Artsystem5, Art Management Software by Artsystems

The ultimate art management database for galleries, collections, and artists

Artsystem5 (A5) is the reimagined, easy-to-use online upgrade to our industry-leading desktop solution, Artsystems Pro.

Comprehensive, integrated, and automated database software accessible from any online device — A5 is everything you need to run an art business or collection.

A5 FEATURES

WEB-BASED SOLUTION

Artsystem5 is web-based database software hosted in a highly secure cloud environment. Your A5 database is available anywhere via any computer or mobile device connected to the Internet via user-based private and secure login credentials.

FLEXIBLE MODULES

Utilize any or all of the seven integrated record modules listed below, saving time previously spent managing art information. Hide any unneeded modules. See how it works.

Contacts
Track contact details and correspondence, interests and offers, transactions and accounting. Include contacts’ images, artworks in collection, and much more — directly linked to all other modules.

Artists
Includes artist details, works, biography, statements, additional images — links to works and artist’s contact record.

Works
Record and display artwork details and activity, multiple images, condition, location and financial histories, bibliography, exhibition, and provenance references — directly integrating related records from other modules. Creating a new Work record is quick and easy.

Editions
Create templates for editions, track availability of works, record details of publishing and expenses. Editioned works also display in Works module, now with the option to hide or display each edition’s works under an Editions master record so that Works module viewing is more efficient.

Exhibitions
Record and display dates and venues, work details, installation images and notes, press releases, publication references, expenses, and more, linking to works, contacts, and references records.

Transactions
Create Offers, Consignments in and out, Loans, Exhibitions, Invoices, Cash Sales, Purchases, Payments, Payment Receipts, Credits, Shipments, Returns, and Work Receipts — integrating Works and Contacts on the fly. See Creating an Invoice Transaction and Creating and Converting Transactions videos.

Work References and Library
No competing system includes this valuable feature — a huge time saver for any database with important works. Automatically format bibliography and exhibition citations, associating with multiple works at once. Categorize and index for future use in individual work Infosheets and catalogues raisonnés. Integrated library function tracks owned items such as books and periodicals.

ADDITIONAL FEATURES

QuickBooks Integration
No double entry! A5 is the only online art management database that integrates with QuickBooks desktop and online accounting software (US, Canada, and UK versions). A5 imports the QuickBooks chart of accounts in order to export artwork payables and receivables information directly to the correct places in QuickBooks with a single posting. See the integration in action.

 

Third-Party Services Integration
Submit record details to online service offerings such as shippers, other software services, aggregate gallery websites, and to our blockchain certification integration partner, Verisart.

Our partnership with Articheck includes the deployment of a fully integrated condition reporting software solution.

The latest integration with Artsy enables users to share artwork data between their A5 database and their Artsy CMS. This integration makes it easier for galleries to engage with Artsy’s audience of millions of collectors and art lovers.

Email Marketing
Email individual artwork offers and other correspondence via A5, saving to Contact’s record.

Private Viewing Rooms
Create unlimited number of time-constrained presentation web pages, tracking visitors’ viewing histories within each contact’s record. Each Private Online Viewing Room has thumbnail images with captions, large views, artist bios, formatted PDFs, and more.

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FUNCTIONALITY HIGHLIGHTS

Internal Integration
A5 automatically cross-links related records such as Transactions with Works and Contacts, providing single-click navigation between them. In this refined and logical system, editing any record automatically updates all related records throughout the database. The result is a profound and comprehensive performance efficiency not available with competing systems.

Record Filtering and List Creation
Dozens of pre-configured shortcuts make filtering records quick and easy. Combine multiple criteria for advanced queries to display sets such as ‘all available works less than $10,000 and less than 50 inches wide’ and save for future one-click access. Select individual records or sets to create and save editable ‘Worksheet’ lists. Check out our View SetsMarking Records, and Worksheets videos for helpful tutorials.

Reports, Documents, and Correspondence
Generate, display online, and print 140 standard reports, lists, labels, and docs in US or A4 format. Customize and save spreadsheet report templates for reuse. Add boilerplate text via updatable glossary feature. Option to download to Word or Excel, edit, and attach to records. Supplementary files can be archived with any record. Use A5 to email Contacts and attached Offers, Invoices, or other Transactions; email selected works with captions with or without Infosheets, links to Private Viewing Rooms, Reports, Documents, or other attachments, saving correspondence to Contact records automatically for archiving for later reference.

Invoicing and Accounting
Includes full artwork and contact financial tracking and reporting, including expenses, sales tax, VAT schemes, and ARR. Track partner ownership and cost/profit distribution. Includes special ‘reacquire’ function. Links to general-ledger accounting solutions such as QuickBooks online and desktop versions for US, UK, and Canada. Need help? Learn how to create an invoice today.

True Multi-Currency
Create/convert transactions in any foreign currency. Update conversion rates online or define manually. Display any currency on invoices and reports. Base selected works in specific currencies to avoid currency market fluctuations — this feature and many other multiple currency features are unavailable with competing systems.

Imaging
Store multiple images for each record — including works, contacts, editions, exhibitions, artists, and references — automatically resizing during import for display, reports and documents, email, and export to websites and mobile app content management system.

Audit Trail / History Log
A5 administrators may review all data changes by record, fields, date, and user within the unified history log.

ADDITIONAL KEY BENEFITS

Multiple Users / Internal Security
Each subscribed user has their own private login. Administrators may limit internal access to sensitive data for individuals and groups, by fields and functions: hide data, limit to read only, or allow full access.

Secure 24/7 Online Access / Backups / Multi-Factor Authentication
A5 includes a 128-bit SSL encrypted online connection with daily backups and 24/7 service monitoring. A5 also includes the option to implement Multi-Factor Authentication per A5 user and device, with an option to choose any date requirement for required time-based logins as well — every login, daily, weekly, etc. — by your administrator’s configured designation.

Program Upgrades
Artsystems continually improves and updates A5. Each subscription includes all upgrades and updates during the subscription term. All databases are updated automatically.

Expert Support and Documentation
Live telephone/email support is available from a team of gallery veterans, each with decades of art management experience, within two business hours during our 12-hour day. Artsystems Support is available every weekday during the year, except for Christmas and New Year’s days. An online User Guide and Tutorial Videos are always available.

Affordable Pricing Options
Lower subscription pricing is available for artists, small collections, and smaller institutions.

Photographs on this page were taken at Gitterman Gallery.

FLEXIBLE TO MEET YOUR NEEDS

Artsystem5 (A5) database software is scalable to meet the needs of your art business or collection. A comprehensive feature set is included in every subscription format and initial setup and live training is free. Plus, you have the option to customize your subscription by adding data conversion and other extras. Contact us to find out which version of A5 is best for you.

Artsystem5 Pro Artsystem5 Studio
A5 Pro A5 Pro Limited A5 Studio A5 Studio Limited
Number of Works Unlimited 1,000 – 1,5001 Unlimited Up to 500
Number of Contacts Unlimited 1,000 – 1,5001 Unlimited Up to 500
Number of Artists Unlimited Unlimited 1 1
ProFile Mobile App Access2 Up to 5 Devices Up to 3 Devices Up to 3 Devices Available on 1 Device
Private Online Viewing Rooms Unlimited Unlimited Unlimited Unlimited
Access to Online Support Resources Included Included Included Included
Live Support Included Included3 Included Included3
Third-Party Integrations4 Available Available Available Available

1 Up to 500 additional works and 500 additional contacts (up to a total of 1,500) may be added to the A5 Pro Limited database for an additional fee.

2 Additional device access is available for an additional per-device fee.

3 Some restrictions may apply.

4 Integrations include QuickBooks, Articheck, Microsoft Word, websites, and others. Some additional fees may apply.

Artsystem5 (A5) database software is scalable to meet the needs of your art business or collection. A comprehensive feature set is included in every subscription format and initial setup and live training is free. Plus, you have the option to customize your subscription by adding data conversion and other extras. Contact us to find out which version of A5 is best for you.

A5 Pro & A5 Studio Subscription Features

 A5 Pro
A5 Pro A5 Pro Limited
Number of Works Unlimited 1,000 – 1,5001
Number of Contacts Unlimited 1,000 – 1,5001
Number of Artists Unlimited Unlimited
ProFile Mobile App Access2 Up to 5 Devices Up to 3 Devices
Private Online Viewing Rooms Unlimited Unlimited
Access to Online Support Resources Included Included
Live Support Included Included3
Email Sends & Tracking4 3,000 emails/month 1,000 emails/month
Third-Party Integrations5 Available Available

A5 Studio
A5 Studio A5 Studio Limited
Number of Works Unlimited Up to 500
Number of Contacts Unlimited Up to 500
Number of Artists 1 1
ProFile Mobile App Access2 Up to 3 Devices Available on 1 Device
Private Online Viewing Rooms Unlimited Unlimited
Access to Online Support Resources Included Included
Live Support Included Included3
Email Sends & Tracking4 1,000 emails/month 1,000 emails/month
Third-Party Integrations5 Available Available

1 Up to 500 additional works and 500 additional contacts (up to a total of 1,500) may be added to the A5 Pro Limited database for an additional fee.

2 Additional device access is available for an additional per-device fee.

3 Some restrictions may apply.

4 Additional quantities are available for an additional fee.

5 Integrations include QuickBooks, Articheck, Microsoft Word, websites, and others. Some additional fees may apply.

PROFESSIONAL SERVICES

Report and Document Template Customization
New or existing report and document templates may be fully customized to suit functional needs or tastes for a nominal fee. Spreadsheet reports may be customized by user within A5. Contact us for details.

Third-Party Accounting App Integration
A5 can be set to link to general-ledger accounting applications with import capabilities, eliminating any need for a double-entry bookkeeping system. A three-hour support block for setup and support is $599.

Data Conversion
We have 30 years’ experience converting data from all competing systems plus Excel, FileMaker Pro, Access, or other legacy database formats. Contact us for details. Note: due to high demand, data conversions must be scheduled in advance of expected implementation.

Dedicated Servers
Large institutions with large databases may employ Artsystem5 on a private region-based AWS server with additional capacity for increased speed and additional security. Contact us for details.