Crates are inventory records of their own, linked to the works they hold. Scan a crate to see its contents, dimensions and location; scan a work to see which crate it's in.
A work can be recorded with numbered parts - frames, plinths, components - each with its own barcode label, so a release can't go out missing a piece.
Condition reports with photos are captured in the Inventory app at pickup, receiving and delivery, kept on the work's history and shared as a PDF or in the client portal.
Dimensions and photos captured at inquiry feed the crating and handling charges, and the quote is produced from your own template.
Approve the quote and the job, its pickups, crating and delivery transactions, dates and item list are created automatically. Nothing is retyped.
Set up an exhibition or museum loan as a project with a sub-project per lender. Each lender sees only their own works in the client portal.
Works and crates for a release are scanned into the loading area, then checked off at delivery with a barcode scan and the recipient's signature.
When a release or delivery is completed, the invoice is generated from your company and client-specific tariffs, ready to transfer to your accounting system.
Museums, galleries and collectors trust you with works that can't be replaced. But fine art inventory rarely moves one piece at a time: works arrive in batches, get split across crates, sit in storage for months, then leave in different batches, sometimes with frames, plinths and components travelling separately. Spreadsheets and paper condition reports can't keep up, and a single missing part or undocumented scratch becomes a claim.
Art Manager gives you one record for each work. That record follows it through quoting, crating, storage, transport and delivery - with labels, a mobile app for your crews and online portals for your clients - so nothing is retyped and nothing goes missing.
It covers CRM, quoting, operations, transportation and warehouse management in one system, built for the way fine art shippers already work.
Here's how a typical job - a 30-work museum loan from three lenders - runs through Art Manager:
A museum requests transport of 30 works from three lenders. Sizes, photos and handling notes are entered with the request.
Crating, handling and transport charges are calculated and the quote is issued from your own Word template.
On approval, the job and its pickups, crating and delivery transactions are created automatically, with dates and items attached.
Coordinators assign crews and vehicles. Crews pick up each work, capture a condition report with photos in the Inventory app and label every work and part.
Works are soft-packed and crated into 12 crates. Each crate is labeled and linked to its contents and its storage location.
The museum and each lender see current inventory, photos and condition in their own portal, or as a PDF report.
On release day, crates are scanned to the loading area, so only the right crates - with every part inside - go on the truck.
Crates are checked off by barcode at the museum, the recipient signs on the tablet, and the invoice is generated from the client's tariff.
You don't have to switch everything on at once. Start with labeling and inventory, or with quoting, and add the rest when it suits you. We've been doing this with fine art shippers for 20 years and will help you fit Art Manager to the way you already work.
