Documentation & Support

Step-by-step guides to help you get the most out of ArtVault Works

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Getting Started

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FAQ

Common questions

Getting Started

Create your account, set up your profile, and add your first artwork in just a few minutes. No credit card required to get started.

1Create your account. Visit the sign-up page and enter your name, email, and password.
2Choose your role. Select Gallery, Artist, or Collector during onboarding. Each role configures your dashboard with features tailored to your workflow. You can change this later in Settings.
3Complete your profile. Go to /settings and add your gallery or studio name, logo, and contact details. This information appears on your website, invoices, and viewing rooms.
4Add your first artwork. Navigate to /inventory and click Add Artwork. Fill in the title, artist, medium, dimensions, and upload at least one image.
5Explore your dashboard. Visit /dashboard to see your overview — recent activity, inventory stats, and quick-action buttons for common tasks like creating a viewing room or sending an email.
6Import existing inventory (optional). If you have artworks in a spreadsheet, go to /import and use the CSV import tool to bring in your full catalog at once. See the Import & Migration section below for details.

Tip: Your 14-day free trial includes unlimited artworks with full access to the website builder, viewing rooms, and CRM. Choose a plan anytime from /account.

Inventory Management

Your inventory is the foundation of ArtVault — the list, the artwork editor, and each work’s detail view all live at /inventory (artists see it as My Works). Everything else — your website, viewing rooms, store, and documents — draws from these records.

The list: search, sort & views

Search matches title, artist, medium, and inventory number. Sort by Newest/Oldest First, Title or Artist (A–Z / Z–A), Year, Price (High–Low / Low–High), or Recently Updated; show 25–500 per page or Show All.
Two views: an image grid (2–6 columns — use the +/− stepper) and a list with columns for artist, medium, dimensions, price, status, and store presence. The list’s Status dropdown and In Store pill edit each work inline.
Filters: status, category, artist, location, year range, a price-range slider, size (in/cm, with Small / Medium / Large presets based on the work’s average of height and width), medium checkboxes, and tags. Active filters show a count and a Clear all link.

Bulk actions

Select works with the checkboxes (the list header selects everything filtered). The action bar offers: Edit (a bulk editor like WordPress’s: category, status, artist, medium, year, price, currency, price on request, private, featured, and adding or removing tags — every field starts at “No change” and only what you change is applied; works in the store update their listing, and a shop category like “Drawings” matches the artwork category “Drawing”), Apply Status (set any status on all selected), Add to Store (opens a dialog: what viewing-room visitors see — e.g. Buy now — and how the works ship: keep each work’s shipping, the store’s shipping, a saved package such as a USPS flat-rate box, or a fixed US / international price; works already in the store are updated too) / Remove from Store (archives the matching store products). A confirmation line shows what was done, and grid cards mark works that are In store. Create Sale (starts a new sale in Sales pre-filled with the selection), QR Labels (a printable label sheet), and Delete.
Those are the bulk operations — other fields are edited per work in the editor.

The artwork editor — every field

Images: a primary image plus additional images (star one to make it primary). Uploads are compressed automatically to WebP at up to 1800px on the longest side.
Basic information: Title (the only required field), Artist (pick from your artist records or type a name; artists can check “Use my name”), Year, Category (Painting, Sculpture, Photography, Print, Drawing, Mixed Media, Digital, Installation, Other), Medium (autocompletes from your own past values), Materials, Style, Subject, and Inventory Number.
Dimensions & weight: height/width/depth in inches or centimeters; weight in pounds, kilograms, or ounces.
Pricing & status: Status — Available, Sold, Work In Progress, Reserved, Consigned, Not For Sale, Donated, In Storage, or No Longer Exists; Price with a 20-currency picker (USD through AED); a Price on request checkbox; and Schedule publishing, which flips a work to Available automatically at a date and time you choose.
Your vault is private by default. A work gets a public page only where you put it: in the store, in a collection or viewing room you’ve shared, or in an artwork grid on a published page. Anything you haven’t placed has no page at all — its link sends visitors to your home page — and Private keeps a work out of every one of those. The browsable /works archive of everything you’ve published is its own switch, off unless you turn it on in Website → Design → Header.
Add to store makes the work sellable on your storefront — a placed work without it shows an Inquire button instead of Add to Cart, and is never suggested under “You May Also Like” — and reveals its shipping: a Shipping package (any saved package template, including USPS flat-rate boxes) that live carrier quotes use, and Fixed US / international shipping prices: set a US price and the work always ships at that price instead of a live quote (international falls back to the US price when left empty); clear both to go back to the store’s shipping. Sale mode in viewing rooms controls what a room visitor sees for this work: Default (inquire), Buy now (through the store), Inquire only, Start purchase process, or Represented by a gallery (with the gallery’s name and link).
Edition: check “This is an edition / multiple” for Edition Number, Edition Total, and an Artist Proof note — these print on the COA and show on the public page as “Edition n of total”.
Variants: give a work size/option variants (e.g. Small / Medium / Large), each with its own name, SKU, description, price, stock, and weight — stock is tracked per variant in the store.
Private — tick “Private — hide from my public website” and the work is left out of every storefront page, gallery and search, while staying in your inventory and reports.
Framing (frame dimensions and description), Signature (location and details), and Certificate of Authenticity (whether one exists, plus details) each unlock behind a checkbox.
Provenance & history: free-text Provenance, Exhibition History, and Literature, plus acquisition date, source, and notes. Insurance & valuation: Insurance Value, Cost Basis, Appraised Value, and Last Appraised Date — these feed insurance reports and agreements.
SEO (meta title and description with live character counters), a free-text Condition Report, internal Notes, Tags, and a free-text Location + detail (e.g. “Main Gallery — Wall A”). When creating a work you can add it straight into viewing rooms or collections.

The editor, the detail view & per-work documents

Click any work to open its editor straight away, with Save always in view at the bottom. In the header: Details opens the read-only record (image gallery, every filled field, a QR code linking to the public artwork page with Copy Link / Print Label, condition reports), and the … menu holds View in room, Certificate of authenticity, Print info sheet, Duplicate and Delete. The eye icon on a card or row opens Details directly.
COA prints a Certificate of Authenticity (image, details, edition, provenance, signature lines). Print Info prints a full information sheet with every filled field. View in Room opens the Gallery / Room / AR visualizer with frame and mat options. A sculpture or other standing work stands on the floor instead of hanging, without a frame, and gets AR only once you upload a 3D model of it (a .glb, under Dimensions & Weight).
Condition Reports (structured, saved per work): type — General Inspection, Pre-/Post-Sale, Pre-/Post-Loan, Pre-/Post-Exhibition, Insurance, or Damage Report — with examiner, overall condition (Excellent / Good / Fair / Poor), per-area notes, Light/Water/Pest Damage checkboxes, recommendations, and a print-ready letterhead version.
Provenance records (structured, alongside the free-text field): owner name and type (Individual, Gallery, Museum, Institution, Estate, Auction House, Other), acquired/disposed dates, acquisition method, location, and a Current Owner flag — reorderable into a clean chain of custody.

Marking a work sold

Change a work’s status to Sold (inline or in the editor) and a three-step sale flow opens: Who bought this? (pick a contact, add a new one inline, or Skip Buyer) → Sale Details (sale price, date, tax rate, discount, notes) → Create Invoice (optional invoice with a shareable payment link).
Record Sale creates a Paid sale on the Sales page (source “Marked sold in inventory”) that shows up in Sales history, reports and, for a gallery, the artist’s payouts and the statement of the show the work was hanging in. Just Mark Sold skips the record. Changing a sold work back asks whether to keep or delete the sale record; cancelling the sale from Sales puts the work up for sale again.
You don’t need this flow to sell a work. A sale on the Sales page reserves the work when it reaches Committed and marks it sold when it reaches Paid — so does an invoice you send and get paid, a store order, or an auction win. Marking sold here is the shortcut for a sale that already happened.

Import, export & bulk upload

Export downloads your loaded works as a 50-column CSV (choose Show All first to include everything). Import → Import ArtVault File runs a four-step CSV wizard — upload, map columns (with auto-detection and a downloadable template), preview, import. Import → Migration Wizard opens the full multi-platform importer (see Import & Migration).
Bulk Upload turns a batch of images into artworks in one pass: each file becomes a staged work titled from its filename, with inline fields for artist, medium, dimensions, price, and status, batch-wide category/unit/currency selectors, optional placement into viewing rooms, and Add all to the store with the same sale-mode and shipping options as the bulk Add to Store dialog. The inventory list refreshes with the new works when the upload finishes.

Locations

/locations tracks the places works live — name, type (Storage, Gallery, Studio, Private Room, External), address, and notes, with one location markable as default and a per-location artwork count.
The artwork editor’s Location field is free text (with a detail like “rack 3”), and the inventory filter matches that text.

Viewing Rooms

Curated online presentations for collectors, advisors, and galleries — with per-room privacy, full control over what viewers see, collaboration, and analytics. The editor has five tabs (Settings, Artworks, 3D gallery, Collaborate, Analytics) with a live preview beside them; Save publishes your changes.

Creating a room

Go to /viewing-rooms → New Room. Name it, add a description, and (optionally) pick a room type — Collection, Presentation, Exhibition, Solo/Duo/Group Show, Pop-Up, or Art Fair — plus start/end dates and exhibition details (venue, address) when it’s a show.
Artworks tab: search your inventory and filter by status, category, price range, or year, then add works one at a time, tick several (Shift-click ticks a run) and Add them, or Add all shown. Drag to set the presentation order. Tick works that are already in the room to act on them together: Move or Copy them to another room (this saves straight away, and works already in that room aren’t doubled), Edit them in one go (status, price, price on request, category, medium, year), remove them, or send them to Add to Consignments. With nothing ticked, Add to Consignments covers the whole room.
“Also list as a collection” makes the room appear among your website’s collections; “Also list as an exhibition” puts it on your site’s Exhibitions page and opens the Exhibition details panel (kind of show, dates, venue, contact, artists). A room can be both, either, or neither.

Presentation & display

Layout: Grid, Masonry, or Slideshow. Artwork info: below each work, on hover, or hidden. Theme: Light, Dark, or Minimal, with an optional custom accent color.
Cover thumbnail shows in room listings; Install photography adds a carousel of installation shots (with arrow/dot/thumbnail options).
Sorting: order by custom order, title, price, inventory #, size, creation date, or date added — ascending or descending; optionally group available works first, and optionally let viewers re-sort for themselves.

3D gallery & walk-through

Draw your space once at /spaces → New space. Click out the walls (each click is a corner; click the last corner again, or land on an existing corner, to finish; walls snap to right angles and to each other; shift for any angle; drag the handle at a wall’s middle to curve it), cut doors and windows into walls (a window’s sill can sit on the floor for full-height glazing), drag out raised floors with a run of steps down one edge, and drop in benches and columns. Set the ceiling height, wall colour and floor; select a wall to give it its own height (a freestanding partition). Feet or metres.
Start from a floorplan: Upload plan puts your drawing (a JPG or PNG of the architect’s plan) under the canvas. Step 1, Set the scale: click both ends of a dimension you know (a labelled wall, a doorway) and type its real length. Step 2, Detect walls: drag a box around the plan and the thick dark lines become walls; delete any strays and draw what’s missing. Diagonal walls are drawn by hand. Move plan lines the picture up if it drifts.
Areas are the rooms: drag one out with the Area tool, name it, give it its own ceiling height. Areas are the floor and ceiling visitors see and the ground they can walk on; a gallery with a tall front room and a low back office is two areas.
Furniture: benches (leather, wood, block, with a back, cube, pouf), desks (block, table, reception counter, L-shaped, glass), chairs, sofas, tables, plinths for sculpture, plants, columns, and a labelled block that stands in for anything (a kitchen, storage, a lift). Everything has handles to resize and a handle above it to turn; arrow keys nudge, R turns 90°; shift-click or drag on empty space to select several.
SketchUp or CAD: there is no .skp import. Export a JPG or PDF of the plan and trace or detect from it; a glTF/GLB import for walking through a gallery’s own model is planned.
Hang the show from the room editor’s 3D gallery tab, which opens the hanging editor (it serves exhibitions too, since an exhibition is a room). Choose a space, then drag works from the tray onto the plan: each snaps to the nearest wall, on the side you drop it, so nothing floats. Drag a hung work along its wall or to another, or back to the tray to take it down; Hang all fills the walls in the room’s order. Select a work to set its centre height (57″ by default) and frame. Works hang at their real size and depth; the 3D view beside the plan follows your selection, and Walk through tries it.
Wall graphics: in the hanging editor drag Wall text or Logo / image onto a wall for vinyl lettering (the exhibition title, a wall text) or a logo, with letter height, colour, weight, alignment and width.
Base of wall (a space’s Room panel): a painted baseboard with its own height and colour, flush drywall straight to the floor, or a museum reveal (a dark shadow gap the wall floats above). Lighting moods for the walk-through live in Viewer options: gallery white, warm, or dramatic.
Viewer options (hanging editor, top right) decide what a visitor sees for each work: title, artist, year, medium, dimensions and price (price only when the room shows prices; sold works say Sold), which buttons a work offers (View details, Inquire, Purchase — Buy now or Start purchase by the work’s sale mode — and View in room / AR), printed wall labels beside each work, the intro card, the guided tour and how long it lingers, the plan of the room, and the lighting. Saved with the show, so the same space can present two shows differently.
Share (hanging editor, top right): the walk-through link (opens straight into the room), the same from the exhibition page when the show is listed there, a presentation mode link for a screen in the gallery or a client meeting (enters on its own, runs the guided tour, and starts again after a quiet spell), the ordinary room page link for your website’s menu, a QR code to print, and an embed code for any other website. The room page and the exhibition page show a Walk through button on their own once works are hung.
Visitors walk through: a published room (or exhibition page) with works hung shows a Walk through button. A card introduces the show with Enter the gallery and Start the guided tour (it moves from work to work until the visitor takes over). The menu offers the list of works, about the show, the plan of the room with the visitor on it (click it to jump; M hides it), a photo of the current view to save, share (a link that opens straight into the room, and an embed code for any website), full screen, and back to the start. Click the floor to walk there. Drag to look, W A S D or the arrow keys to walk, on-screen arrows on a phone; click a work for its caption with the show’s chosen facts and buttons; the arrows in the caption bar take visitors from work to work (N and P on a keyboard). Walls block, doors don’t, and steps are climbed. If a browser cannot show 3D, the visitor is told and sent back to the works.

Exactly what viewers see

Data visibility toggles every field independently: price, dimensions (with optional dual-unit display), medium, year, artist, lead-with-title, inventory #, sold label, creation date, location, framed size, sheet size for prints, weight, collections, and secondary images.
Piece detail can add subject/theme, signature status, condition notes, provenance, and past exhibitions to each work’s page.
Permissions: allow inquiries (they land in Messages and the room’s Analytics) and allow favorites.
Viewer options: allow image download, show a purchase button, show your storefront header + footer around the room (with a published website that’s your site’s own header — menu, fonts, search, wishlist, cart and social icons — and the room’s Share link moves under its title), let viewers download a room report and choose which documents its Reports menu offers (each built from your own template under Reports → Templates), hide sold works — or let viewers toggle sold works themselves.

Privacy & access

Published controls whether the link works at all. Password Protection gates the room behind one shared password: it is checked on the server and stored hashed, so it is never visible in the page, and the room’s works are only sent to a visitor who has entered it. Leave the password box empty when editing to keep the password you already set.
Email Verification is the stronger gate: each visitor enters their email and receives a single-use access link. Their device stays signed in, every visit is tracked in Analytics, and forwarded links don’t work — each person verifies their own email. It takes precedence over password protection.

Sharing & links

The URL slug (yourname/room-slug) is editable — Match name regenerates it from the title. Changing it breaks links you’ve already shared, so the editor warns you.
With a verified custom domain the room lives at yourdomain.com/rooms/<slug> — that’s the link to share. The artvaultworks.com direct link always works too, and old links redirect to your domain automatically.
View Room in the editor opens your signed-in management view — that’s where you see the collaboration sidebar and owner tools. Visitors following your shared link get the clean branded page.
Viewers never need an ArtVault account.

Collaboration (picks & comments)

On the Collaborate tab, switch on Enable Collaboration, then invite a gallery or collaborator by email as a Commenter (can comment and pick) or Editor. They get an email link and need no account; their status shows Invited → Accepted, and you can copy their access link, change their role, or remove them any time.
The room’s own link is the collaborative room. Send anyone the normal room URL: an invited person who arrives without their session clicks Collaboration access (or the small people icon) by Share, enters their email, and their access link is mailed to them — proof it’s really them. With Email Verification on, it’s fully automatic: verifying their email attaches their collaboration tools in the same step.
With collaboration on, the room gains a sidebar: each person’s picks/selections, plus threaded comments — on the room as a whole or on a specific work. Open the room via View Room to see and answer as the owner; the Collaborate tab also lists all comments for triage.
Organize your own picks and notes before inviting anyone — collaborators see the room’s current state when they arrive.

Show portal (for the artist in a show)

Every exhibition can have a show portal: one page the artist opens with a link and a passcode (no ArtVault account needed) holding everything for the show. Open it from the room’s edit page (Show portal) or at /viewing-rooms/<room>/portal; set the artist, their share of sales, and the passcode, then send them the link.
Timeline: a year-long plan computed from the show’s opening and closing dates (agreement signed, checklist, press images, shipping, delivery, installation, opening, artist talk, closing, returns, final statement, payment, end of consignment). Dates move when the show’s dates change; pin one by typing a date. Each side ticks its own milestones. Rebuild from your template, or edit the template at Viewing Rooms → Portal templates.
Agreement and press release: working text the gallery edits (markdown, with merge fields filled from the show), then marked final; the artist reads, leaves notes in the margin, and accepts the final text with a typed name. Reopening a final text withdraws the acceptance.
Uploads: the artist sends full-resolution images straight to private storage; ArtVault keeps a web-sized copy and removes the original after 30 days (download it before then). Add to inventory makes an artwork from an upload and puts it in the show.
Layouts: several named hanging plans in your 3D space, from either side; you choose which one is active — that is the one the exhibition page and the walkthrough show.
Sales & statement: every paid sale recorded against this exhibition — shop orders, auction wins, invoices, sales recorded by hand or marked sold in inventory (a sale’s exhibition defaults to the show its work was hanging in) — the split, expenses (who paid, who bears it), and the amount payable. Create final invoice freezes the numbers into an artist payout and gives both sides the artist’s invoice to the gallery; mark it paid under Artist Payouts.

Analytics & exports

The Analytics tab counts total views. With Email Verification on it lists exactly who viewed and when — each verified visitor with first/last viewed and view count — and lets you revoke a visitor’s access. Inquiries appear here too, with a jump into Messages.
The Export menu generates documents straight from the room’s works: tear sheets, portfolio and catalog pages, inventory and insurance reports, QR labels, certificates of authenticity, condition reports, consignment and loan agreements, and an Artlogic-compatible CSV.

Tip: For a private sale, make a small room per client with Email Verification on — you’ll see the moment they look, how often they return, and which works they favorite or ask about.

Website Builder

Build a real art website straight from your inventory. The Website menu has six areas — Overview, Pages, Blog, Menu, Design, and Settings — and every artwork, product, exhibition, and blog grid is data-driven, so changes to your records show on the site instantly without republishing.

Overview & publishing

Website → Overview shows whether the site is Published or Draft, your live URL, and quick actions (Edit Homepage, Add Page, Manage Menu, Edit Design). Publish/Unpublish flips visibility — you need a URL slug (set in Settings) before publishing.
The AI Assistant is a five-step wizard (Purpose → Style → Pages → Content → Apply): pick what the site is for, a style direction (Minimal, Bold, Classic, Editorial), and which pages you want; it drafts content, sets fonts and colors, and creates the pages for you to refine.

Pages & templates

A new website starts with pages for your account type. Artists get Home, Works, About, Exhibitions, and Contact — About is filled from the bio you gave during setup, or starts as a Draft artist statement if you skipped it. Galleries get Home, Works, Exhibitions, Contact, and an Artists roster. Collectors get Home, Collection, and Contact.
Website → Pages lists every page: drag rows to reorder (this is your nav order), click the Published / Draft pill to toggle visibility, and use the row actions to view, edit, or delete. System pages (Home, Works, Exhibitions, Contact, Artists) can’t be deleted — hide them from navigation instead.
New Page opens a template chooser with 18 layouts across Home, Works, About, Contact, Exhibitions, Artists, and Custom (including a Blank Page); then name the page and its URL slug generates automatically. Your page title renders as the page’s heading — rename or hide it in Page Settings.
Page Settings (gear icon in the editor): title, slug, description; Published, Show in Navigation, and Hide Page Title checkboxes; Space between blocks (None / Small 16px / Medium 40px / Large 80px — the gap the page leaves between every block on top of each block’s own padding; pages default to Medium and the homepage to None, so set None to control spacing purely with block padding); and per-page Meta Title / Meta Description for search results.

The page editor

A full-screen builder: block library on the left, live canvas on the right that draws the page exactly as visitors get it — your theme, your custom CSS, the real header (menu font, dropdown arrows, social icons), the page title (click it to edit; hidden when Hide Page Title is on), block padding and widths, and the space between blocks — with Desktop / Tablet / Mobile viewport switching, undo/redo (50 steps, Cmd+Z / Cmd+Shift+Z), Cmd+S to save, Cmd+D to duplicate a block, and a Preview button that opens the live page.
Add blocks by clicking them in the library, dragging them onto the canvas, or using the + that appears between blocks. Each selected block gets a floating toolbar — drag, move up/down, duplicate, delete — and a Navigator panel lists the whole page for click-to-jump.
Text and Heading blocks edit inline on the canvas with a floating toolbar (bold, italic, links, lists). The link button (or Cmd+K) opens a small box: the words to show and where they go — a web address, an email address, a phone number, or one of your pages from the list. Put the cursor in an existing link to change or remove it. On the site, email and web addresses typed into text become clickable on their own, and only links to other websites open in a new tab. Drag any block onto the left or right edge of another and the editor offers “Create 2 columns” — both blocks merge into a Section.

Every block

Layout: Section / Columns (the container — below), Spacer, Divider, Accordion / FAQ, Tabs.
Text: Text, Heading, CV / Exhibition List, Counter / Stats, Testimonial, Price List.
Media: Hero (single image or slideshow, five heights up to full-viewport, overlay text/color/opacity, image fit & position), Image Gallery, Single Image, Fullscreen Slider, Image Carousel, Video (YouTube/Vimeo), Embed (custom HTML), Google Maps.
Art & Shop: Artwork Grid (filter by All Artworks, Collection, Viewing Room, Tag, Status, or Artist), Artist Grid, Exhibition Grid (Current / Upcoming / Past), Dot Grid Gallery (one work at a time with dot navigation), Product Grid / Shop (search, category filters, sorting with a Default Sort — featured, newest, oldest, price or name — and Available works first, which moves sold-out pieces to the end whichever sort is chosen; sale/featured badges, and an optional Filter panel — availability, material, surface and price range, like the Works page — turned on with Show filters), Single Product (with add-to-cart), Blog Grid.
Engage: Contact Form, Mailing List signup, Button / CTA, Social Icons, Icon, Countdown.

Section / Columns — real multi-column layouts

A Section is a true container: pick a layout preset — 1 Column, 2 Equal, 2/3 + 1/3, 1/3 + 2/3, 3/4 + 1/4, 1/4 + 3/4, 3 Equal, or 4 Equal — or drag the per-column width sliders for a custom split.
Drop any block into any column, drag blocks between columns or back out to the page, and set Column Gap (Small/Medium/Large) and Vertical Align (Top/Center/Bottom). Sections can’t nest inside each other, and every section collapses to a single column on mobile automatically.

Per-block typography & styling

Text and Heading blocks carry their own typography controls: Weight (Theme default, Light, Regular, Medium, Semibold, Bold), Transform (none / UPPERCASE / lowercase / Capitalize), letter spacing, and line height — blank means “inherit the site theme.” A Font Override picks from 30 Google fonts for just that block.
Every block also has a Block Style panel: background and text color, padding presets (plus exact per-side pixels), image corner radius, a font override, and a custom CSS class.

Design — themes, fonts & colors

Website → Design is a full-screen customizer with a live preview of your real site (desktop / tablet / mobile). Changes apply to the preview instantly; Publish saves them.
Theme Presets restyle everything at once — fonts, all site colors, buttons, spacing, and the header. The eight presets: White Cube (the classic gallery default), Editorial, Nocturne (dark viewing-room atmosphere), Kunsthalle, Atelier, Archive, Graphite (dark), and Coastal. Nothing is locked in — fine-tune any panel afterwards, or Reset design to defaults (your logo, header toggles, and custom CSS survive a reset).
Global Colors: eight quick-apply palettes plus individual pickers for Primary, Accent, Background, Text, Link, and Link Hover.
Typography is one panel for all type: eight curated pairings (e.g. Editorial — “refined serif headlines over quiet sans text”), then a row for each text element — headings (H1/H2/H3), body, navigation, dropdown menu links, logo, buttons, hero titles, slider captions, section headings, artwork titles, details and prices, the artwork page’s artist, title, details and price, product titles and prices, footer, breadcrumbs and badges. Each row sets family, size, weight, line height, letter spacing and letter case. Rows you never touch keep the site’s default look (including anything your custom CSS does); Reset to the site default puts a row back. Buttons control colors, corner radius, padding, and weight with a live preview. Images sets a site-wide corner radius.
Site Identity: a styled text wordmark or an uploaded image logo (with an optional dark version for image-overlay headers and a size slider), plus a cover image. Layout: content max width (Narrow → Full Width) and section padding.
Locations (My Vault → Locations): tick Show on website on any location and add its email, phone and opening hours; every public location is listed on your Contact page and in the footer, so a gallery with two cities shows both. Social links (Website → Settings) cover Instagram, Facebook, X, Threads, Bluesky, YouTube, Vimeo, TikTok, Pinterest, LinkedIn and Artsy, shown as icons, icons with names, or names only.
Header toggles: Show Search, Show Cart, Show Favorites, Transparent Header (header overlays your hero), Show Prices, and Show Availability. Menu: links in the header (positioned left next to the logo, centered, or right next to the icons) or a burger menu only, at every screen size. A Custom CSS panel takes your own rules.

Menu & navigation

Website → Menu builds the nav from five sources: published Pages, public Viewing Rooms, a one-click Blog link, and Custom Links to any URL (external links open in a new tab).
Drag to reorder; nest two levels deep by dragging an item to the right (or the → button) — sub-items become a hover dropdown, previewed right on the page. Rename any item inline, hide one with the eye toggle, or remove it. The menu is exactly what shows on the site.

Blog

Website → Blog lists every post with its status — All, Published, Drafts, Scheduled and Trash — plus search and a category filter. Hover a post for Edit, Preview (or View once live), Duplicate and Trash; tick several to publish, switch to draft or trash them together. Trashed posts come off your site and can be restored or deleted for good (Empty trash).
New post opens a full-window editor with the post settings sidebar open beside the text (the panel button top right hides or shows it; on a phone it slides in). Everything autosaves a second after you stop typing; ⌘S saves at once.
Writing: the toolbar stays at the top however far down you are — paragraph/heading/subheading/quote, bold, italic, links (⌘K), bulleted and numbered lists, image, gallery, artwork from your inventory (image plus a linked title caption), YouTube/Vimeo video and divider. Type / on an empty line for the same blocks, or use shortcuts: ## heading, ### subheading, - list, 1. numbered list, > quote, --- then Enter for a divider. Images take a caption and alt text and can be moved up or down; paste or drop image files straight in; paste a video link on an empty line to embed it. Pasting from Google Docs, Word or a web page keeps headings, links, lists, bold and italic (pictures in pasted text are left out — add them with the image button so they’re stored with the post).
Status panel: Publish date — leave it at “Immediately”, pick a past date to backdate older writing, or a future date and the button becomes Schedule (the post goes live on its own at that time). Also the post’s Address (it follows the title until first published, then stays put so links keep working), author, Stick to the top of the blog, Revisions, Switch to draft / Cancel schedule and Move to trash.
Other panels: Featured image (1200×630 recommended; shown on the post, the blog page and when shared), Excerpt (leave empty to use the opening lines), Categories (tick existing ones or add new), Tags, and Search & social — SEO title (70) and meta description (160) with a search-result preview. Panels fold away and remember it.
Preview opens a draft on your real site in its own theme, through a private link that works for 7 days — send it to someone for a read before publishing. Search engines never index it.
Revisions keeps earlier versions automatically: the text before each writing session and at every publish and unpublish (the latest 50). Pick one to read it, then Restore this version; what you had is kept as a revision too.
Categories & tags tab: every category and tag with its post count — View the filtered blog page, Rename (changes it on every post) or Delete (removes it from posts; the posts stay).
Blog page tab: page heading, grid or list layout, an intro line, and “feature a post at the top”. Your blog also has an RSS feed at /feed for feed readers and newsletter tools. Writing on Substack or elsewhere? Paste the URL into “Writing somewhere else?” and your site’s Blog link sends readers there; clear it to switch back.
On your site: the blog page filters by category (or tag) with shareable links like /blog?category=Studio, cards show the category and an excerpt, and each post links its categories and tags and shows Previous / Next posts.

Site settings & your domain

Website → Settings: the Publish Website switch, your URL slug (checked live for availability), site title / bio / contact email, a Homepage selector (use any published page as your front page), and social links (Instagram, Facebook, Twitter, YouTube, TikTok, Pinterest).
Custom Domain: enter your domain and add the two DNS records shown — an A record (@ → 76.76.21.21) and a www CNAME (→ cname.vercel-dns.com) — then click Verify DNS. Where supported, “Connect automatically” writes the records at your registrar for you. SSL is provisioned automatically; registrar-specific walkthroughs (GoDaddy, Namecheap, Cloudflare, cPanel hosts) are built in, and most DNS changes verify within minutes.
Also here: an Announcement Bar (message, colors, optional link, dismissible), a Google Analytics GA4 field, and site-wide custom CSS. Shop configuration — payments, shipping, checkout, taxes, order emails — lives in Store Settings.

Tip: Your website reads from your inventory live. Mark a work sold or change a price and every artwork grid, product grid, and exhibition page updates instantly — no republishing.

Online Store & Products

Sell originals straight from inventory (Add to store on any artwork) and manage everything else — prints, books, merch — as products at /products. Checkout, payments, shipping, and taxes are configured in Store Settings.

Turning on the shop

The switch that turns on buying is Store Settings → Payments → “Enable checkout” (with a companion “Tax calculation” toggle). Connect at least one payment provider on the same tab so checkout can take money.
Storefront display options live under Store Settings → General: default currency and formatting, products per page, default sort order, grid columns, image ratio, and an optional store-wide notice (e.g. “Free shipping on orders over $500”).

The products list

/products shows every product with search, a category filter, and a status filter (Active, Draft, Archived — drafts with a publish date show as Scheduled), in grid or list view.
Bulk-select products to Apply Status, Apply Category, or Delete. Products synced from artworks are archived rather than deleted — “Add back to store” restores them — and removing one also unchecks the artwork’s “Add to store.”
Export downloads a products CSV; Import runs a mapping wizard (upload → map columns → preview → import) with a downloadable template.

The product editor — tab by tab

Above the tabs: product image, Name (required), short and full descriptions, Category, and Status — a draft can Schedule publishing to go active automatically on its publish date (flipped by the daily publishing sweep).
General: Regular Price, Sale Price (with optional sale start/end window), Compare at Price (shows a strike-through “Sale” badge in the shop), Cost of Goods, plus Tax Status (Taxable / Shipping Only / None) and Tax Class (Standard / Reduced Rate / Zero Rate).
Inventory: SKU; Stock Status (In Stock / Out of Stock / Made to Order); Manage stock with a quantity, a low-stock threshold, and a pre-orders setting; and Sold individually (limit one per order). At zero tracked stock the shop shows “Out of stock” and blocks over-ordering.
Shipping: “How this ships” — use the category/store default, live carrier rates, a fixed price for this item, the store flat rate, invoice shipping after purchase, or free shipping. Pick a saved “Ships in” package (it copies the box’s weight and dimensions in), set weight/dimensions and an optional print area, mark “Never combine shipping” to force its own parcel, or set per-item Domestic/International flat rates.
Advanced: a purchase note emailed after buying, menu order, catalog visibility, an Enable reviews toggle, a Featured product flag, and per-product SEO (meta title/description with counters). Tags round out the record.

Variations (sizes & options)

Click Add Variation to give a product options like Small / Medium / Large. Each variation has its own name, SKU, description, price, stock, weight, an Active toggle — and its own “Ships in” package, so a small print rides in an envelope while the large one ships in a tube.
Buyers pick an option before adding to cart (sold-out options are struck through; low stock shows “Only n left”), and stock decrements per variation. A product with active variations is sold as variable automatically — there’s no separate product type to manage.
Artworks get the same treatment in the Inventory editor (“This artwork has size / option variants”).

Digital products & downloads

Tick Digital in the product editor’s Delivery section and the product carries Downloadable Files (name + file URL, add as many as needed) with an optional Download Limit and Download Expiry in days. Virtual marks something that never ships. Either one turns off shipping for that product, and the product CSV import still sets the digital flag with an “Is Digital” column.
After purchase, buyers get tokened download links in their account portal’s Downloads tab, which shows remaining downloads and expiry; digital-only orders skip shipping entirely and complete automatically once paid.

Discounts

/discounts creates coupon codes: percentage or fixed amount, description, minimum order, maximum discount, total and per-customer usage limits, and start/expiry dates. Codes can also grant free shipping or be restricted to certain emails (comma-separated, with * wildcards — e.g. *@company.com). Applies to scopes a code to specific artworks, or to everything in a viewing room, exhibition or collection, and Exclude sale items leaves anything on an active sale out — the discount then comes off only the qualifying part of the cart, and a code that covers nothing in the cart is rejected with a message rather than silently applied to all of it.
The table tracks each code’s usage and status (active, scheduled, expired, disabled) with one-click enable/disable.

Gift cards

/gift-cards issues store credit: set the amount (and a quantity up to 100 to batch-create), optional recipient name/email, sender, a personal message, and an expiry date. Each card gets a unique GC-XXXX-XXXX-XXXX code. Give a recipient email and the card is emailed to them on creation, with your message and a link to your shop; if that email can’t be sent you’re told, and the code is always on the card’s detail view to send by hand.
The detail view shows the full code, current balance (adjustable, with every credit/debit in a transaction history), and activate/deactivate. At checkout buyers enter the code; multiple cards stack, and balances are enforced to the cent.

Reviews

Visitor reviews arrive as Pending — nothing shows publicly until you approve. Moderate at /reviews: Approve, Unapprove, mark Spam, or Trash (singly or in bulk), and reply publicly — replies appear as “Store Owner Reply.” Buyers with a completed order get a “Verified” badge.
Store-wide switches live in Store Settings → Accounts: enable product reviews, only verified purchasers can review, and star ratings; each product also has its own Enable reviews toggle.

Abandoned carts

/abandoned-carts lists checkouts that stalled — who (once they’ve entered an email), the items, the total, and status (Abandoned → Reminded → Recovered, or Expired after 30 days) with recovery-rate stats.
Reminder emails include a link that restores the exact cart. Up to two reminders go out per cart — automatically on the daily sweep, or on demand with Send Reminder. If you’ve set up an Abandoned Cart automation that sends an email, that email takes the place of the built-in reminders.

Customer groups

/customer-groups organizes wholesale and VIP buyers: each group sets a discount (percentage or fixed amount), an optional minimum order, tax-exempt status, and its member list (added from your contacts). One group can be marked as the default for new customers.
Group benefits apply automatically at checkout (Professional plan and up), matched by the buyer’s email — typed into the checkout form or prefilled from their signed-in customer-portal session. Members see a green pricing line named after the group in the order summary; the discount comes off the total on Stripe, PayPal, and Square alike, and discount codes stack on top.
A group’s minimum order amount blocks its members from checking out below it (checked against member prices — useful for trade accounts), and a tax-exempt group is charged no tax. If a contact belongs to several groups, the one they were added to most recently applies.
Product-specific pricing in the group’s detail view sets a member price (or percentage off) for individual artworks or products. It replaces the group discount for that item, and members are never charged above the public price — a stale member price higher than the listed one is ignored.

How the storefront sells

Product pages show sale prices with the regular price struck through, “Sold out” states, and per-option stock hints; grids add Sale and Featured badges, quick view, and sorting.
Prices always name their currency — a US-dollar work shows as $2,500.00 USD across the site, viewing rooms, cart, receipts, invoices, and PDFs, so a buyer in Australia never has to guess which dollar.
At checkout the buyer pays through your own processor, stock decrements, an order is created, and you fulfill it from Orders — including buying the shipping label.

View in Room & AR

Let clients visualize artwork on their own walls using augmented reality. Works directly in the browser — no app download required.

Enabling AR for an artwork

1Open the artwork detail page from /inventory.
2Ensure the Height and Width dimensions are filled in. AR uses these measurements to render the artwork at the correct scale.
3The “View in Room” button appears automatically on the public artwork page, viewing rooms, and your website once dimensions are set.
4Share the artwork link with a client. When they open it on a mobile device and tap View in AR, the camera activates and they can place the artwork on any wall surface.

Room photo placement

1From an artwork's detail page, click Place in Room.
2Upload a photo of any room or select from the gallery of preset room photos.
3Position and scale the artwork on the wall. The tool uses the artwork's dimensions to maintain accurate proportions.
4Save or download the mockup image to share with clients directly.

Sales & Pipeline

Sales (/sales, Studio Pro and up) is one list of every sale however it was made — recorded by hand, marked sold in inventory, started from an invoice, a store order, an auction win, or a show portal — shown as a board of stages, a table, and a sales history. Every stage acts on the work, so the pipeline, invoices, reports, artist payouts and show statements all agree. Simple bookkeeping lives next door at Revenue & Expenses.

The four stages

Inquiry → Committed → Invoiced → Paid. Inquiry: someone is interested; nothing is held. Committed: the buyer said yes (in person, by phone, by email); the work is reserved. Invoiced: an invoice has gone out; the work stays reserved. Paid: money arrived; the work is sold, or its shop stock counts down.
Cancelled sits outside the pipeline: it releases a reserved work, and cancelling a paid sale is a refund — the work is for sale again. Cancelled sales drop out of the board into a collapsed list beneath it.
The stage acts on the work whichever way it changes: drag a card between columns, use the hover “Move to …” quick-advance, mark an invoice sent, or let a payment arrive online — each moves the stage, and the work follows. There is nothing to mark sold by hand afterwards.
Three views: the board, a table, and Sales history (paid sales, newest first). Stat cards track total sales, pipeline value, open sales and paid count; search matches artwork or contact, and a stage filter narrows any view.

Recording a sale

New sale: pick a Contact (search, or Add new contact to create one inline), add one or more works with a price each — the total is what the buyer pays — and set the stage (new sales start at Inquiry), date and notes.
Each sale records the exhibition it sold in (defaulting to the show the work is hanging in) and the artist. Show statements in the show portal and artist payouts read from these, so set them right and the statements take care of themselves.
You can also start a sale from Inventory — bulk-select works and click Create Sale — or set a work’s status to Sold, which records a paid sale straight away (see Inventory Management).
Store orders and auction wins create their sale automatically. The sale shows where it came from (Online store, Auction, Started from an invoice, Marked sold in inventory, Show portal, Imported…) and links to its order.

Sales and invoices

Open a sale and click Create invoice at any stage: a draft pre-filled with the works, their prices and the contact, using your default payment terms. It lands in /invoices ready to send. An invoice you start on its own, from /invoices, creates the sale behind it.
Sending the invoice moves the sale to Invoiced; paying it — online through the invoice page, or with Record payment — moves it to Paid. The sale drawer lists its invoices (number and status, click to open) and the invoice links back to its sale.

Revenue & Expenses

/income is lightweight bookkeeping: Add Record with a type of Revenue (categories: Sales, Commission, Grant, Teaching, Licensing) or Expense (Materials, Shipping, Studio Rent, Marketing, Framing, Insurance, Travel, Other), plus description, amount, tax amount, currency, date, payer/payee, and notes.
A Recurring toggle (Weekly / Monthly / Quarterly / Yearly) marks repeating items. Summary cards show all-time Revenue, Expenses, Net Income, and Tax Collected; filter the table by search, type, category, or a From/To date range.

CRM & Contacts

Maintain detailed profiles for collectors, artists, institutions, and vendors. Track every interaction in one place.

1Go to /contacts and click Add Contact. Or add one where you need it: every contact search — on a sale, an invoice, a loan, a consignment, an event — ends with an Add new contact row that opens a short form inline.
2Enter the contact's name, email, phone, and organization. Choose a contact type (Collector, Artist, Institution, Vendor, etc.) and add any relevant tags.
3Use tags to segment your contacts — for example, “VIP Collector”, “Photography Interest”, or “New York”. Tags can be used later for targeted email campaigns and filtered views.
4Add notes to any contact profile to record meeting notes, preferences, or follow-up reminders.
5View the contact's full interaction history on their profile — this includes viewing room shares, purchases, email opens, inquiries, and any linked sales or orders.
6Use the search bar and filters on the contacts list page to quickly find contacts by name, tag, type, or location. Save filtered views for segments you access frequently.

Messages

/messages is the inbox for inquiries from your website, artwork pages, and viewing rooms. Each conversation shows the work they asked about (image, price, whether it’s still available), where they asked from, and who they are to you: new or in your contacts, earlier conversations, purchases, their latest invoice. Reply in the box under the thread (⌘↵ sends); it’s emailed to them from your store, with the work and their original message. Invoice opens a new invoice already made out to them for that work. Everyone who inquires is saved as a contact automatically.
Each new inquiry also emails you (and rings the bell): who asked, what they wrote, the work with its price and status, and buttons to reply or create the invoice. Hitting reply in your mail app answers them directly.

Tasks & follow-up automations

/tasks is your to-do list — due dates, done/not-done, linked to the work at hand.
Follow-ups (Sales & CRM → Follow-ups) watches for the moments that slip: a contact gone quiet for 30/60/90 days, an invoice past due, a consignment expiring, a new order. Each rule you turn on creates a task automatically so the follow-through happens.

Orders & Invoicing

Orders (/orders, Studio Pro and up) collects storefront checkouts and manual sales in one place — with refunds, packing slips, shipping labels, and a per-order email log. Invoices (/invoices) are separate, sendable documents with a public pay-by-link page, and Payment Plans split a sale into installments.

The orders list

Status tabs — All, Processing, Completed, Cancelled, Refunded, Failed, On Hold, Pending — each with a count; search matches order number, customer, or email; filters narrow by date range, fulfillment (Unfulfilled / Partial / Fulfilled / Returned), payment (Pending / Completed / Failed / Refunded), and source (Web / Manual / Import).
Bulk-select orders to Mark as Processing / Completed / Cancelled or Export Selected; Export CSV downloads the filtered list, tracking numbers included.
Housekeeping is automatic: web checkouts that never paid are hidden from the default view and cancelled after 24 hours (filter Payment → Pending to see them).
Every paid order also becomes a Paid sale on the Sales page (source Online store) with its works, prices, artist and exhibition, so reports, artist payouts and show statements read one list. The sale links to its order; refunding the order cancels the sale.

Manual orders

Add Order opens “Create Manual Order” for phone, in-person, or custom sales: customer name/email/phone, shipping address, any number of line items (title, artist, price, quantity, SKU), plus shipping, tax, a discount with code, currency, status settings, and internal notes.

The order detail page — every action

Header actions: Packing Slip (print-ready, with item thumbnails, a “Picked” checkbox column, and no prices), Invoice (a print invoice with your prefix, itemized tax, and notes), Commercial Invoice (international orders only: the customs document for the pouch, printed from the declaration the label was bought with — descriptions, HS codes, origins, values, weights, the signer and the AES exemption or ITN; before a label it drafts one from the order’s items), COA (when a line item is a linked artwork), Refund, Create Shipping Label, and Send to Shippo (pushes the order into your Shippo account for labels and customs forms).
The Order Actions card adds Add Tracking (carrier, number, optional URL — logged as a shipment and the buyer is emailed automatically), Payment Plan (pre-fills a plan from this order), and Certificate of Authenticity.
Also on the page: editable billing and shipping addresses, an editable items table (quantity/price changes are kept in an Edit History), a per-order Invoice Note that prints above your store-wide note, a fulfillment card with Mark as Fulfilled, customer history (orders, total spent, average), and a notes timeline where “Send to customer” turns a note into an email.
Status is set from the detail page or in bulk from the orders list, and both offer the same set: Pending, Confirmed, Processing, On Hold, Shipped, Completed, Cancelled, Refunded, Failed. Saving a status the buyer should hear about — Processing, On Hold, Shipped, Completed, Cancelled, Refunded, Failed — emails them, and the screen tells you so before you save. The Send Email card still sends any of those on demand (plus a receipt), and refunds email the buyer automatically.

Refunds

Refund takes a reason (customer request, damaged item, wrong item sent, quality issue, shipping issue, other), lets you tick specific items with quantities and a per-item Restock checkbox, and accepts any amount up to what’s refundable — partial refunds are first-class.
The refund is processed through the order’s own processor (Stripe, Square, or PayPal; manual orders record a manual refund). A full refund flips the order and its payment status to Refunded; every refund lands in a Refund History with a Net Total on the order summary.

Shipping from an order

Create Shipping Label supports partial shipments — pick which items ship now (“Shipment 2 of 3”), choose a custom package, a saved template, or a USPS flat-rate box, fetch live rates (sortable by cheapest/fastest, filterable by carrier), and add insurance, signature, or delivery confirmation before Buy Label & Create Shipment. Insurance and signature are quoted with the rate and applied to the label; the shipment records what the carrier actually applied, and says so if the carrier refused one of them.
Buying labels for every item marks the order Fulfilled (some of the items, Partial). Once a day ArtVault checks with your carrier account on labels bought in the last 60 days: delivered parcels are marked Delivered, and when all of an order’s parcels have arrived it moves from Processing or Confirmed to Completed. No extra email goes to the customer, and orders you’ve put on hold, cancelled, or refunded are left as they are.
Buying a label — or saving manual tracking — automatically emails the buyer their tracking; Resend Shipping Notification covers lost emails, and Schedule Pickup opens your carrier’s free pickup scheduler. Full setup details are in Shipping & Fulfillment.

The Emails Sent log

Each order keeps a log of the status and note emails sent for it — processing, on hold, completed, cancelled, refunded, failed, and customer notes — with subject, recipient, and time, so you always know what the buyer was told.
Every order email type has a customizable template (Store Settings → Emails) with merge tags, a test-send button, and per-type on/off switches.
Order emails come from your store, not ArtVault — from your own address once your sending domain is verified in Settings → Email, otherwise your store name with replies routed to you — in one layout with your store name, item pictures and totals, and a small “Powered by ArtVault Works”. Each buyer email has a View your order button that opens that order on your own site (status, tracking, items, address) without a login; templates can use {order_url} for it.

Invoices

/invoices manages invoice records: Draft, Sent, Paid, Overdue (a sent invoice past its due date shows as overdue automatically), or Cancelled. The editor covers the number (auto-generated with your prefix), the contact (search, or Add new contact inline), currency, issue/due dates, line items (pick artworks to auto-fill description and price, or type freely), a tax rate, a discount, notes, terms, and reusable Standard Notes you toggle per invoice.
Every invoice belongs to a sale. Make one from a sale’s drawer (Create invoice, at any stage) or start it here and the sale is created for you — at Committed while the invoice is a draft, which reserves the work. The invoice shows its sale and its stage, and opens it in Sales.
Send Invoice emails a payment link and flips a draft to Sent — the sale moves to Invoiced; you can also copy the public link, preview and print / save as PDF, or push the invoice to QuickBooks once connected.
On the public page the buyer can Pay with Card (Stripe) or PayPal, or follow your manual instructions — Venmo, Zelle, ACH, wire, or check, each with the details you configured in Store Settings → Payments. Paid invoices show a PAID watermark.
Record payment (Mark as Paid) records the method (Stripe, Square, PayPal, Venmo, Zelle, ACH, wire, check, cash, other) and a reference. Whether the buyer pays online or you record it, the sale moves to Paid — the work is sold, or its shop stock counts down — and a completed order is created so the revenue shows up in your analytics.
Invoice Settings set your defaults: payment terms (Due on Receipt through Net 90), currency, tax rate, number prefix, a default note printed on every invoice, and up to five Standard Notes.

Payment plans

/payment-plans splits a sale into 2–12 installments — Weekly, Bi-weekly, or Monthly — from a start date, with a fully editable schedule (per-installment amounts and dates). Start one from scratch or from an order’s Payment Plan button.
Record each payment as it arrives (wire, check, card, cash, PayPal, other — with a reference), edit or waive an installment, or Send Reminder. Reminders also go out automatically 3 days before each due date, overdue notices after it; a plan with two overdue installments is flagged Defaulted, and it completes itself when everything is paid or waived.

Your buyer’s portal

Buyers sign in with an emailed magic link (no passwords, links last 24 hours) — from your storefront’s Account page or the standalone portal. They see orders with per-shipment tracking timelines (Placed → Shipped → In Transit → Delivered), invoices with pay links, digital Downloads, two-way Messages with you, their inquiries, and their profile.
They can also reorder past purchases, request a Return / Exchange (with a reason; your response shows on the request), and manage their mailing-list subscription. A public Order Tracking page on your storefront looks up any order by number + email — no sign-in needed.

Shipping & Fulfillment

Buy real carrier labels, print packing slips, and charge accurate shipping — from per-item flat rates to live carrier quotes. Everything below lives under Store Settings → Shipping and on each order.

One-time setup (required before labels)

Store Settings → Shipping shows a checklist that turns green when you’re ready. Carriers reject a label unless all of this is present:

Carrier API key — add a Shippo token (Store Settings → Shipping). Paste the full token; the field blocks browser autofill so a saved password can’t overwrite it.
Origin address — full street, city, state, ZIP. States are accepted as names or codes.
Origin phone — carriers print a sender phone on every label; without it the label is refused.

How shipping is priced

Live carrier rates — real USPS/UPS quotes at checkout based on the parcel and destination.
Flat rate — one price for all orders. Set a separate domestic and international amount; leave international blank to charge the domestic rate everywhere.
Per-product fixed — a specific domestic/international price on an individual product or category, overriding the store default. (Example: non-4×6 drawings at $20 / $50.)
Free / calculated at packing — free shipping, or defer pricing to an invoice for crated works. The buyer pays for the work at checkout; the order then shows Set shipping cost. Enter the amount and choose Save & Send Invoice to email the buyer their shipping invoice with a card payment link (your own Stripe account); the order shows “invoice sent” and then “invoice paid”, and you get a notification when it’s paid. Plain Save records the cost without emailing anyone.

Category shipping defaults

Products → Categories → hover a category → Shipping sets how everything in it ships (free, fixed domestic/international price, live rates with default dimensions, or quote-after-purchase) for products that don’t set their own.

Package templates & combining

Save reusable box sizes under Store Settings → Shipping → Package Templates (edit and delete there too).
Assign a template to a product — or to each size of a variable product — with the “Ships in” picker on the product, or to an original with Shipping package in the artwork editor (under Add to store).
Mark a template Combined shipping so items sharing that box quote as one parcel; mark a product Never combine to force it to ship alone.
Carrier flat-rate boxes (e.g. USPS Small Flat Rate): pick the box under USPS flat-rate packaging when creating a template, and checkout charges the flat price whatever the weight. When every item in an order ships in the same flat-rate box, the label form opens on that box’s Carrier Package tab.

Buying a label

1Open the paid order and choose a package (a saved template, custom dimensions, or a carrier box).
2Rates load using the buyer’s full address. Pick a service and click Buy Label & Create Shipment.
3Print the label and packing slip. The buyer is automatically emailed a tracking notification, and the order’s Emails Sent log records the status and note emails sent for it.
4Schedule Pickup opens your carrier’s free pickup scheduler (USPS Package Pickup, or UPS/FedEx) so you don’t have to visit the counter.

If a label is refused, the order shows exactly what’s missing (address, phone, or API key) with a link straight to the setting. If you changed a setting, refresh the order so it re-fetches rates before buying — a rate quoted before the fix can’t be purchased.

Taxes

Charge the right tax automatically at checkout with rules you control, and keep clean records for your accountant.

Tax rules & rates

Under Store Settings → Payments → Tax Rules, add tax rules: a rate (e.g. 8.875%) applied to a region — a country, state/province, or postal range.
Give a rule a name (e.g. “NY Sales Tax”) so it’s clear on invoices and reports. Add as many as you need for the places you’re registered to collect.
The correct rule matches the buyer’s shipping address at checkout; tax is calculated on the order and shown as its own line.

Shipping zones (optional)

Under Store Settings → Shipping you can also define shipping zones — regions with their own flat, free, or weight-based shipping methods — which work alongside tax rules to control what each destination is charged.

Records & accounting

Every order stores its tax breakdown; invoices show it, and Reports export it.
If you use QuickBooks, connect it in Integrations to sync orders and keep your books current without re-keying.

Consignments & Loans

Track works you’ve placed with galleries — and works placed with you — plus artwork loans in both directions (Studio Pro and up). Printable agreements come from the Reports document system, and gallery accounts settle consignment sales through Artist Payouts.

Consignment records

/consignments → New Consignment: choose the direction — Consignment Out (to gallery/dealer) or Consignment In (from artist/collector) — then the artwork (one per record), the contact (labeled “Consigned To” or “Consigned From” to match), the consignment date and expected return date, a Commission Rate (%), a Minimum Price and List Price, free-text Terms, and Notes.
Status is the lifecycle: Active → Sold / Returned / Cancelled. Extend an agreement by editing the return date; record the outcome by flipping the status. The list filters by All / Active / Out / In, with stat cards for works out, works in, and active value.
Consignments and inventory stay independent: mark the work itself Consigned in Inventory (its status list has a Consigned option), and record an actual sale in Sales (or set the work’s status to Sold) — a consignment marked Sold is book-keeping on the agreement, not a transaction. The contact picker here, like every other, can Add new contact inline.
Building a room for a gallery? The viewing-room editor’s Add to Consignments button creates a consignment-out record for every work in the room, or just the ones you tick, in one click (works already on an active consignment are skipped).

Expiry reminders

Turn on the “Consignment Expiring” rule under Sales & CRM → Follow-ups and a daily check creates a task for any active consignment whose return date falls within the next 30 days — with your own title template, priority, and lead time. The rule isn’t on by default.

Agreements (printable documents)

Generate a Consignment Agreement or Loan Agreement from Reports → New Report, or straight from a viewing room’s Export menu. The setup asks for the consignee’s / borrower’s details (name, email, address, phone, start/end dates — plus Commission % for consignments and Loan Purpose for loans) and lets you checkbox-select any number of artworks.
The document carries party panels, an artwork table with values (each work’s insurance value, falling back to price) and a total insured value, numbered terms — commission and payout, duration, minimum pricing, an insurance clause, return terms, liability — and signature blocks for both parties. Templates are editable block-by-block (see Reports & Documents).

Statements & settlement (Artist Payouts)

On Gallery Pro, /artist-payouts settles consignment-in sales: Generate Statement for an artist over a period (This Month, Last Month, This Quarter, Last Quarter, or a custom range) and it gathers their paid sales from the one sales list — recorded by hand, marked sold in inventory, invoiced, store orders, auction wins; every sale carries its artist — applies each consignment’s commission rate (50% where none is set), and previews Total Sales, Gallery Commission, and Artist Share line by line.
Statements move Draft → Pending → Paid: add adjustments while drafting, Mark as Pending when you send it, then Record Payout with the payment method (Check, Wire Transfer, ACH, PayPal, Venmo, Zelle, Cash, Other) and a reference. Artists see their own statements read-only in the artist portal.

Loans

/loans → New Loan: direction — Loan Out (lending to institution) or Loan In (borrowing from collector) — plus the artwork, a contact and/or venue (e.g. “MoMA”), and a purpose: Exhibition, Study/Research, Conservation, Photography, or Other.
Status runs Pending → Active → Returned (or Cancelled), with three dates: loan date, expected return, and actual return. Record the insurance particulars (value, provider, policy number), the shipping method, and Condition on Loan / Condition on Return notes for the round trip.
An active loan past its expected return is flagged Overdue automatically, and the stats track insured value out on loan. For a formal condition document, generate a Condition Report from the work’s Inventory record.

Editions & Multiples

Two tools work together: the Editions registry (/editions) tracks a whole print run impression by impression, while each artwork’s own edition fields drive what buyers see and what prints on certificates.

The editions registry

/editions → New Edition records the run itself: title, type (Print, Photograph, Sculpture Cast, Reproduction, Other), year, Edition Size, Artist Proofs and Printer Proofs counts, medium, paper/material, printer, publisher, and notes.
Select an edition and Generate All creates every impression in one click — numbered items 1 through the edition size (shown as “3/50”), plus your APs and PPs, all starting Available. Press it again after changing the run size and it only fills in what’s missing, so nothing is duplicated.
Add Item covers everything else, one at a time: type — Numbered, Artist Proof (AP), Printer Proof (PP), Hors Commerce (HC), Trial Proof (TP), Bon à Tirer (BAT), or Other — with its own number, a status (Available, Sold, Reserved, On Loan, In Collection), and notes. Each proof type keeps its own numbering. Every impression stays editable afterwards — mark 4/25 Sold, correct a number, or point it at the inventory record it is, so the registry and your inventory agree.

Edition info on the artwork itself

In the Inventory editor, check “This is an edition / multiple” to set the work’s Edition Number, Edition Total, and an AP note. These fields show on the public artwork page (“Edition 3 of 25”), print on the Certificate of Authenticity, and export/import through CSV.
To sell sizes of a print (Small / Medium / Large with separate prices and stock), use the artwork’s variants instead — see Online Store & Products.

Certificates of authenticity

Generate a COA from the work’s Inventory detail view (the COA button) — a print-ready certificate with the image, title, artist, date, medium, dimensions, the edition line, inventory number, provenance, and signature lines. Batch versions live in Reports & Documents.

Events & Exhibitions

Events (/events) is guest-list command central for openings, private views, and fairs — invitees, RSVPs, plus-ones, day-of check-in, and a shareable public RSVP page. Exhibitions on your website are published viewing rooms; a checkbox bridges the two.

Creating an event

New Event: name, type (Opening, Private View, Art Fair, Talk, Workshop, Other), description, venue and address, city/country, start and end date & time, an optional Linked Collection (one of your viewing rooms), a max capacity, an RSVP Deadline, and internal notes.
Two switches control visibility: Enable RSVP (on by default) and “Make event public (enables public RSVP page)”. The list groups everything into Current, Upcoming, and Past, with search and a type filter.

The guest list

Open an event for its guest view: stat cards for Total Guests, Confirmed, Declined, Waitlisted, and Checked In, plus search and an RSVP filter.
Add Guest records name, email, phone, Plus Ones, an RSVP status (Invited, Confirmed, Declined, Waitlisted, Cancelled), and notes. Import Contacts pulls guests straight from your CRM (already-added contacts are hidden); Import CSV takes a list from anywhere else — name, email, phone, plus-ones and notes, the same shape Export CSV writes — and skips anyone already on the list, so re-importing never doubles it.
Send invitations emails everyone who hasn’t answered yet, from your own sending address, with the date, place, description and an RSVP link.
Each row’s RSVP status is an inline dropdown — change it and it saves. On the night, the Check In toggle stamps the time (and the guest’s plus-ones); tap again to undo.

The public RSVP page

Public events get a link — shown on the event with a Copy button — where guests see the details and RSVP with their name, email, additional guests (up to 10), and dietary notes, choosing Confirm Attendance or Decline.
RSVPs match guests by email, so someone you invited flips from Invited to Confirmed rather than duplicating; new names are added to the list. Each submission gets an automatic confirmation email, and the form closes itself after your RSVP deadline.
Max capacity is enforced. Once confirmed guests and their plus-ones fill the room, the next confirmation becomes a waitlist entry — the page and the email both say so — and you promote people by changing their RSVP status as places free up. Someone editing their own RSVP isn’t counted against themselves.
Public events also appear on your own website at /events, upcoming and past, each with an RSVP button while RSVPs are open. Add that page to your navigation from Website → Navigation.

Exhibitions on your website

Your site’s Exhibitions page lists your published, un-gated viewing rooms, grouped Current and Past by their dates — each with its cover, dates, venue, and a Works grid. Give a room an exhibition type, dates, and venue in the room editor and it reads like a show.
The bridge runs room → event: when a room has a start date, the room editor offers “Add to Events Calendar” — it creates (and keeps in sync) a matching event with RSVP tracking, the room’s cover, and its dates. Uncheck it to remove the event.

Email Marketing

The Email Marketing menu has five areas: Campaigns (the hub and builder), Email Credits, Automations, Mailing Lists, and Email Analytics. Campaigns send from your own domain, on your own sender reputation.

Campaigns & templates

Create Campaign asks for a subject line, preview text, and an optional name, then shows every starting point as the email itself: Blank, ten gallery templates (Gallery Newsletter, New Exhibition Announcement, Artist Spotlight, New Works Available, Event Invitation, Collector Update, Art Fair Preview, Holiday / Seasonal, Minimal / Clean), and your saved templates. Template artwork grids preview with your own newest works.
The editor walks three steps — Content → Audience → Review — and autosaves drafts as you work. Save as Template turns any design into a reusable one; Preview renders desktop and mobile with sample data. Review points out anything that would send wrong: an image block still waiting for its picture, a button with no link, or grid works that aren’t published on your website.
Every campaign row is clickable: a sent campaign opens its full report in Email Analytics, a draft or scheduled one reopens the editor.

The block builder

Twelve content blocks: Heading, Paragraph, Image, Button, Divider, Spacer, Columns (2 or 3, drag blocks into each), Social Icons, Logo, Video (thumbnail + link), Artwork, and Artwork Grid. Click one to add it below the block you have selected, or drag it into place. Every block has background/text color, per-side padding and margin, and alignment; an HTML Editor mode is there when you’d rather paste your own markup.
The canvas is the email as it will arrive — the real pictures, prices and links, spacing and footer. Click a heading or paragraph and type straight into it.
Links: select words and press ⌘K (or the link button) to link them. Every link field — text, buttons, images, logos, artwork — offers your website’s pages and public viewing rooms by name, or takes any web address or email, and says in words where the link lands. Web and email addresses typed into a paragraph link themselves.
The Artwork blocks open a visual picker of your inventory — newest first, with search, a collection or viewing room filter, and Available only. Works in a grid appear in the order you click them; reorder or remove them in the side panel. Choose 2 or 3 across and what shows under each work (title, artist, year/medium/size, price, and a link as a button or underlined text). Each work links to its own page on your website, or send everyone to one page instead. Prices and pictures refresh from inventory when it sends, and a sold work reads “Sold”. An Artwork Grid left empty fills itself with your six most recent available works that have an image.
Global email settings: an email-safe font stack (System Sans, Helvetica, Georgia, Palatino, Times), email and page background colors, accent color, and width (480–720px). Personalize with {{name}} and {{email}}; a compliant footer with your address, an unsubscribe link and your privacy policy is appended to every send automatically. The privacy link goes to your own site’s privacy page unless you set another (Email Settings → Footer, or Store Settings → Privacy, which also shows it at checkout). In a test email the unsubscribe link opens a page explaining it’s a test, so nobody is taken off your list. Campaign and automation mail also carries the one-click unsubscribe header Gmail and Outlook use, so their built-in unsubscribe button works — the opt-out is recorded against your list only, never platform-wide.

Audience, testing & scheduling

Four audiences: All Recipients, Contacts Only, Mailing List Only, or VIP Contacts. Unsubscribed people are excluded automatically and duplicates are merged by email address, with a live estimated-recipient count.
Send Test asks who to send it to — you, your team, anyone you’ve tested with before, a contact found by name, or any address you type or paste, up to five at a time. Each person gets their own copy with [TEST] in the subject. It works on trials and before your domain is verified, so you can always check rendering; tests to people outside your account are limited to 25 a day.
Send immediately, or set a date and time to Schedule — scheduled campaigns go out at the next daily send window after the time you pick. A scheduled campaign can’t be edited: duplicate it to revise, or delete it to stop the send.

Credits, limits & the sending domain

Monthly campaign allowances by plan: Studio 2,500, Studio Pro 5,000, Gallery Pro 25,000. Trials can build and test-send but not send campaigns. Transactional email (order confirmations, shipping notices) is always free and unlimited.
Prepaid credits extend a month: 500 for $5, 2,000 for $15, 5,000 for $30, or 20,000 for $100 — or type any amount from 500 to 1,000,000, priced at the rate of the largest pack it reaches (8,500 credits are $51). They never expire, and sends beyond your allowance draw down the balance automatically. Email Credits shows your balance, lifetime totals, and a full transaction history.
Choosing an amount opens a checkout. With a card on file, Confirm purchase charges it and the credits are in your account straight away; pick Use a different card to pay with another. The first time, you enter a card on Stripe’s secure payment page and it’s saved, so later purchases take one click.
Sending a campaign requires a verified sending domain (Settings → Email, with registrar-specific walkthroughs). This keeps your list on your own sender reputation — nobody else’s sending can hurt your deliverability, and yours can’t hurt theirs. Until it verifies, transactional email goes out from the platform address with your name.

Mailing list & signups

Mailing Lists holds your subscribers: add them one by one, import a CSV or pasted addresses, export the list, and search or filter by status. Removing a subscriber deletes them permanently — unsubscribes are recorded automatically when someone clicks the link in an email.
“Require confirmation on signups (double opt-in)” governs storefront signups and is off by default: off, new subscribers join immediately; on, they get a confirmation email and show as Pending until they click it. A Pending row has a Resend confirmation button in case the first email went astray. Manual adds and CSV imports subscribe right away either way.

Automations

Automations pairs a trigger with an action. New Contact, New Sale, and Viewing Room Visit fire the moment those events happen. Abandoned Cart fires on the daily sweep, once per cart. Contact Birthday fires on the daily sweep for contacts whose Birthday field (set it when editing a contact) matches the day. Manual Trigger fires when you press Run now on the automation’s row. Actions: Send Email (one of your saved templates), Add Tag, Create Task, or Send Notification.
An Abandoned Cart automation that sends an email replaces the built-in cart reminder emails, so a shopper is never double-mailed; the other actions run alongside them.
Each automation shows how many times it has fired and its run history (success / failed / skipped); toggle any off at will. Automation emails respect unsubscribes and count toward your monthly sends.

Email analytics

Email Analytics lists every sent campaign with delivered, opened, clicked, bounced and unsubscribed figures; click any column heading to sort. Open and click rates are out of delivered mail, and there's an opens-and-clicks chart for the last 7, 30 or 90 days.
Open a campaign for its report. Each figure is clickable and lists the people behind it: who opened, who clicked (and which links), who bounced and the receiving server's reason, and who unsubscribed. Click a link to see who clicked it, or a person to see everything they did with that email. A report updates itself while a send is fresh.
Scanner clicks are left out. Workplace and school mail security (Microsoft Defender and similar) opens every link in an email seconds after it arrives. ArtVault spots this (several links within seconds, a hidden link only software follows, automated or years-old browsers) and doesn't count it; the report says how many were set aside and lets you see them. Opens that were only Apple Mail loading images automatically are counted but noted, since the person may not have read the email.
Delivered means sent and not bounced. People reach the unsubscribe page from the link at the bottom of your email and press one button to confirm, so a link scanner or an accidental tap can't unsubscribe anyone. The Unsubscribe button built into Gmail, Apple Mail and Outlook still works in one step.

Tip: Leave an Artwork Grid empty in a recurring newsletter template — it fills with your six newest available works at send time, so “new work” emails assemble themselves.

Reports & Documents

Reports (/reports) generates branded documents from any set of artworks — tear sheets, catalogs, insurance reports, certificates, agreements — plus quick CSV/XLS exports and an all-time analytics view. The same document menu is embedded in viewing rooms.

Every document type

Documents: Tear Sheet (list with thumbnails, details & pricing), Portfolio Pages (one work per page, large image), Catalog Pages (portfolio layout without prices), Inventory Report (full table with status & location and summary totals), Insurance Report (valuations — each work’s insurance value, falling back to appraised value, then price plus a markup you set).
Labels: QR Labels — a printable label sheet (QR code to the work’s public page, title, artist, medium, dimensions, inventory number).
Legal & Certificates: Certificate of Authenticity, Condition Report (a structured assessment form with per-area Excellent/Good/Fair/Poor ratings, the work’s condition notes, photo placeholders, and signature lines), Consignment Agreement, and Loan Agreement (both with party panels, an artwork table with insured values, numbered terms, and signature blocks).
Migrate to Other Platforms: Artlogic CSV — your selection in Artlogic’s import format, from a viewing room’s Export menu.

Generating a report

New Report → pick the type → the creator opens: name the report, choose the source — All Works, a Collection, an Exhibition, a Viewing Room, or an Artist — then search and checkbox the works (Select All included). Agreements add the counterparty’s details; the insurance report adds its markup settings.
The preview offers Print, Download PDF (via your browser’s save-as-PDF dialog), and Send Email — pick a contact or type an address and the report is emailed with your message.

Editing document templates

Every document card has an “Edit template” gear opening a full block editor: 17 building blocks (headers, artwork tables with per-column checkboxes, artwork cards, summary stats, party details, terms lists, signature blocks, condition grids, photo grids, certificate headers…), drag to reorder, per-block styling, and a Design tab for that document’s fonts, accent color, page margins, and logo. Templates are saved against your account, so they follow you to another browser or machine.
The Design Options on the generate dialog — fonts, accent, margins, and the Show prices / Show status switches — apply on top of the template for that one document; turning prices or status off removes those columns from its tables.
Preview renders the template with sample works before you save. Templates are saved per document type in the browser you edit them in.

Documents from a viewing room

The room editor’s Export menu — and the Reports button on the live room for you and your email-verified collaborators — generates any of the document types straight from the room’s works, in the room’s order, with the room name as the subtitle. Certificates and condition reports are per-work documents and use the first work of the selection.

Quick exports

The Export dropdown downloads raw data: Artworks to CSV or XLS, Contacts CSV, and Sales CSV — the fastest route to a spreadsheet or your accountant.

Analytics & Insights

The Analytics tab on /reports is the all-time ledger: inventory value, sales totals and pipeline, breakdowns by category, status, artist, location, year, and medium.
Insights (/insights — “Analytics” in the sidebar, Studio Pro and up) is the dashboard view: an Inventory tab (status donut, values, top categories, monthly activity) and a Sales Analytics tab over your shop orders with time ranges — Last 7 days, Last 30 days, Last 90 days, Last 12 months, All time — revenue over time, top-selling products, orders by status, and recent orders.

Per-artwork documents

From any work’s Inventory detail view: COA (a formal certificate), Print Info (a complete information sheet), Print Label (a single QR label), and saved structured Condition Reports with a letterhead print version — see Inventory Management.

Integrations

Connect ArtVault with Stripe for payments, Google Analytics for tracking, and use the API for custom integrations.

Connecting Stripe

1Navigate to /integrations and find the Stripe card.
2Click Connect Stripe. You will be redirected to Stripe to authorize the connection.
3Once connected, your invoices will include a “Pay with Card” button that lets buyers pay directly. Payments are deposited to your Stripe account and status updates automatically in ArtVault.

Mailchimp (coming soon)

Mailchimp contact sync is in development. Check the /integrations page for availability. In the meantime, you can export contacts as CSV and import them into Mailchimp directly.

API access

1Go to /integrations and scroll to the API section.
2Generate an API key. Keep this key secure — it grants full access to your account data.
3Use the RESTful API endpoints to read and write inventory, contacts, orders, and other data. Refer to the API documentation linked on the integrations page for endpoint details and examples.

Payments — Stripe, PayPal & Square

Stripe (recommended): connect in Store Settings → Payments. Cards, Apple/Google Pay, and automatic payouts to your bank. Funds settle in your own Stripe account; ArtVault never holds your money.
PayPal: add your PayPal Client ID and Secret (developer.paypal.com → Apps & Credentials). Buyers pay with PayPal or card.
Square: paste your Square access token and location ID (developer.squareup.com). Good if you already run Square in a physical space.
You can enable more than one; the buyer picks at checkout. Test with each provider’s sandbox before going live.

Shipping — Shippo

Add a Shippo API token in Store Settings → Shipping to buy real labels and show live rates. Generate the token in your carrier account and paste the full value.
Complete the shipping checklist (origin address + phone) and you can buy labels straight from an order. See Shipping & Fulfillment.

Email — your own sending domain (Resend)

In Settings → Email, connect your domain and add the DNS records it shows. Once verified, all your emails send as you, and you can send campaigns (a verified domain is required to send bulk, which protects everyone’s deliverability).

Accounting — QuickBooks

Connect QuickBooks Online to sync orders, invoices, and revenue so your books stay current without manual entry.

Bringing data in — Mailchimp & Artwork Archive

Import your Mailchimp audience and sent-campaign history, and migrate an Artwork Archive catalog (artworks, contacts, messages, and viewing rooms). See Import & Migration.

Webhooks

Store Settings → Webhooks pushes events to your own systems the moment they happen: orders (created, updated, completed, cancelled, refunded), products (created, updated, deleted), customers, checkout completions, and low-stock alerts — or subscribe to everything with *.
Add an endpoint URL and pick its events. Set an optional secret and every delivery is signed (X-Webhook-Signature, HMAC-SHA256) so your server can verify it came from us.
Deliveries that keep failing pause the endpoint automatically after 10 straight failures; the list shows each endpoint’s last result so a dead URL never fails silently.

Import & Migration

The Migration Wizard (/import — “Import / Migrate” in the sidebar) moves your catalog in from ten platforms or any CSV, with per-platform export guides, automatic column mapping, duplicate detection, and image migration. A second tab scans an existing website and rebuilds its pages in ArtVault.

The Migration Wizard

Pick your platform — Artwork Archive, Artlogic, ArtCloud, ArtBinder, WooCommerce, Shopify, Squarespace, Big Cartel, Etsy, or Other / CSV — and what you’re importing: Artworks, Contacts, Exhibitions, or Locations (what’s available varies by platform).
Each platform ships a step-by-step “How to export” guide with time estimates and warnings — e.g. Artlogic caps exports at 200 records per spreadsheet, so bigger inventories take several passes (duplicate detection keeps re-runs clean).
Upload a CSV or Excel file (.csv, .xlsx, .xls — up to 50MB). The wizard fingerprints the headers and warns if the file looks like it came from a different platform than you picked.

Mapping, preview & duplicates

Map Fields matches your columns to ArtVault fields automatically (using per-platform presets) and lets you adjust every one — artwork targets cover 50+ fields from title and pricing to provenance, edition info, framing, signature, certificate, and image URLs. Unmapped columns are simply skipped; templates for a clean start are downloadable.
Preview validates every row — errors (like a missing title), warnings (an odd year, an unparseable price), and info notes — with per-row checkboxes; rows with errors start deselected.
Duplicate detection checks your real library — artworks by title + artist, contacts by email — and lets you Skip or Replace per row or all at once. Replacing updates the existing record in place.
Values are normalized on the way in: dimension strings like “24 x 36 in” split into fields, edition notes like “3/25” or “AP 2/5” parse into numbers, statuses and categories map to ArtVault’s, and HTML is stripped from descriptions.

Artwork Archive specifics

From AA’s CSV/XLS report exports the wizard imports artworks (full detail including up to 30 additional image URLs per work, framing, signature, condition, locations), contacts, exhibitions, and locations.
AA embeds sale data in artwork rows — leave “Create sales records from sold artworks” checked and each sold work gets a Paid sale (buyer, date, price; source Imported) on the Sales page automatically.
Images migrate for real: every image URL is downloaded, optimized to WebP, and stored in your ArtVault account — no hotlinks back to the old platform.
AA private rooms import separately: on Viewing Rooms, Import Room takes a private-room URL (password-protected rooms supported), scrapes the works, matches them to your inventory (exact, fuzzy, and inventory-number matching, with manual search for stragglers), and creates an unpublished viewing room from the matches.

Store platforms & website rebuild

Shopify can import directly from the connected store — products, customers, and orders (up to 250 of each per run) — while WooCommerce, Squarespace, Big Cartel, and Etsy import via their CSV exports with tailored mappings (stock, sale status, and listing states translate automatically).
Scan Website rebuilds your old site: paste the URL, pick the discovered pages, and AI converts each page’s content into ArtVault blocks for review (title, slug, and page type are editable) before creating them. A dedicated Squarespace wizard (/import/squarespace) adds design capture and a go-live checklist.

Also in Inventory

Inventory → Import → Import ArtVault File is the quick CSV path for spreadsheets already in ArtVault’s own format, and Bulk Upload turns a folder of images into staged artworks (titles from filenames) — see Inventory Management.
Contacts import through the Migration Wizard’s Contacts type, with its own template covering names, emails, phones, addresses, tags, and VIP status.

Tip: Migrating from a platform with a small export limit? Run multiple filtered exports and import them one after another — duplicate detection recognizes what’s already in, so overlapping files don’t create copies. For hands-on migration help, create a support ticket.

Billing & Account

Plans, your subscription, profile and security, team roles, and the audit log. Every plan starts with a 14-day free trial with full (Gallery-tier) feature access — trials can test-send email but not send campaigns.

Plans

Studio

For independent artists managing active inventory.

$39/mo

$32/mo billed annually · 2,500 emails/mo

Studio Pro

For artists running active sales workflows.

$89/mo

$74/mo billed annually · 5,000 emails/mo

Gallery Pro

For independent galleries managing multiple artists.

$179/mo

$149/mo billed annually · 25,000 emails/mo

Every plan includes unlimited artworks, the website builder, viewing rooms & AR, CRM, editions, and email marketing. Studio Pro adds the sales workflows: Sales pipeline, Orders, Invoices, Consignments, Loans, Discounts, Revenue & Expenses, Insights, and Integrations. Gallery Pro adds multi-artist tools: Artists, Artist Payouts, and Team roles.
Annual billing saves about 17% (e.g. Studio $39/mo → $32/mo).
Launch pricing. Sign up in 2026 and your rate is locked in for as long as you stay subscribed. Your rate only changes if you change plans.

Managing your subscription

/account shows your plan, its price, and the next billing date. Choose a plan with the Monthly / Annual toggle; once subscribed, Manage Subscription opens the Stripe billing portal — payment methods, invoices, plan changes, and cancellation all live there.
If a payment fails you keep access for a 14-day grace period while you update the card. After a cancellation the account locks to the Account and Settings pages — your data stays exportable there whenever you return.

Profile, security & your data

The Account page also holds your profile (photo, name, business name, contact details, bio — this feeds your website, invoices, and documents), a change-email flow (confirmation link to the new address), password change, and Sign Out Other Sessions.
Export All Data (JSON) downloads your profile, artworks, contacts, collections, and invoices in one file. Spreadsheet exports live where the data does: inventory CSV from /inventory → Export, and contacts / sales CSVs from Reports → Export.
The Danger Zone at the bottom of the Account page deletes your account permanently: click Delete Account, type DELETE to confirm, then Permanently Delete. Deletion is immediate and cannot be undone — your login and all associated data are removed and you are signed out. If you might ever want your records back, run Export All Data first.
Settings holds your working mode (Artist or Collector — collectors get a trimmed-down menu), default currency and dimension unit for new artworks, and notification preferences (Messages, Sales, Orders, Inquiries, Marketing).

Team & roles

On Gallery Pro, Settings → Team (the “Team” sidebar entry) invites staff by name and email with one of four roles: Admin (“Full access to everything including settings and team”), Manager (edit inventory, contacts, orders, and storefront), Sales (manage contacts and orders, view inventory), or Viewer (read-only).
The invite email lets them accept with their own login; the page tracks Pending / Active / Disabled with resend, disable, and remove controls, and you can change anyone’s role inline. A permissions reference table on the page spells out exactly what each role can see and do — financials, settings, and team management stay Admin-only.

Audit log

Settings → Audit Log (the “Audit Log” sidebar entry) records team activity with who, what, and when: creates, updates and deletes on artworks, products, contacts, viewing rooms, store settings, discounts, gift cards, events, campaigns and team members, plus order creation, order status changes, refunds, contact activity entries and team members joining — each entry with per-field before/after changes and the actor’s IP.
The log is for owners and senior staff: only the account owner and members with the Admin or Manager role can open it.
Search by entity or email, filter by type, action, and date range, and Export CSV for your records.

Notifications

The bell in the dashboard header collects what needs your attention — new orders, inquiries, bids, and alerts like low stock — so nothing depends on you watching your email.

View full pricing details

For Galleries

Gallery plans add roster management on top of everything above: represent artists, split sales with them, and give each artist their own window into how their work is doing.

Your artist roster

/artists holds a profile for each artist you represent — bio, contact details, and their default commission rate. Link works to an artist and their sales roll up automatically.

Artist payouts & statements

/artist-payouts tracks what each artist is owed from paid sales at their commission rate — every sale records its artist, whether it was recorded by hand, sold in the store, invoiced, or won at auction. Generate a statement for any period, send it, and Record Payout when you pay — the running balance stays honest.

The artist portal

From /artists, send an artist a portal invite. They sign in with a magic link (no password) and see their own works, sales, and statements — without access to the rest of your gallery’s data.

Frequently Asked Questions

Quick answers to common questions

Sign up for a free 14-day trial, choose your role (Gallery, Artist, or Collector), and start adding artworks to your inventory. You can begin with manual entry or import from a CSV file. Every plan includes unlimited artworks from day one.

Yes. Go to Inventory, click Import CSV, upload your file, and map your columns to ArtVault fields. We support all common spreadsheet formats. You can preview the import before committing, and any rows with issues will be flagged so nothing gets lost.

You can upload JPEG, PNG, and WebP files up to 50MB each. Images are automatically optimized — compressed and converted to WebP at up to 1800px on the longest side — so pages stay fast while artwork stays sharp.

Create a viewing room from your dashboard, add artworks, and customize the layout. Click Share to copy a unique link. You can optionally add a password for private presentations. Viewers don't need an account — the link works for anyone.

Yes. Custom domain support is included with every plan. Go to Website, then Settings, then Domain, add your domain, and follow the DNS instructions. SSL is automatic and included.

Add dimensions (height and width) to any artwork, then the "View in Room" feature is automatically available. Share the artwork link — when someone opens it on their phone, they can tap "View in AR" to see the work on their wall in real time. No app needed.

Yes. All artwork images on public-facing pages (portfolios, viewing rooms, and websites) have download protection enabled. Right-click saving, drag-and-drop, and mobile long-press are all blocked. While no online protection is absolute, this deters casual downloading.

ArtVault Works offers three plans: Studio ($39/mo), Studio Pro ($89/mo), and Gallery Pro ($179/mo). All plans include unlimited artworks. You can upgrade, downgrade, or cancel anytime. Annual billing saves about 17%.

Yes. Export your inventory as CSV from Inventory → Export, contacts and sales CSVs from Reports → Export, and a full JSON export (profile, artworks, contacts, collections, invoices) from your Account page. Your images are stored in your account and can be downloaded. If you cancel, the Account page stays accessible so you can still export everything.

Yes. If you're moving from Artwork Archive, Artlogic, ArtCloud, ArtBinder, or another platform, sign in and create a support ticket at the Help Center. We offer structured migration that preserves your inventory, contacts, sales history, and images.

A sale moves through four stages — Inquiry, Committed, Invoiced, and Paid — and each stage acts on the work: Committed reserves it, Paid marks it sold, and Cancelled releases it. Add one or more works with a price each and a contact, then move the card as the deal progresses; sending an invoice or receiving a payment moves it for you. Store orders and auction wins create their sale automatically, so the pipeline, reports, artist payouts and show statements all read one list.

Yes. Create an invoice from a sale at any time (Create invoice in its drawer), or start one on its own and the sale is created behind it. Customize it with your branding and payment terms and send it by email; sending moves the sale to Invoiced. Connect your Stripe account to accept card payments from the invoice page — paying online, or recording a payment yourself, moves the sale to Paid and the work is sold.

Create consignment records in either direction — works you place with galleries or works consigned to you — each with the artwork, contact, dates, a commission rate, and pricing. Loans track direction, purpose, insurance details, and condition notes, and flag themselves overdue past the expected return. Printable agreements come from Reports, and an optional follow-up rule creates reminder tasks before consignments expire.

Create an edition record with the run size and proof counts, then Generate All to create every impression (3/25, artist proofs, printer proofs) with its own status — and add HCs, trial proofs, or BATs with their own numbering. Set edition fields on the artwork itself and they show on its public page and print on its certificate of authenticity.

Yes. Create events for openings, private views, art fairs, talks, and workshops with full venue details. Add guests by hand or import them from your contacts, track RSVPs and plus-ones, and check guests in at the door. Public events get a shareable RSVP page where guests confirm or decline, with automatic confirmation emails and a deadline you control.

Design campaigns in a block builder with artwork blocks that pull straight from your inventory, or start from ten gallery templates — exhibition announcements, new-work alerts, newsletters, private sale offers. Pick an audience (all recipients, contacts, mailing list, or VIPs), send a test to yourself, then send or schedule — and track delivery, opens, and every link's clicks.

Generate branded documents from any selection of works — tear sheets, portfolio and catalog pages, inventory and insurance reports, QR labels, certificates of authenticity, condition report forms, and consignment or loan agreements — printable, savable as PDF, and emailable, with editable templates. Quick exports download artworks, contacts, and sales as CSV or XLS.

ArtVault Works connects to Stripe, PayPal, and Square for payments; Shippo for shipping labels; QuickBooks for accounting; Shopify for direct store import; and Mailchimp for audience sync — plus webhooks and a REST API for custom integrations. Browse the full directory, including e-commerce and print-on-demand partners, on the Integrations page.

Import contacts via CSV with our column mapping tool. You can bring in names, emails, phone numbers, addresses, tags, and notes. If you're migrating from another CRM, export your data as CSV and map the fields to ArtVault's contact fields during import.

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Documentation & Support

Documentation Guides

Getting Started

Inventory Management

The list: search, sort & views

Bulk actions

The artwork editor — every field

The editor, the detail view & per-work documents

Marking a work sold

Import, export & bulk upload

Locations

Viewing Rooms

Creating a room

Presentation & display

3D gallery & walk-through

Exactly what viewers see

Privacy & access

Sharing & links

Collaboration (picks & comments)

Show portal (for the artist in a show)

Analytics & exports

Website Builder

Overview & publishing

Pages & templates

The page editor

Every block

Section / Columns — real multi-column layouts

Per-block typography & styling

Design — themes, fonts & colors

Menu & navigation

Blog

Site settings & your domain

Online Store & Products

Turning on the shop

The products list

The product editor — tab by tab

Variations (sizes & options)

Digital products & downloads

Categories

Discounts

Gift cards

Reviews

Abandoned carts

Customer groups

How the storefront sells

View in Room & AR

Enabling AR for an artwork

Room photo placement

Sales & Pipeline

The four stages

Recording a sale

Sales and invoices

Revenue & Expenses

CRM & Contacts

Messages

Tasks & follow-up automations

Orders & Invoicing

The orders list

Manual orders

The order detail page — every action

Refunds

Shipping from an order

The Emails Sent log

Invoices

Payment plans

Your buyer’s portal

Shipping & Fulfillment

One-time setup (required before labels)

How shipping is priced

Category shipping defaults

Package templates & combining

Buying a label

Taxes

Tax rules & rates

Shipping zones (optional)

Records & accounting

Consignments & Loans

Consignment records

Expiry reminders

Agreements (printable documents)