Every artist knows that sinking feeling when a potential buyer asks about a specific piece and you have no idea where it is. Maybe it’s in storage, maybe it was sold last month, or maybe it’s hanging in your friend’s living room.
Expensive gallery software costs more than most art sales bring in, and keeping everything in your head stops working once you have more than a dozen pieces.
A simple tracking system fixes this mess. You’ll finally know what you own, where everything is, and how much it’s all worth without spending a fortune or learning complicated programs.
Our free art inventory template helps you stay on top of your collection so you can sound professional when opportunity knocks.
What Is an Art Inventory Spreadsheet?
An art inventory spreadsheet is a simple way to keep track of your artwork collection. It’s basically a digital list that includes important details like the title of each piece, when you created it, what materials you used, where it’s stored, and whether it’s for sale.
It helps you stay organized, document your work for insurance purposes, and easily share information with galleries or buyers.
Whether you have 20 pieces or 200, an art inventory spreadsheet saves you time and headaches by keeping everything in one place.
Why Use Our Art Inventory Spreadsheet Template?
- Keep everything in one spot: You’ll have all the important details right where you need them: what the piece is called, what it’s made of, how big it is, when it was created, what shape it’s in, and if it’s part of a limited series.
- Know your artists: Having artist names and contact info handy makes it so much easier when you need to verify a piece’s history, want to connect with other collectors, or are ready to sell.
- Stay on top of your money: You can see what you paid, what it’s worth now, and what you’re asking for it. This helps you make smart decisions about your collection and keeps appraisals organized.
- Ready for the professionals: When accountants, insurers, or appraisers need documentation, you’ll have everything properly labeled with who prepared it, who checked it, and when it was done.
- Your personal notes space: Got something special to remember? Maybe the piece was in a famous show, needed restoration, or requires careful handling. There’s room for all those important details.
Download Spreadsheet Daddy’s Free Art Inventory Management Spreadsheet
This artwork inventory template is a lifesaver for anyone trying to keep their art collection organized.
This template fixes that by giving you a single place to track everything that matters about each piece in your collection.
It covers all the basics you’d expect: the artist’s name, the title of the piece, the medium, its dimensions, and its condition. But it also handles the practical details that are easy to forget, like keeping the artist’s contact info handy and tracking the financial side of things.
Plus, there’s room for notes, which is perfect for jotting down the story behind a purchase or any unique details that make each piece special.
What’s included
- Simple setup that won’t drive you crazy: Track what matters, including the piece’s name, what it’s made of, its size, when it was created, and whether it’s still in good shape. You can also number everything so you don’t lose track.
- Never lose another artist’s contact info: We’ve all bought something cool and then couldn’t remember the artist’s name six months later. This gives you a proper place to store names and phone numbers.
- Keep tabs on what everything’s worth: Three easy spots allow you to record what you originally paid, what it’s worth now, and what you’d sell it for. Handy for insurance purposes or just keeping track of your collection’s value.
- Simple record keeping: Space to jot down who put the list together and when someone last looked it over. Sounds boring, but it’s actually very useful when you’re trying to remember if you added that new piece.
How to Use Our Art Inventory Spreadsheet Template
1. To get started, grab the template either as an Excel/PDF download or by copying the Google Sheets file.
2. Start by putting your company’s name and address at the top of the form. Next, fill in who conducted the inventory and when they finished it. Make sure to include the name of the person who reviewed the inventory and when the review took place. If there is anything else worth mentioning, jot it down in the notes section.
3. Fill out the template using the following fields for each item:
- Inventory Number
- Title
- Medium
- Dimensions
- Creation Date
- Condition
- Edition Number
- Artist Name
- Contact Information
- Purchase Price
- Current Value
- Asking Price
- Notes
