning with timelines and checklists
- Artwork curation and selection management
- Profit & loss tracking per exhibition
- Expense management with receipt documentation
- Invitation email campaigns to collector lists
- Venue details, floor plans, and logistics
- Opening event management and RSVP tracking
- Post-exhibition reporting and sales analysis
Team & Permissions
Enterprise-grade access control designed for galleries of all sizes. Assign roles, manage permissions, and maintain a full audit trail of every action.
- 4 distinct roles: Owner, Admin, Staff, and Viewer
- 59 granular permissions across all modules
- Role-based access to artworks, contacts, and finances
- Full audit trail tracking every change and who made it
- Team member invitation and onboarding workflow
- Permission templates for common gallery roles
- Activity logs with timestamps and IP addresses
- Secure session management with auto-logout
Reports & Analytics
Make data-driven decisions with comprehensive reporting across sales, inventory, commissions, and more. Export everything in the format you need.
Total Artworks
1,247
+12 this week
Active Deals
23
$847K pipeline
Viewing Rooms
8
3 active
Revenue MTD
$124K
+18% vs last month
Recent Activity
New inquiry
Sarah Chen — "Convergence No. 12"
Deal moved to Offer
Marcus Webb — Pipeline updated
Invoice paid
Gallery Luna — $12,400
Viewing room opened
Private: Spring Collection 2026
Pipeline
This Month
$124K
72% of monthly target
- Sales reports by artist, period, medium, and collector
- Commission reports with artist and gallery splits
- Inventory aging reports for unsold artwork tracking
- Consignment reports with status and due dates
- Pipeline analytics with conversion rates and forecasting
- Revenue dashboards with trend visualization
- Export to CSV, JSON, or PDF format
- Scheduled report generation and email delivery
Email System
A built-in email system designed for gallery communications. Send professional emails to collectors, track delivery, and manage templates for consistent messaging.
- Email templates for common gallery communications
- Threaded email conversations per contact or deal
- Delivery tracking with open and click analytics
- Unsubscribe management for compliance
- Bulk email campaigns to segmented contact lists
- Attachment support for PDFs, images, and documents
- Custom sender name and reply-to settings
- Email history linked to contacts and deals
Multi-Organization Support
Manage multiple galleries, project spaces, or art advisory businesses from a single account. Each organization maintains completely isolated data and settings.
- Switch between galleries with one click
- Organization-scoped data isolation for security
- Separate team members and permissions per org
- Independent branding and settings per gallery
- Consolidated view across organizations for owners
- Cross-org artwork transfer capabilities
- Per-organization billing and subscription management
- Ideal for gallery groups, franchises, and advisors
Document Management
Store, organize, and share all your gallery documents securely. From contracts to condition reports, keep everything accessible and linked to the right records.
- Upload documents to artworks, contacts, and deals
- Secure download with signed URLs
- Storage management with usage tracking
- Support for PDFs, images, Word, and Excel files
- Document versioning and history
- Bulk upload for migration from other systems
- Automatic thumbnail generation for previews
- Link documents across multiple records
See AI Analysis in Action
Click any artwork below and watch our AI detect medium, style, colors, mood, and tags — right here, right now.
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AI Analysis Results
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