What Are Reports?
Artwork Archive Reports turn the records you already keep into professional, customizable documents. Whether you are preparing a gallery submission, documenting a consignment, or filing taxes, you get a polished PDF in minutes with no design skills required.
New to Reports? Start Here
This 9-minute walkthrough covers 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.
Did you know?
We have put together a visual guide you can download on any device.
Generate a New Report
Reports can be generated from several places in your account, including individual Piece records, Exhibition pages, and Location records. These are the two most common starting points.
From the Reports Page
Navigate to Reports/Docs > Reports in your left-side menu
Select New Report at the top right
Choose your Report type from the drop-down menu, then choose the artwork and data to include
Use the Filter bar to narrow your selection quickly
Select Generate Report
From the Pieces Page
Navigate to Artwork > Pieces in your left-side menu
Select New Report at the top
Choose from Inventory Report, Tear Sheet, Portfolio Pages, Catalog Pages, Artwork/Labels, or an export to XLS or CSV
Preview Example Reports Before You Build One
Not sure which Report type you need? The Example Reports section at the bottom of your Reports page lets you look at a finished example of each one before you generate anything. It is expanded by default, and you can collapse it with the Collapse control at the top right of the section.
Navigate to Reports/Docs > Reports and scroll to Example Reports
Find the card for the kind of Report you are after, then select the toggle beneath it for the version you want to see
Select the green Preview button
Close the example with the gray X at the top right of the pop-up, then preview as many others as you like
The cards group the Report types by what you are trying to do:
Artwork Labels, in Small, Medium, and Large
Artwork Lists, for an Inventory Report or a Tear Sheet
Artwork Presentation, for a Portfolio Page or a Catalog Page
Exhibitions & Consignments, for a Consignment or an Exhibition Report
Contact & Mailing, for Address Labels or a Contact Report
Certificate of Authenticity
Financial Reports, for Income & Expenses, a Sales Report, or an Invoice
Cover Page
Did you know?
The examples you see match your account type. Artist, Collector, and Organization accounts each show only the Report types available to them, so everything in the section is something you can actually generate.
Manage Your Reports
Once a Report is generated, you can work with it from the Reports page.
View, Download, Copy URL, Share, or Rename: select the blue Report title and choose from the drop-down menu
Edit: select the pencil icon to the right of the Report, adjust your settings, and generate it again
Delete: select the blue X icon and confirm
Find a Report: use the Search reports field, the Sort drop-down, or the Filter drop-down above your list. Learn more about search, sort, and filter
Note:
The pencil icon appears only on Report types that can be edited. Financial and contacts-based Reports cannot be edited from the Reports page. To change one of those, go back to the feature you created it from, set your filters there, and generate a new Report.
Did you know?
When you share a Report with a Contact record, the sharing record is saved in that Contact's history, so you can see what was sent and when.
Select Share and choose the Contact record or Contact Group from the drop-down menu. You need to create a Contact record first in order to share.
Customize Your Report
Branding Elements
Set your branding up once and every Report you generate looks consistent.
Your profile image, logo, and contact information come from My Profile in your left-side menu. Each image can be up to 30MB
Your Report header comes from Saved Header at the top of the Reports page. Learn how to add a Report header
Report-Specific Options
When you set up a Report, you can also choose:
Font style, Serif or Sans Serif
Artwork order, the sequence your artwork appears in
Data fields, exactly which details to include or leave out
Did you know?
Your logo, profile image, and Saved Header can go on your Invoices too. Learn how to customize your Invoice template.
Create and Use Report Templates
If you generate the same Report regularly, a monthly Inventory Report for your gallery rep or a standard Certificate of Authenticity, templates save your settings so you are not starting from scratch each time.
Create a Template
Go to Reports/Docs > Reports and select your Report type
Check Save as Template and give it a name
Choose the settings you want this template to use going forward
Select Generate Report
Use a Template
Go to Reports/Docs > Reports
Select Templates at the top right and choose your saved template
Your saved settings load automatically
Delete a Template
Go to Reports/Docs > Reports
Select Templates > View All Templates
Select Actions next to the template
Select Delete
Report Cover Pages
A Cover Page is a personalized first page built from your profile image, artist biography, and social media links. To include one, check the box in the Report Design section that reads Include Cover Page with profile image, bio, and social media links.
Did you know?
You can add a Cover Page to any Report type. Cover Pages are currently available on Artist accounts.
Artwork Archive Report Type Examples
Artwork/QR Labels
Create labels from the Reports page, the Pieces page, or within a Location or Exhibition record. Use them on the back of artwork before shipping or as wall labels for exhibitions. Three sizes and QR code options are available. Learn more.
Artwork/QR Label Examples
Certificates of Authenticity
Certificates of Authenticity verify the authenticity of your artwork, including information about the Piece, the artist, and any provenance details. Learn more.
Certificate of Authenticity Example
Inventory Report
An Inventory Report lists your artwork with images, descriptions, and other details. It is useful for tracking your inventory and for sharing with buyers, galleries, or an insurer. Learn more.
Inventory Report Example
Maintenance Report
Available on Organization accounts only. Maintenance Reports track the condition and maintenance history of your artwork, including inspections, repairs, and other activity. Learn more.
Maintenance Report Example
Portfolio Page
Portfolio Pages present selected artwork with detailed information, one primary image per page. They suit presenting to clients, galleries, or exhibitions. Learn more.
Portfolio Page Example
Catalog Page
Catalog Pages show a large-scale primary image of your artwork, similar to a Portfolio Page. They suit exhibitions, sales events, and sharing with collectors. Learn more.
Catalog Page Example
Tear Sheet
Like an Inventory Report, a Tear Sheet presents your available inventory with smaller thumbnails. It works well for galleries and art dealers, and doubles as a quick price list. Learn more.
Tear Sheet Example
Cover Pages
A Cover Page is a personalized first page added to the front of your Report, built automatically from your profile image, artist biography, and social media links. Add one to any Report type on an Artist account by checking Include Cover Page in the Report Design section. Learn more.
Cover Page Example
Consignment Report
Consignment Reports outline sales terms, artwork care, and the professional relationship, covering everything from handling to exhibition details. They are available once you have assigned inventory to a Location record. Learn more.
Consignment Report Example
Exhibition Report
Exhibition Reports present the information tied to an Exhibition record, including show dates, location information, and the Pieces in that Exhibition. Learn more.
Exhibition Report Example
Address Labels
Address Labels are created from your Contact records for mailing documents, invitations, or promotional materials. They are formatted to fit Avery 5160 (US Letter) or Avery 7160 (A4). Learn more.
Address Label Example
Contact Report
Contact Reports give you detailed information about your Contacts, including their associated groups and contact information. Learn more.
Contact Report Example
Income and Expense Report
Income and Expense Reports summarize your financial activity, giving you a view of revenue, expenses, and overall performance. Learn more.
Income Report Example
Expense Report Example
Sales Report
Sales Reports track your sales, detailing each transaction and giving you 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 type and date in the title, for example "Inventory Report June 2026", so they are easy to find as your list grows.
Save templates for Reports you generate regularly. If you send the same Report to your gallery rep every month, a saved template means your settings are ready to go.
Add your branding. Your logo and contact information make a Report look finished.
Keep it relevant. Only include the information the Report is actually for.
Preview before you share. Open the Report and give it a look before sending it on.
Share from your account. Sharing directly logs the interaction in that Contact 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 you select Generate. If required fields are missing from your artwork records, the Report may not populate correctly.
Missing logo or branding. Check My Profile for your profile image and logo, and Saved Header on the Reports page for your Report header. Each file can be up to 30MB.
Report is taking a long time to load. Large Reports with many artworks take a moment to process.
Additional Resources
Recorded Webinar: Reports for Artists
For every milestone moment in your art career there is a document that makes it possible. This session shows you how to generate all of them.
Recorded Webinar: Reports for Collection Management
This session walks through how Reports can modernize the way you manage, document, and share your collection, from tagging assets with QR codes to generating insurance and maintenance records and presenting your collection through catalogs and price lists.