Artfolio for galleries in the EU

Invoices in euros with your VAT ID and your buyer's, consent and data-request tools for the GDPR, and artists marked for resale royalties. Here is what EU law asks of a gallery, and how Artfolio helps.

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Plans

From €55 a month

Billed in euros. Our invoices come from Manual 2 AI in India with no local tax added; ask your accountant how your country taxes software bought from abroad.

Your tax number

VAT ID

Printed on your invoices, offers and proformas, with your buyer's.

Your data

Hosted in Mumbai, India

Database, sign-in, files and daily backups.

The rules

What the law asks of a gallery in the EU

Tax

VAT

Each member state sets its own VAT rates. The standard rate must be at least 15%.
The VAT Directive lets dealers in works of art use a margin scheme, and lets member states apply a reduced rate to some sales and imports of works of art.
A sale of goods to a VAT-registered business in another member state is usually exempt in the country of sale, and the invoice shows both VAT IDs.

Sources: European Commission: VAT rates · EUR-Lex: VAT Directive 2006/112/EC

Privacy

GDPR

The GDPR applies to your collector data: you need a lawful basis for each use, and consent for most marketing.
You answer people's requests to see, correct or erase their data within a month, and report personal data breaches to your regulator within 72 hours.

Sources: EUR-Lex: GDPR (Regulation 2016/679) · European Commission: data protection

Anti-money-laundering

Under the fifth Anti-Money Laundering Directive, galleries and dealers trading in works of art, or acting as intermediaries, where a sale (or linked sales) is worth €10,000 or more must check their customers' identity and report suspicions.

Source: EUR-Lex: Directive (EU) 2018/843

Artist resale right

Resale right

When an art market professional is involved in a resale, the artist or their estate is due a royalty. Each country sets the minimum price, at no more than €3,000.
The rate slides from 4% (5% in some countries for the lowest band) down to 0.25%, capped at €12,500 a sale.

Source: EUR-Lex: Directive 2001/84/EC

How Artfolio helps

Built in, on every plan

Invoices in euros

Invoices, proformas and offers in euros or any of more than 160 currencies, each document keeping its own.

Your VAT ID on every document

Add your VAT ID in Settings, and your buyers' on their contacts. Artfolio checks the format and prints each under the name its country uses: ABN, VAT number, GST/HST number, TRN or Tax ID.

VAT at the rate you set

Set your VAT rates on your letterhead, and choose tax-inclusive or tax-exclusive prices line by line.

Artists marked for resale royalties

Mark which artists have resale rights. Every sale keeps the artist, price, date and buyer that a royalty report needs.

Buyer identity on file

Keep copies of a buyer's identity documents on their contact, next to everything they've bought.

Consent and data requests

Record who agreed to marketing, how and with what wording. Export or erase one person's data, and track requests to see, correct or delete data with a due date.

Access for the right people

Roles and permission templates decide who sees collector details and prices, and your team can be required to use two-factor sign-in.

Where your data lives

Your database, sign-in, uploaded files and backups are hosted in Mumbai, India (AWS ap-south-1), and the Artfolio app runs on servers in Mumbai. The database is backed up automatically every day, and the last seven days of backups are kept, also in Mumbai.

Still yours to do

What stays with your gallery

File your VAT returns and apply your country's rate. If you sell under the margin scheme, keep its records and invoice wording: Artfolio doesn't calculate VAT on the margin.
Check buyers' identity on sales of €10,000 or more, as your country's anti-money-laundering law requires.
Report resales to your country's collecting society and pay the royalties due.
Keep your privacy notice and records of processing up to date, and take advice for your gallery's situation.

Other countries

Artfolio elsewhere

Last reviewed 13 October 2026, against the official sources linked above. This page is general information about the rules that commonly apply to galleries. It is not legal or tax advice, and rules change: take advice for your gallery's situation. Questions about how Artfolio handles data: privacy@artfolio.ai. See also our privacy policy, data processing addendum and sub-processors.