ARTSYSTEM5 Online: Web-based Art Management Software

Artsystems is pleased to announce Artsystem5, our uniquely powerful online art management software, to be released in early 2019. A5 is the fifth major edition of Artsystems’ leading art management database software, developed in collaboration with thousands of professionals since its founding in 1989.

With a sleek new design and reimagined navigation, A5 includes all the features of Artsystems Pro, plus many new features including exhibitions and artist modules, an email marketing system, private online viewing rooms, free integrated mobile app, and more. Coupling the benefits of web-based software with the power, control, and unmatched robust features of Pro, Artsystem5 greatly exceeds the capabilities of the other web-based art management software packages currently on the market. Please see a detailed feature highlights below.

A5 is available by monthly subscription in a version for businesses and collections and lower-priced versions for small galleries, small collections, artists, artist estates, and catalogues raisonnés. See A5 Pricing.

Artsystems will continue to develop and market its flagship desktop software packages, Artsystems Pro and StudioPro, for those who prefer the advantages of running software natively on computers and local networks, without reliance on the Internet.

If you are interested in Artsystem5, please contact us via our Product Inquiry page.

If you have any other questions, please contact us via email or call +1 212 620 5500 ext. 1.

A5 FEATURES

Contacts
Track contact details and correspondence, interests and offers, transactions and accounting. Include contacts’ images, artworks in collection, and much more – directly linked to all other modules

Artists
Includes artist details, works, biography, statements, additional images — links to works and artist’s contact record

Works
Record and display artwork details and activity, multiple images, condition, location and financial histories, bibliography, exhibition, and provenance references — directly integrating related records from other modules.

Editions
Create templates for editions, track availability of works, record details of publishing and expenses. Editioned works also display in Works module under Editions master record

Exhibitions
Records and displays dates and venues, works details, installation images and notes, press releases, publication references, [expenses], and more, linking to works, contacts, and references records

Transactions
Create Offers, Consignments in/ out, Loans, Exhibitions, Invoices, Cash Sales, Purchases, Payments, Payment Receipts, Credits, Shipments, Returns, and Work Receipts — integrating Works and Contacts on the fly.

Work References and Library
Automatically format bibliography and exhibition citations and associate with multiple works. Categorize and index for future use in Infosheets and catalogues raisonnés. Library function tracks owned items.

Invoicing and Accounting
Includes full artwork and contact financial tracking and reporting, including expenses, sales tax, VAT schemes, and ARR. Track partner ownership and cost/profit distribution. Includes special ‘reacquire’ function. Links to general-ledger solutions such as QuickBooks Pro.

Reports and Documents
Generate, display, and print 140 standard reports online, lists, labels, and docs in US or A4 format. Customize and save spreadsheet report templates for reuse. Download to Word or Excel, edit, and attach to records. Supplementary files can be archived with any record

Images
Store multiple images for each record of any type, automatically resizing and reformatting on import for display, reports and documents, email, and export to websites and mobile app content management system.

ProFile Mobile App
Portable presentation/sales tool integrated with A5 displays artworks and exhibitions. Search and filter, offer works via email, view private artwork details, artist/exhibition info, news and press — use online and off line.

Private Viewing Rooms
Create unlimited number of time-constrained presentation web pages, tracking visitors’ viewing histories within each contact’s record. Each has thumbnail images with captions, large views, artist bios, formatted PDFs, more.

Email Marketing
Send artwork offers and other correspondence, saving to contact’s record. Includes full tracking and bounce management. Up to 3,000 emails/month. Affordable packages for more emails available.

Newsletters
Create customized email newsletters for exhibitions or other events. Send up to 3,000 emails/month. Affordable packages for additional emails available.

Record Filtering
Dozens of pre-configured shortcuts make filtering record lists quick and easy. Combine multiple criteria for advanced queries and save for future one-click access. For example, ‘show me all available works less than $10,000 and less than 50 inches wide’.

True Multi-Currency
Create/convert transactions in any foreign currency. Update conversion rates online or define manually. Display any currency on invoices and reports. Base selected works in specific currencies to avoid currency market fluctuations — many features exclusive to Artsystems.

Upgrades
Artsystems continually improves and updates A5. Each subscription includes all upgrades and updates during the subscription term. All databases are updated automatically.

Secure 24/7 Online Access / Backups
A5 includes a 128-bit SSL encrypted online connection with daily backups and 24/7 service monitoring.

Multiple users / Internal Security
Each licensed user has their own private login. Administrators may limit internal access to sensitive data for individuals and groups, by fields and functions: Hide data, limit to read only, or allow full access.

Audit trail / History Log
A5 administrators may review all data changes by record, fields, date, and user within the unified history log.

Expert Support
Live telephone/email support from gallery veterans, each with decades of art management experience within two business hours during our 12-hour day (M-F, 6 to 6 NYC time, 11 to 11 London time).

Integration
Update websites and mobile app directly, save documents to MS Word and Excel, implement bar coding, and integrate with accounting apps, blockchain authentication certification and third-party art service websites.


AVAILABLE EXTRAS

Desktop-based Software Option
Don’t care to run or host your database online? We continue to license and support Artsystems Pro, our industry leading desktop software, to run on your desktop computer or local network.

Data Conversion
We have 30 years’ experience converting data from all competing systems plus Excel, FileMaker Pro, Access, or other legacy database formats. Contact us for details.

Report and Document Template Customization
New or existing report and document templates may be fully customized to suit functional needs or tastes for a nominal fee. Spreadsheet reports may be customized within A5. Contact us for details.

Integrated Websites
Sync A5 work and exhibition details and images with an Artsystems website. Selectively sync to ProFile App. Read more about our Gallery, Collection, and Artist websites. Multiple themes and customization are available.

Additional ProFile App Licenses
Additional device licenses beyond the five free with an A5 subscription are available for an affordable extra fee.

Mass Emailing Packages
Up to 3,000 emails are included with the A5 Pro subscription. Additional email packages are available. Contact us for details.

Third-Party Accounting App Integration
A5 can be set to link to general-ledger accounting applications with import capabilities, eliminating any need for a double-entry bookkeeping system. A three-hour support block for setup and support . is $299.

Verisart Blockchain Integration
Two-way integration of Verisart Blockchain Certification is available for permanent and secure certificates of authenticity for artworks in the database. Contact us for details.

Dedicated Servers
Large institutions with large databases may employ Artsystem5 on a private region-based AWS server with additional capacity for increased speed, longer-term backups, and additional security. Contact us for details.

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