Inventory management for every work you handle.
Modern and professional artwork inventory management. Built on decades of experience with galleries, museums, artists, and collections, WrkLst provides a flexible and precise solution for managing artworks and everything related to them — every work you hold today and every one that has passed through your hands.
Import from PDFs, spreadsheets and links
Easily bring your existing information into WrkLst without manual entry. The importer reads a PDF catalogue, a spreadsheet, a scan with no text layer or a link, lays the works out in a review table, and writes the records only once you have approved them. AI does the data entry for you — optional and switchable, and only in features that say so, such as the import.
Our team has extensive experience migrating data from a wide range of inventory and database software, even from services with limited export. While most migrations are straightforward, cases that require extensive preparation may incur a fee — we are happy to review your situation and provide a clear estimate.
- Spreadsheet
- Scan with OCR
- Link
- Review table
Source PDF — page 3 of 8
Opens beside the table from a work's “Page” link
12 of 12 works selected from autumn-catalogue.pdf· 2 need a checkTarget inventory: AK· Back to column mapping
| Artist | Title, year | Medium | Dimensions | ||
|---|---|---|---|---|---|
| ✓ | Mary Painter | Quiet Field II, 2016 | Oil and wax on linen | 60 × 106 cm | |
| ✓ | Paul Printmaker | Signal Garden, 2024 | Screenprint on paper | 50 × 70 cm | |
| ✓ | Nina Sculptor | Night Interval, 2021/22 | Bronze | 32 × 18 × 12 cm | |
| ✓ | Otto Etcher | Harbour Plate, 2021 | Etching on paper | 24 × 30 cm | |
| ✓ | Vera Kilnworth | Kiln Study 4, 1998–99 | Glazed stoneware | 28 × 22 × 22 cm | |
Nothing is written until you import.
Images, videos and documents on every work
Easily upload photos by dragging them onto a work — several at once or a whole folder; they are stored in the order you drop them, and the photographer can be named once for the whole batch. Mark each image as publishable or private, and place any picture on a page of its own, sized to the artwork, with its caption underneath. Documents such as certificates and condition reports attach to the same record, and files drop just as easily onto a message, the Media Library or the import.
A work’s videos sit on the same record: pick one from your video library, upload a new one with WrkLst Video, or paste a YouTube or Vimeo link. WrkLst Video
Open any work in a split view beside your list and step through the rail while the details stay open, and switch the whole workspace to dark mode or let it follow your system settings.
Show the works as a grid, a card list with a large picture beside the details, or a table. Filter by artist, owner, list, exhibition, consignment, shipment, presentation, works of a similar size or whom you acquired a work from — or tick “Search for empty fields” to find the records still missing a year, a price or an image.
- Drop to upload
- Photographer per batch
- Captions
- One picture per page
- Documents on the work
- Videos
- Split view
- Dark mode
See every artwork at true scale
View in Room places the work on a wall, beside a person, at its real dimensions, so you and your clients can judge its scale at a glance. It detects the artwork within an installation photo automatically, checks the result against the recorded measurements, and offers a crop button should you wish to adjust it.
With AR on iPhone, iPad and Android, you can place the work in your own room at its true size. Add a 3D model of your own — a GLB or USDZ file, from a phone scan for example — and both View in Room and AR display the real object rather than a placeholder box. A WrkLst website offers both to your collectors: they see a work at its real size in a room, and through the camera on their own wall.
Give a sculpture a pedestal — white, wood or steel — a little wider and deeper than the work, at a suggested height you can change. Wherever View in Room stands the work on the floor, it stands on its pedestal: in WrkLst, on your website and in presentations.
“I love being able to add packing dimensions and weight, and the View in Room feature is cool.”- Real dimensions
- Automatic artwork detection
- Manual crop
- AR on phones and tablets
- GLB & USDZ models
Loading the room…
173 × 122 × 5 cm · drag to look around
#AK1105
Mary Painter
The Long Afternoon
Oil on canvas
173 × 122 × 5 cm
Flat, so it hangs — centred at eye level, the way it would be hung.
Every field a work carries
Cataloguing
Identification
Record inventory number, title and alternative title, medium, series and type, artist and gallery, credit line, copyright and signature. The year is free text, so “ca. 1972” stays as the catalogue has it.
Cataloguing
Physical
Enter width, height and depth, or a free-text size for pieces that do not fit three numbers. Metric or imperial, weight in kg or lb, with framed and packed dimensions held separately from the work.
Inventory
Editions
Track managed or custom editions with edition size, artist’s proofs, exhibition copies or unlimited runs. A managed edition counts as one record on your bill and holds one work per number, each with its own price and location.
Archive
Provenance & exhibitions
Keep dated entries by type — exhibition, fair, publication, collection — linked to the exhibition record, with a publishable flag on each line so only the entries you choose appear on your website.
Conservation
Condition & ownership
Record condition notes, action notes with a due date and whether a certificate was issued. Acquired from and current ownership each support shares across several parties, and the acquisition price and insurance values sit behind a permission of their own.
Finance
Values & prices
Store several prices per work with currency, date, tax rate and label, one of them canonical, alongside insurance values, production and framing costs. Prices marked confidential are visible only to those with permission.
Inventory
Location & availability
Track location and shelf, whether a work is saleable, its sale status, hold-until date and whether it is promised to a collection. A work out on consignment shows as unavailable throughout WrkLst automatically.
Security
History
See every change with the old and new values side by side. A record someone else is editing is marked as in use, and anything deleted in the last seven days can be restored.
With tax assistance on, each work also carries its tax class — an original painting or sculpture, a screenprint, an artist’s photograph — and whether it is sold under the margin scheme, set for many works at once, so every sale of it gets a suggestion for its VAT or sales tax. See Tax assistance
Generate documents from any selection
Select works anywhere in WrkLst into the basket, as into a shopping cart, then turn the selection into documents, an exhibition or a consignment, edit every work in it at once, or save it as a list.
The document designer lays the selection out as tear sheets or a portfolio with full control over the page, and templates on your letterhead turn it into price lists, consignment forms, condition reports, insurance schedules and invoices, as Word, Excel, CSV or PDF — and a PDF made on a work, an exhibition or a shipment is filed and attached by itself.
Multi-edit changes the fields you tick on every selected work, after a summary of what will change. Artist price factors keep factor-based prices per artist, and recalculate all of an artist’s works in one click.
“What I like about this software is its adaptability and organization - the Multi-Tool and List functions allow me to edit and group entire series of works at once, allowing for efficient and visual systematizing and archiving.”- Document designer
- Tear sheets
- Condition reports
- Consignment forms
- Invoices
- Word · Excel · CSV · PDF
- Multi-edit
- Price factors
- Copy to another account
Client
Patrick Potter
Facilitator
Anna Kiln
Location
Berlin space
Invoice
The items on this invoice and how each one is priced
| Mary Painter Tide Notes, 1949 | 18,000.00 EUR | |
| Paul Printmaker Vessel and Ground, 2023 | 1,800.00 EUR |
- Subtotal
- 19,800.00 EUR
- Shipping
- 400.00 EUR
- VAT 19 %
- 1,220.00 EUR
- Invoice total
- 21,420.00 EUR
Invoices · 1
invoiced 21,420.00 EUR · paid 21,420.00 EUR · all 2 positions invoiced
RE-2026-0142Invoice12 Mar 202621,420.00 EURPaid
Payments received · 1
14 Mar 202621,420.00 EURBank accountPatrick PotterRE-2026-0142
The data you enter into WrkLst belongs to you.
That is why, in addition to everyday exports — spreadsheets, PDFs and Word documents — your entire WrkLst database can be downloaded as one complete file (SQL dump) whenever you like: a full copy in a standard format any database specialist can open.
The file contains your complete records — works, contacts, sales, exhibitions, provenance, prices, media filenames and captions — and every image and document you put in can be downloaded as well, complete and at full resolution. Should you ever choose to transition to another system, all your information can be fully extracted and migrated via a custom migration path, giving you full data freedom.