Quick Overview
- 1#1: Artwork Archive - Cloud-based inventory management platform for artists, collectors, and small galleries to catalog, track, and share art collections securely.
- 2#2: Artlogic - Comprehensive CRM and inventory system for galleries and collectors handling sales, exhibitions, shipping, and client relationships.
- 3#3: OASIS - Robust collection management software for museums and private collections with advanced cataloging, provenance tracking, and reporting.
- 4#4: TMS - Industry-standard museum collection management system offering detailed object records, workflows, and multimedia support.
- 5#5: Collector Systems - User-friendly cloud tool for art collectors to manage inventory, valuations, loans, and insurance with mobile access.
- 6#6: Squarepeg - Gallery-focused management software integrating CRM, inventory, invoicing, and consignment tracking.
- 7#7: PastPerfect - Affordable all-in-one software for small museums and collections handling cataloging, research, and public access.
- 8#8: ArtBase - Database-driven solution for cataloging art collections with image storage, condition reports, and valuation history.
- 9#9: Artonis - Web-based art collection management system for tracking artworks, exhibitions, and provenance documentation.
- 10#10: Axiell Collections - Enterprise-grade platform for managing large-scale cultural collections with integrations for digital asset management.
Tools were chosen based on robust feature sets, user experience, technical reliability, and overall value, balancing functionality for cataloging, provenance, and client management across varying collection scales.
Comparison Table
Managing art collections requires specialized tools to organize, track, and safeguard pieces; this comparison table breaks down leading Art Collection Management Software options, including Artwork Archive, Artlogic, OASIS, TMS, and Collector Systems. Readers will discover key features, strengths, and ideal use cases for each tool, helping them find the software that best fits their collection’s size and needs.
| # | Tool | Category | Overall | Features | Ease of Use | Value |
|---|---|---|---|---|---|---|
| 1 | Artwork Archive Cloud-based inventory management platform for artists, collectors, and small galleries to catalog, track, and share art collections securely. | specialized | 9.7/10 | 9.8/10 | 9.4/10 | 9.2/10 |
| 2 | Artlogic Comprehensive CRM and inventory system for galleries and collectors handling sales, exhibitions, shipping, and client relationships. | enterprise | 9.2/10 | 9.7/10 | 8.3/10 | 8.5/10 |
| 3 | OASIS Robust collection management software for museums and private collections with advanced cataloging, provenance tracking, and reporting. | enterprise | 8.7/10 | 9.2/10 | 7.8/10 | 8.0/10 |
| 4 | TMS Industry-standard museum collection management system offering detailed object records, workflows, and multimedia support. | enterprise | 8.7/10 | 9.5/10 | 7.8/10 | 8.0/10 |
| 5 | Collector Systems User-friendly cloud tool for art collectors to manage inventory, valuations, loans, and insurance with mobile access. | specialized | 8.4/10 | 9.2/10 | 7.6/10 | 7.9/10 |
| 6 | Squarepeg Gallery-focused management software integrating CRM, inventory, invoicing, and consignment tracking. | specialized | 8.1/10 | 8.3/10 | 9.2/10 | 7.6/10 |
| 7 | PastPerfect Affordable all-in-one software for small museums and collections handling cataloging, research, and public access. | other | 8.1/10 | 8.7/10 | 7.2/10 | 8.0/10 |
| 8 | ArtBase Database-driven solution for cataloging art collections with image storage, condition reports, and valuation history. | specialized | 8.3/10 | 8.7/10 | 8.1/10 | 7.9/10 |
| 9 | Artonis Web-based art collection management system for tracking artworks, exhibitions, and provenance documentation. | specialized | 7.8/10 | 7.5/10 | 8.5/10 | 7.7/10 |
| 10 | Axiell Collections Enterprise-grade platform for managing large-scale cultural collections with integrations for digital asset management. | enterprise | 8.0/10 | 8.7/10 | 7.2/10 | 7.5/10 |
Cloud-based inventory management platform for artists, collectors, and small galleries to catalog, track, and share art collections securely.
Comprehensive CRM and inventory system for galleries and collectors handling sales, exhibitions, shipping, and client relationships.
Robust collection management software for museums and private collections with advanced cataloging, provenance tracking, and reporting.
Industry-standard museum collection management system offering detailed object records, workflows, and multimedia support.
User-friendly cloud tool for art collectors to manage inventory, valuations, loans, and insurance with mobile access.
Gallery-focused management software integrating CRM, inventory, invoicing, and consignment tracking.
Affordable all-in-one software for small museums and collections handling cataloging, research, and public access.
Database-driven solution for cataloging art collections with image storage, condition reports, and valuation history.
Web-based art collection management system for tracking artworks, exhibitions, and provenance documentation.
Enterprise-grade platform for managing large-scale cultural collections with integrations for digital asset management.
Artwork Archive
specializedCloud-based inventory management platform for artists, collectors, and small galleries to catalog, track, and share art collections securely.
Nail-to-nail condition reporting with mobile photo timestamps, annotations, and automated PDF generation for insurance and transport documentation
Artwork Archive is a comprehensive cloud-based platform designed specifically for art collection management, enabling artists, collectors, galleries, and museums to catalog, organize, and track their inventories with unlimited high-resolution images. It provides tools for managing provenance, condition reports, exhibitions, loans, insurance, shipping, and sales, all accessible via web and mobile apps. The software supports team collaboration with role-based permissions, custom fields, and client-sharing portals for professional presentations.
Pros
- Unlimited image storage and visual organization tools
- Robust mobile app for on-site condition reporting and cataloging
- Advanced team collaboration and client-sharing features
Cons
- Pricing scales quickly for larger teams
- Limited offline functionality
- Steep learning curve for advanced reporting
Best For
Professional artists, galleries, collectors, and institutions managing large-scale inventories with team collaboration needs.
Pricing
Starts at $12/user/month (Essentials, billed annually) up to $35/user/month (Enterprise), with a 14-day free trial and custom enterprise options.
Artlogic
enterpriseComprehensive CRM and inventory system for galleries and collectors handling sales, exhibitions, shipping, and client relationships.
Seamless integration of back-office collection management with front-end website CMS for real-time, automated inventory display
Artlogic is a comprehensive cloud-based platform tailored for art galleries, collectors, and advisors, providing end-to-end management of art collections. It excels in inventory tracking, CRM for client relationships, exhibition and loan management, sales processing, and advanced reporting with market insights. The software also integrates seamlessly with custom websites, allowing real-time syncing of collection data to public-facing galleries.
Pros
- All-in-one platform combining collection management, CRM, sales, and website CMS
- Powerful analytics and reporting for valuation, provenance, and market trends
- Robust mobile app and API integrations for seamless workflows
Cons
- Steep learning curve due to extensive features and customization options
- Premium pricing that may be prohibitive for small galleries or individual collectors
- Custom quotes and implementation can delay onboarding
Best For
Established mid-to-large galleries, art advisors, and high-net-worth collectors managing complex, high-value inventories.
Pricing
Custom enterprise pricing via quote; typically starts at $500-$1,000/month for basic plans, scaling to $5,000+/month for full features and support.
OASIS
enterpriseRobust collection management software for museums and private collections with advanced cataloging, provenance tracking, and reporting.
Advanced provenance and deaccession tracking with audit trails for institutional compliance
OASIS by Art Systems Software is a comprehensive enterprise-level collection management system tailored for museums, galleries, and large private collections. It excels in cataloging artworks with detailed metadata, high-resolution images, provenance tracking, and condition reports. The platform supports inventory control, exhibition planning, loan management, and advanced reporting, making it a powerhouse for professional art asset management.
Pros
- Highly customizable fields and unlimited image support for detailed cataloging
- Powerful reporting and analytics tools used by major institutions like the Met
- Seamless handling of loans, exhibitions, and conservation records
Cons
- Steep learning curve requiring significant training for new users
- High enterprise pricing not suitable for small collections
- Primarily desktop-focused with limited modern mobile integration
Best For
Large museums and galleries needing robust, scalable management for thousands of artworks.
Pricing
Custom quote-based enterprise licensing, typically $10,000+ annually depending on collection size and modules.
TMS
enterpriseIndustry-standard museum collection management system offering detailed object records, workflows, and multimedia support.
Advanced object-centric cataloging with unlimited high-res images, 360-degree views, and integrated conservation tracking
TMS (The Museum System) by Gallery Systems is a robust, enterprise-grade collection management software designed specifically for museums, galleries, and cultural institutions handling large-scale art collections. It offers comprehensive tools for cataloging objects with unlimited high-resolution images, managing loans, exhibitions, conservation records, and research workflows. The platform supports collaborative access, advanced reporting, and integration with third-party systems to streamline museum operations.
Pros
- Exceptional depth in museum-specific workflows like loans, exhibitions, and condition reporting
- Support for unlimited images and multimedia per object
- Scalable for large collections with strong security and multi-user access
Cons
- Steep learning curve due to its complexity
- High enterprise-level pricing not suited for small collections
- Customization requires professional services
Best For
Large museums and cultural institutions with extensive, high-value art collections needing sophisticated management tools.
Pricing
Enterprise licensing model with custom quotes; typically starts at $20,000+ annually for mid-sized institutions, plus implementation fees.
Collector Systems
specializedUser-friendly cloud tool for art collectors to manage inventory, valuations, loans, and insurance with mobile access.
Unlimited high-resolution images and attachments per artwork with advanced tagging and search capabilities
Collector Systems is a robust, art-specific collection management software tailored for private collectors, galleries, and small museums, enabling detailed cataloging of artworks with provenance, condition reports, and unlimited high-resolution images. It offers tools for inventory tracking, valuation updates, insurance scheduling, and custom reporting, all accessible via a secure web-based platform with mobile support. The software emphasizes data security and compliance, making it suitable for high-value collections.
Pros
- Art-specific fields for provenance, exhibitions, and conservation tracking
- Unlimited high-res images and document storage per item
- Bank-level security with automatic backups and audit trails
Cons
- Interface feels dated compared to modern SaaS competitors
- Steep learning curve for non-tech-savvy users
- Pricing lacks transparency with custom quotes required
Best For
Serious private collectors and boutique galleries managing high-value art inventories who prioritize security and detailed cataloging over simplicity.
Pricing
Custom subscription pricing starting around $100/month for basic plans, scaling to enterprise levels with quotes based on collection size (annual contracts common).
Squarepeg
specializedGallery-focused management software integrating CRM, inventory, invoicing, and consignment tracking.
One-tap secure sharing links that generate professional collection previews for insurers, shippers, or buyers without full access.
Squarepeg is a cloud-based art collection management platform tailored for private collectors, advisors, and small galleries to digitally catalog artworks, track provenance, valuations, and condition reports. It offers mobile scanning for quick inventory entry, secure sharing with stakeholders like insurers and shippers, and tools for loan management and exhibitions. The software emphasizes simplicity and accessibility, making it suitable for non-technical users managing personal or client collections.
Pros
- Intuitive mobile app with barcode/QR scanning for fast cataloging
- Secure, role-based sharing for advisors, insurers, and shippers
- Robust provenance and condition tracking with photo documentation
Cons
- Limited integrations with major auction houses or CRM systems
- Pricing scales quickly for larger collections or multiple users
- Advanced reporting and analytics are basic compared to enterprise tools
Best For
Private art collectors and independent advisors managing mid-sized personal or client collections who prioritize ease of use over complex enterprise features.
Pricing
Starts at $29/month for solo users (up to 500 works), $99/month for teams, with custom enterprise plans; 14-day free trial available.
PastPerfect
otherAffordable all-in-one software for small museums and collections handling cataloging, research, and public access.
Multimedia-enriched records with seamless integration of images, 3D models, audio/video, and documents in a single collection database
PastPerfect is a longstanding collections management software tailored for museums, historical societies, and art institutions, enabling detailed cataloging of art collections, artifacts, and archives with support for high-resolution images, multimedia, and provenance tracking. It offers modules for inventory control, exhibit planning, conservation records, loans, and researcher requests, streamlining operations for cultural heritage organizations. The software also includes tools for public access portals and reporting, making it suitable for art collection management at various scales.
Pros
- Comprehensive cataloging with multimedia support including images, audio, video, and documents
- Integrated modules for exhibits, loans, conservation, and public researcher portals
- Proven reliability with over 20 years in use by thousands of institutions worldwide
Cons
- Outdated user interface that feels clunky compared to modern cloud-native alternatives
- Steep learning curve and complex initial setup requiring training
- Primarily on-premise model with cloud option still maturing and potentially limited
Best For
Small to mid-sized museums, galleries, and historical societies needing a robust, all-in-one system for art and artifact management.
Pricing
Perpetual license starts at around $1,995 for base edition, plus modular add-ons and annual support (~20% of license cost); PastPerfect Cloud offers subscription pricing from $100/month (quote-based).
ArtBase
specializedDatabase-driven solution for cataloging art collections with image storage, condition reports, and valuation history.
Support for unlimited high-resolution images and 360-degree views per artwork for superior visual documentation
ArtBase is a cloud-based art collection management software tailored for collectors, galleries, and small museums to catalog and organize their inventories efficiently. It enables detailed entry of artwork information including provenance, condition reports, dimensions, and multiple high-resolution images per item. Users can track loans, exhibitions, insurance values, and generate shareable portfolios or reports.
Pros
- Unlimited storage for high-resolution images per artwork
- Mobile app for on-the-go access and scanning
- Secure sharing of portfolios and collections
Cons
- Limited third-party integrations (e.g., no direct auction house APIs)
- Advanced reporting locked behind higher pricing tiers
- Steeper learning curve for custom fields and workflows
Best For
Solo art collectors and small galleries needing robust visual cataloging without enterprise-level complexity.
Pricing
Free for up to 100 items; paid plans start at $29/month (500 items) up to $99/month for unlimited with advanced features; 14-day free trial.
Artonis
specializedWeb-based art collection management system for tracking artworks, exhibitions, and provenance documentation.
Visual search and tagging powered by image recognition for effortless artwork discovery
Artonis is a cloud-based art collection management software tailored for collectors, galleries, and advisors to catalog, track, and share artworks efficiently. It offers tools for inventory management, provenance tracking, valuation history, insurance reports, and secure sharing with clients or family members. The platform emphasizes visual organization with high-resolution photo uploads and mobile accessibility for on-the-go management.
Pros
- Intuitive, visual-first interface for quick cataloging
- Strong mobile app for iOS and Android
- Affordable pricing with unlimited storage on higher plans
Cons
- Limited advanced reporting and analytics compared to enterprise tools
- Fewer integrations with auction houses or CRM systems
- Customer support primarily email-based with slower response times
Best For
Individual collectors and small family offices seeking a user-friendly, mobile-accessible solution for personal art inventories.
Pricing
Starts at $12/month (Basic, 500 items), $29/month (Pro, unlimited items), $99/month (Enterprise) with annual discounts available.
Axiell Collections
enterpriseEnterprise-grade platform for managing large-scale cultural collections with integrations for digital asset management.
Unified platform integrating physical collection management with digital asset handling and public-facing exhibition portals
Axiell Collections is a robust enterprise-grade collections management system (CMS) designed for museums, galleries, and cultural institutions to catalog, manage, and showcase art and cultural heritage collections. It supports comprehensive metadata standards like CIDOC CRM, handles loans, exhibitions, conservation tracking, and multimedia assets. The platform integrates with digital publishing tools for public access portals and offers advanced reporting for collection analytics.
Pros
- Comprehensive support for international metadata standards and multilingual capabilities
- Powerful integration with digital asset management and web publishing tools
- Scalable for large collections with strong reporting and analytics features
Cons
- Steep learning curve and complex interface requiring extensive training
- High enterprise-level pricing unsuitable for small galleries
- Limited native mobile app support and customization can be time-intensive
Best For
Large museums and art institutions managing extensive, diverse collections with needs for standards compliance and public access.
Pricing
Custom enterprise pricing via quote, typically starting at tens of thousands annually based on modules, users, and collection size.
Conclusion
The reviewed tools span diverse needs, from cloud-based simplicity to enterprise strength, with Artwork Archive leading as the top choice for its secure, user-friendly inventory tracking tailored to artists, collectors, and small galleries. Artlogic and OASIS stand out as exceptional alternatives—Artlogic for its CRM focus in gallery settings, and OASIS for robust museum-level features, ensuring there’s a solution for every collection type. Ultimately, the right software simplifies management, whether through cataloging, sales, or provenance tracking.
Start with Artwork Archive to streamline your art collection management, and discover how its intuitive tools can elevate your organization and security.
Tools Reviewed
All tools were independently evaluated for this comparison