Run your gallery on one canvas.
Artfolio replaces spreadsheets, Mailchimp blasts, Dropbox PDFs, and the WhatsApp group with one workspace — inventory, collectors, sales, exhibitions, viewing rooms, and a native AI layer that does the busywork for you.
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Convergence No. 12
Convergence No. 12
Elena Vasquez, 2025
Dominant Colors
Style
Medium
Oil on canvasAI Tags
160+
Currencies including crypto + precious metals
28
Inventory fields with customizable views
5
Role templates + 15 permission modules
24h
AI result cache keeps spend predictable
The platform
Every surface a gallery touches, connected.
The usual gallery stack is spreadsheets, a half-finished Airtable base, Mailchimp, PDFs in Dropbox, and WhatsApp. Artfolio collapses that into one coherent system — each module understands the next.
Inventory
The artwork record everyone in the gallery can trust. 28 fields, custom views, QR labels, condition reports, in-situ preview.
- Grid / list / compact with 28 columns
- Named views: Fair · Insurance · Pricing · Catalog
- Folder-per-artwork for images & documents
- Auto-generated inventory numbers by artist code
- Archive + restore, audit trail on every change
Contacts & CRM
Collectors, artists, institutions and press on one rolodex. Groups, interests, follow-ups, delivery addresses.
- 5 contact types with colored badges
- Interest tags for segmentation + bulk assign
- Due + overdue follow-ups on dashboard
- Separate billing and shipping address
- GSTIN capture with per-invoice override
Sales & invoicing
Offers, proforma invoices, final invoices — one cash-register. Multi-currency, per-line tax, multi-consultant splits.
- Offer → Proforma → Invoice one-click conversion
- 160+ currencies including crypto + precious metals
- Per-line tax: framing, shipping, crating, insurance
- Multi-consultant commission splits (up to 4)
- Public share link + payment reminders
Exhibitions
9-date lifecycle from ship-out to deinstall. Opening reception, art fair mode, consolidated 4-tab layout.
- 9 lifecycle dates with validation warnings
- Shows / Art fair / Pop-up / Viewing room types
- Inline special events (VIP preview, talks, dinners)
- Checklist, floor plan, expenses, AI insights
- Multi-artwork catalog PDF in 4 layouts
Viewing rooms
Password-gated collector preview with pricing strategies, per-visitor analytics, watermarked images.
- 5-step wizard (pick + price + sort + invite + review)
- Per-artwork price override + hide-price toggle
- Currency strategy: retail / display / convert
- Invitation emails with per-visitor token + heatmap
- Watermark engine + embeddable gallery widget
Artist portal
Branded submission portal with magic-link auth, Cashfree submission fees, threaded review messaging.
- Anonymous + authed portal flows
- Per-org hero, terms, fee, required fields
- Threaded admin ↔ artist messages with emails
- One-click approve → creates artist record
- Image uploads, status state-machine
Inventory · Deep dive
The only artwork record your registrar, sales team, and insurer will ever need.
Every artwork is a full record. 28 fields out of the box — dimensions, medium, edition, condition, provenance, location, status, display priority, framing, signature, insurance value. Save views by role so the fair-prep team sees different columns than finance.
- Saved presets with defaults. Pin "Fair View" as default and your Friday morning always opens to the right columns.
- Folder-per-entity document vault. COA, invoices, condition reports, install plans filed under each artwork, contact, artist, exhibition.
- Smart Collections. Rule-based ("medium = Oil AND year ≥ 2020 AND status = Available") auto-populate. No drag-drop needed.
- Watermark + in-situ preview. Stack images against a 300cm wall with a 170cm human silhouette for scale checks.
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 |
Sales · Deep dive
Offers, proformas, invoices — one flow, full audit trail.
Turn an offer into a proforma into a final invoice with two clicks. Record payments — partial, full, overpayment, deposit. Reverse the whole thing from a single Actions menu. The audit timeline logs every touch.
- Multi-brand / multi-location. One org, many branding themes — different logos, addresses, GSTINs, tax configs per gallery location.
- Dedicated line-item types. Framing, shipping, crating, insurance each auto-fill their typical tax rate.
- Multi-consultant commission splits. Primary + up to 3 more, with percentage shares captured per document.
- Shareable public invoice link. Unique token URL with 30-day expiry — no login required for the collector.
- Cashfree integration. Collect submission fees directly with HMAC-verified webhooks.
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
Artfolio AI
The AI layer built for how galleries actually work.
Not a chatbot. Not a bolt-on. A floating ✨ button on every page that reads what you're looking at and offers the right action — analyze this artwork, draft this email, find collectors for this piece, estimate a price band from real comparable sales.
Context-aware sheet
Open the ✨ button (or press ⌘J) from any artwork, contact, or list page. The sheet shows actions scoped to what you're looking at. Navigate elsewhere — the sheet re-keys automatically.
Real results, not demos
AI analysis + embeddings pull from your actual catalog. "Find similar" uses image + metadata vectors. "Find collectors" matches sale history and viewing-room engagement.
Budget-safe by default
Every call reserves budget atomically, writes to an activity log, and respects a per-org monthly cost cap. Admins see spend + accuracy in /ai. Kill switch per org.
Analyze artwork
Medium, style, mood, dominant colors, tags
Estimate price
Band from comparable sales + size factor
Find collectors
Semantic match + AI explanation
Find similar
Image + metadata vectors, 12-result grid
Generate descriptions
Gallery / social / press / SEO alt-text
Draft email
Tone: Formal / Friendly / Casual
Translate
EN · HI · ES · FR, cached per language
Suggestions inbox
Lapsed collectors · stale inventory · events
Workflows
Sales flow as one continuous timeline.
Offers, proformas, and invoices share a contact, a line-item set, and a tax config. Convert in two clicks. Source-document linking on both ends. Full audit trail visible on the invoice timeline.
01
Offer
Initial proposal with tone-matched email draft and a 30-day public link.
02
Proforma
Pre-payment doc with bank details + payment terms + GSTIN block.
03
Invoice
Final tax invoice with multi-currency, per-line tax, multi-consultant splits.
04
Audit
Timeline of every payment, edit, and share-link click. Reverse from one menu.
Upload an Artwork. AI Catalogs It in 3 Seconds
Click any artwork below and watch our AI detect medium, style, colors, mood, and tags — instantly. No more manual cataloguing.
Select an artwork to analyze
AI Analysis Results
Select an artwork
Click any artwork to see AI analysis in action
Portals
A portal for every relationship.
Galleries don't just talk to collectors. They take submissions from artists, share viewing rooms with VIPs, and send token-protected invoices to accountants. Each one needs the right surface — branded, scoped, secure.
Artist portal
Branded submission portal with magic-link auth, optional Cashfree submission fee, threaded review messaging, and atomic approve-and-create-artist.
Collector viewing rooms
Password-gated rooms with per-visitor heatmap, token tracking, watermarked images, currency strategies, and an embeddable gallery widget.
Public invoice + offer links
Unique 30-day token URL — no login required for the collector. Read-only invoice with full org branding and live payment status.
Reports
Insurance schedules to art-fair price lists, in PDF.
Every gallery has a registrar with a folder of stale spreadsheets they need to send to the insurer, the consignor, the accountant, the fair organiser. Artfolio renders them on demand from live data — branded, GST-compliant, and versioned.
Catalog PDF
Single / double / grid / list layout with cover
Price list
Per-tier discount, hidden-on-website filter
Floor sheet
Sales-ready layout for fair booth + opening night
Insurance schedule
Insured value totals + condition status per work
Sales trends + aging
Revenue by month, invoice aging buckets, outstanding
Consignment + commissions
Per-consignor balances, consultant payouts
Pipeline + tax summary
Weighted forecast, GST / VAT / IGST per period
Custom report builder
Save + reuse via the report library
Permissions
Grown-up access control without asking the admin to learn JSON.
5 role templates (Owner, Admin, Gallery Manager, Sales Associate, Intern/Viewer) plus per-user overrides across 15 permission modules. Financials hidden from artists by default. Audit log on every config change.
- Module-level read / create / edit / delete toggles
- Field-level financial visibility (price, cost, payments)
- Cross-org isolation enforced at the database via RLS
- Magic-link invites with permission preset baked in
15 permission modules
Built for art professionals
Who Uses Artfolio?
Galleries
Contemporary, modern, and traditional galleries managing inventory, collector relationships, exhibitions, and sales pipelines.
Inventory, CRM, Pipeline, Viewing Rooms, Exhibitions
Artist Studios
Artists and studios tracking their portfolio, pricing, consignments, and direct sales with professional invoicing.
Portfolio, Invoicing, Consignments, Artist Portal
Advisors & Dealers
Art advisors and private dealers building collector relationships, curating viewing rooms, and managing transactions.
CRM, Viewing Rooms, Pipeline, Reports
How we compare
Cheaper than ArtLogic. Richer than Art Galleria.
| Feature | Artfolio | ArtLogic | Art Galleria |
|---|---|---|---|
| Entry monthly price (USD) | $99 | $165+ | $20+ |
| AI included | Every plan | — | — |
| Multi-currency | 160+ incl. crypto | Limited | Limited |
| Per-line tax (framing, shipping) | Yes | — | — |
| Artist submission portal | Built-in | Add-on | — |
Simple, Transparent Pricing
No hidden fees. No expensive add-ons. AI included in every plan. 30-day free trial on all tiers.
Pricing Currency
Auto-detected from your location and browser. You can change it anytime.
Plan Fit Estimator
Share your expected team and catalog size to identify the best starting tier.
Team Size
Inventory Size
Recommended Tier
Professional
Selected Tier
Gallery
Selected Price
$199/mo
Annual Equivalent
$1,990/year
Studio
Studios & small galleries (1-2 staff)
Best for studios and small galleries getting serious about digital workflows
Limits Snapshot
1500 artworks · 2 team members · 5 GB storage
or $990/year (save 2 months)
- Up to 1,500 artworks · 2 team members · 5 GB storage
- Contact CRM + sales pipeline (kanban)
- Basic invoicing + PDF
- 5 viewing rooms
- Public gallery website (subdomain)
- Artfolio AI co-pilot (⌘J floating)
- AI artwork analysis + descriptions + email drafts
- Dark mode + mobile + email support (24hr)
Professional
Small galleries (1-5 staff)
Full gallery management without the enterprise price tag
Limits Snapshot
5000 artworks · 5 team members · 15 GB storage
or $1,290/year (save 2 months)
- Up to 5,000 artworks · Up to 5 team members · 15 GB storage
- Everything in Studio
- 10 viewing rooms
- Custom domain (your-gallery.com)
- Full invoicing with GST + multi-currency
- Exhibition / commission / consignment / loan / event mgmt
- Email system + templates
- Custom fields + granular permissions + audit trail
- AI Inbox + daily suggestions
- AI price estimation + collector matching
- Multi-language drafts (EN / HI / ES / FR)
- Priority support (4hr)
Gallery
Mid-size galleries (5-15 staff)
Most selected by growing galleries and studios
Limits Snapshot
Unlimited artworks · 15 team members · 50 GB storage
or $1,990/year (save 2 months)
- Unlimited artworks · Up to 15 team members · 50 GB storage
- Everything in Professional
- Website Pro included (themes + custom pages + microsites)
- Auto-build viewing room (AI)
- Auto-curate exhibition (AI)
- WhatsApp draft (India focus)
- Email campaigns + custom branding
- Marketplace + artist submissions portal
- Accounting export (Tally / QuickBooks / Xero)
- Dedicated success manager + 99.9% SLA
Enterprise
Gallery groups, institutions, IT-managed buyers
For complex operations, custom onboarding, and scale
Limits Snapshot
Unlimited artworks · Unlimited team members · Unlimited GB storage
or $3,990/year (save 2 months)
- For gallery groups, institutions, and IT-managed buyers.
- Pick Enterprise if:
- — You operate 2+ galleries under separate legal entities
- — Your IT requires SSO (Okta, Azure AD)
- — You need API access for custom integrations
- — You want our team to migrate your data and train yours
- Includes:
- Everything in Gallery
- Unlimited team members + storage
- Multi-organization support
- API access for integrations
- SSO (Single Sign-On)
- Custom report templates
- Phone + dedicated CSM
- Full data migration + training included
- Custom contract + SLA
Selected Gallery plan with start free trial path.
Compare detailed limitsFrequently Asked Questions
Can't find what you're looking for? Contact our team.
How long is the free trial?
Every plan comes with a full 30-day free trial. No credit card is required to start. You get access to all features in your chosen plan so you can properly evaluate Artfolio before committing.
Is AI included in every plan?
Yes. Every plan includes the floating Artfolio AI co-pilot plus core tools — artwork cataloguing, descriptions, and email drafts. Professional adds AI Inbox + daily suggestions, price estimation, collector matching, and multi-language drafts. Gallery adds auto-build viewing room, auto-curate exhibition, and WhatsApp draft. Each tier has a predictable monthly AI cost cap ($5 / $20 / $50 / $200) — no surprise bills, no per-use charges.
Can you help me migrate data from another platform?
Absolutely. You can import artworks, contacts, and sales via CSV upload at any time. For Enterprise customers, our team handles the full data migration from ArtLogic, Art Galleria, or any other system at no extra cost.
How many team members can I add?
Solo includes 1 user, Professional supports up to 5 team members, Gallery supports up to 15 team members, and Enterprise offers unlimited users. Each user can be assigned one of four roles with 59 granular permissions.
How do online viewing rooms work?
You curate artworks into a viewing room and share a unique link with collectors. Rooms can be public or private (password-protected), have expiration dates, and feature your custom branding. Collectors can browse, inquire, and request pricing directly through the room.