What are Reports?
Artwork Archive's reporting feature allows you to generate professional, customizable documents for various purposes in your art business or collection management. This guide will walk you through the process of creating reports, customizing them, and managing your report templates.
Whether you're preparing for a gallery submission, documenting a consignment, or filing taxes, Artwork Archive's reports turn your catalog data into polished, professional documents in minutes. No design skills required.
New to Reports? Start Here
In this 9-minute walkthrough, we cover everything you need to get up to speed on reports in Artwork Archive.
We walk you through setup, generating and customizing your first report, saving templates, sharing with contacts, and a tour of every major report type from labels and Certificates of Authenticity to financial reports.
Watch this first, then use the rest of this guide as your reference.
Generating a New Report
Reports can be generated from several places in your account, including within individual Piece Records, Exhibition pages, and Location Records.
The two most common starting points:
From the Reports/Docs Page
Navigate to Reports/Docs in your left-side menu > Reports
Select the blue New Report button
Select your report type from the drop-down menu, then choose the artworks and data to include.
Use the Filter bar to narrow down your selection quickly.
Click Generate Report.
Once generated, click the blue report title to view, download, copy the URL, or share it directly from your Artwork Archive account.
From the Pieces Page
Navigate to Artwork > Pieces in your left-side menu
Select New Report at the top
Choose from the following report types:
Inventory Report
Tear Sheet
Portfolio Pages
Catalog Pages
Artwork/Labels
Export your data to XLS or CSV
Managing Your Reports
After a report is generated, you can take several actions from the Reports/Docs page:
View, download, copy URL, or share directly from your account
Edit: Click the blue pencil icon, adjust, and regenerate
Rename: Click the blue title, select Rename, update, and confirm
Delete: Click the blue X icon and confirm deletion
Share: Click the report title and choose sharing options
Search: Use the Report Search bar on the main Reports page
Did you know?
When you share a Report from Artwork Archive to a Contact Record, the sharing record is automatically stored in that Contact Record's history. This helps you keep track of interactions, easily reference past shared Reports, and maintain organized records for follow-ups.
To use this feature, simply click the Share option and choose the Contact Record or Contact Group from the dropdown menu.
Note: You will need to create a Contact Record first in order to share.
Customizing Your Report
Branding Elements
Reports pull your branding directly from your profile, so setting this up once means every report you generate looks consistent and professional.
To update your branding:
Go to My Profile in the left-side menu
Upload profile image, logo, report header (up to 30MB each)
Add contact information
Report-Specific Options & Customization
When setting up a report, you can customize:
Font style: Choose between Serif or Sans Serif
Artwork order: Control the sequence in which artworks appear
Data fields: Select exactly which details to include or leave out
Did you know?
You can also add your logo, profile image or report header to your invoices! Learn more here.
Creating & Using Report Templates
If you generate the same type of report regularly (e.g. a monthly inventory for your gallery rep or a standard Certificate of Authenticity) templates let you save your settings so you're not reconfiguring from scratch each time.
Creating a Template
Go to the Reports/Docs > Reports page and select your report type.
Check Save as Template and give it a name
Select preferred data settings that you will want to be included in this report template going forward
Select Generate Report
Using a Template
Go to the Reports/Docs > Reports page
Click the Templates button and select your saved template
Your pre-set settings will load automatically
Deleting a Template
Go to the Reports/Docs > Reports page
Select Templates > View All Templates from the drop-down menu
Click Actions next to the template
Select Delete
Report Cover Pages
You can now also include a Cover Page for certain Reports, including Inventory Reports, Tear Sheets, Catalog Pages, and more!
To include a Cover Page as part of your report, check the box in the "Report Design" section when creating your report that reads, "Include Cover Page with profile image, bio, and social media links"
Artwork Archive Report Type Examples
Create labels from the Reports page, Pieces page, as well as within a Location or Exhibition Record. Artwork/QR Labels can be used for a variety of purposes, such as attaching to the back of artwork before shipping or creating wall labels for exhibitions. Three sizes and QR code options available. Learn more.
Artwork/QR Label Examples
Certificates of Authenticity verify the authenticity of your artworks, including information about the piece, the artist, and any provenance details. Learn more.
Certificate of Authenticity Example
An Inventory Report provides a detailed listing of your artworks, including images, descriptions, and other relevant information. This is useful for keeping track of your artwork and sharing with potential buyers, galleries or insurance purposes.
Inventory Report Example
(For Organization Accounts types only)
Maintenance Reports are designed to help organizations keep track of the condition and maintenance history of their artworks. These reports include details about inspections, repairs, and other maintenance activities. Learn more.
Maintenance Report Example
Portfolio Pages showcase selected artworks with detailed information, making them ideal for presenting to potential clients, galleries, or during exhibitions. Learn more.
Portfolio Page Example
Catalog Pages showcase a large-scale primary image of your artworks, similar to a Portfolio Page. These are useful for exhibitions, sales events, and providing to collectors. Learn more.
Catalog Page Example
Like an Inventory Report, a Tear Sheet is a great report to present to galleries, art dealers, and others who want to see your available inventory with smaller thumbnails of your artwork. It can also be used as a quick price list. Learn more.
Tear Sheet Example
A Cover Page is a personalized first page that gets added to the front of your report before your artwork content begins. When someone opens your report, the Cover Page is the very first thing they see.
Artwork Archive automatically builds your Cover Page using information already saved in your account profile, including your: Profile image, Artist Biography, and Social media links. Learn more.
Note:
Cover Pages aren't generated on their own. They're added as part of an Inventory Report, Tear Sheet, or Catalog Page. When generating one of those reports, check Include Cover Page in the Report Design section.
Cover Page Example
Consignment reports are documents that outline sales terms, artwork care, and professional relationships. They help establish clear guidelines for the consignment process, covering aspects from artwork handling to exhibition details, ensuring transparency for all parties involved. Consignment reports are only available once you have assigned inventory to a Location Record. Learn more.
Consignment Report Example
Exhibition Reports are a great tool to stay organized by presenting information related to an Exhibition Record in a professional way. Exhibition Reports can include show dates, location information, and the pieces in a specific Exhibition. Learn more.
Exhibition Report Example
Address Labels are created from your Contact Records and can help in mailing documents, invitations, or promotional materials. These labels can be customized with contact details and are formatted to fit either Avery 5160 (US Letter Size) or Avery 7160 (A4 Letter Size). Learn more.
Address Label Example
Contact Reports provide detailed information about your contacts, including associated groups and contact information. Learn more.
Contact Report Example
Income and Expense Reports summarize your financial activity, providing insights into your revenue, expenses, and overall financial performance. Learn more.
Income/Expense Report Examples
Sales Reports track your sales, detailing each transaction and providing an overview of your financial activity. Learn more.
Sales Report Example
Tips for Getting the Most Out of Reports
Name your reports clearly. Include the report type and date in the title (e.g., "Inventory Report June 2026") so they're easy to find later as your list grows.
Save templates for reports you generate regularly. If you send the same type of report to your gallery rep or use a standard consignment format, a saved template means your settings are ready to go every time.
Branding: Include your logo and contact information for a professional look
Relevance: Only include information relevant to the report's purpose to keep it concise
Preview before you share. Always open the report and give it a quick look before sending to your contact(s).
Use the built-in sharing feature when sending to contacts. Sharing directly from your account automatically logs the interaction in that Contact's record, so you always know what was sent and when.
Troubleshooting Common Issues
Report not generating: Make sure at least one artwork is selected before clicking Generate. If required fields are missing from your artwork records, the report may not populate correctly.
Missing logo or branding: Head to My Profile to confirm your images are uploaded. Each file can be up to 30MB.
Report is taking a long time to load. Large reports with many artworks can take a moment to process. Avoid refreshing the page while it loads or it will start over.
Practice Makes Perfect
The more you use Artwork Archive's reporting features, the more efficiently you'll be able to create professional, impactful reports for your art business or collection.
Additional Resources
Recorded Webinar: Reports for Artists
In this recorded webinar, we walk you through Artwork Archive's full range of report options. This session covers our report types and how to put them to work at every stage of your career.
Recorded Webinar: Reports for Collection Management
In this recorded webinar, we walk you through how Artwork Archive's reporting tools can modernize the way you manage, document, and share your collection. Whether you're tagging assets with QR codes, generating insurance or maintenance records, or presenting your collection through catalogs and price lists, this session covers the full range of use cases.