Keeping good records may not feel like the most creative part of being an artist, but it can save you a great deal of time later. When a gallery asks for details, an exhibition needs a checklist, or you are preparing your website, you should not have to search through old messages and notebooks. A simple artwork inventory gives every piece a clear record and helps you present your work professionally.
Start with the basic details
Record the artwork’s title, year of completion, materials, dimensions, and a unique inventory number. Write dimensions in the same order every time, usually height × width × depth. It is also useful to note whether the dimensions include the frame.
Add the series or collection name when it applies, along with a short description or note about the work. These details make it easier to identify pieces and prepare accurate labels, applications, catalogs, and website listings.
Keep track of where the artwork is and what is happening to it
Record the artwork’s current location and status. For example, it may be available, reserved, on loan, sold, gifted, damaged, or no longer in your collection. Include the selling price and, for editions, the edition number and total edition size.
When a work moves to an exhibition, gallery, collector, or storage space, note where it went and the important dates. It also helps to keep a history of exhibitions, sales, owners, commissions, and repairs. You may hear this history called provenance, but you can simply think of it as the artwork’s life story.
Save photos and supporting documents
Attach at least one good photograph to each artwork record. Keep related documents there too, such as invoices, loan agreements, condition reports, certificates, installation instructions, or shipping details.
For unusual or fragile works, add notes about handling, storage, display, and care. The important thing is to use the same fields for every artwork and update the record whenever something changes. Once this becomes part of your routine, preparing for exhibitions and opportunities becomes much easier.
How to do this in Artlope
Create an artwork record for each piece, then add the title, date, materials, dimensions, and your own Inventory number. You can use any clear ID format, such as 2026-001. Adding Artworks explains how to create a record, while Artwork Details explains what each field is for, including editions, status, storage location, pricing, and private notes.
Add a primary image, detail images, and useful documents to the same record. Images And Attachments shows how to keep photos and files together. You can use Categories for series, projects, or other groups that help you find work later.
When a piece is shown, add it to an exhibition to keep that part of its history with the artwork. Follow Adding Artworks To Exhibitions for the steps. When it sells, Managing Sales lets you record the date, buyer, price, commission, and invoice. This way, the details of each artwork stay together as its story grows.