Your art is valuable, both creatively and financially—we completely understand.
Without the right inventory optimization system, you could lose track of what you sell, where a piece is displayed, or how many works are in storage.
If you’re tired of digging through notebooks, emails, or messy spreadsheets, you’re in the right place. In this guide, we’ve rounded up the best art inventory templates.
Whether you’re an artist, gallery owner, or curator, these tools will help you catalog, track, and handle your artwork with everything in one place.
Free Art Inventory Templates to Catalog and Manage Your Collection
What are Art Inventory Templates?
Art inventory templates are ready-to-use tools that help you document and manage details about your artwork, including condition reports. They offer a consistent way to track and organize your collection without building an inventory planning system from scratch.
Most templates typically include fields like:
- Title and description of the artwork 🎨
- Creation date and medium (e.g., oil, watercolor, mixed media) 🗓️
- Dimensions and weight 📏
- Inventory number for easy tracking 🆔
- Provenance (ownership and exhibition history) 🧾
- Pricing and sales history 💲
- Location or current status (e.g., in storage, on display, sold) 🖼️
These templates can be spreadsheets, digital forms, or built into project management tools.
What Makes a Good Art Inventory Template?
A good art inventory management system will make handling your specific collection easier, faster, and more reliable.
Here’s what to look for in a good art inventory template:
- Intuitive and straightforward: No manual needed—just a clean layout that keeps the focus on your artwork, not formatting
- Easy to customize: Add or remove fields like pricing, location, or inventory number to fit your workflow—whether tracking a few sketches or a whole gallery
- Scalable: Stay organized as your collection grows, from a small set of pieces to an extensive portfolio
- Tool-compatible: Works seamlessly with platforms you already use, like Microsoft Excel or Google Sheets
- Visually organized: Well-spaced sections and clean formatting help you quickly spot gaps, duplicates, or needed updates
- Collaboration-ready: Easily share and update with curators, assistants, or galleries
The right template will help you manage your art business. You should feel in control without getting lost in the administrative aspects of operations.
14 Art Inventory Templates
Organizing art shouldn’t feel like doing taxes in watercolor. What you need is a digital organizer for your art gallery.
Whether you’re a solo artist cataloging sketches or a gallery managing hundreds of pieces, these templates give you Custom Fields, real-time collaboration, visual dashboards, and even automation that reminds you when to restock canvases or prep for an exhibit.
1. Inventory Template
The Inventory Template is your starting point for organizing artwork without the stress of spreadsheets. This ready-to-use, flexible inventory template needs no specific or additional setup.
🌼 Why you’ll love this template
- View your inventory in List, Board, or Table formats—whichever suits your workflow best
- Add Custom Fields for artwork title, medium, dimensions, inventory number, and pricing; attach high-res images or certificates for each piece
- Collaborate seamlessly with galleries, assistants, or curators using built-in sharing tools
- Set up automation to get reminders for restocks, upcoming shows, or buyer follow-ups
📌 Ideal for: Artists, collectors, or small galleries who need a simple yet scalable system to digitally document and supervise their inventory.
💡 Pro Tip: Label each piece using the ‘Custom Statuses’ feature. Then, you can instantly see where everything stands: Available, On Display, Sold, or Archived.
👀 Did You Know? The Louvre Museum in Paris manages over 500,000 artworks. This extensive collection is meticulously cataloged in their digital database, making it one of the most comprehensive art inventories globally.
2. Inventory Management Template
Are you looking for more structure while handling inventory across locations, mediums, or business units? The Inventory Management Template might be the perfect solution for you!
🌼 Why you’ll love this template
- Use pre-set workflows to track item status from acquisition to sale across every stage of inventory
- Break down inventory by category, artist, or exhibition with customizable fields and tags
- Assign ownership or next steps to team members to manage gallery handovers and sales follow-ups
- View stock levels and inventory value through built-in dashboards—no need to sift through rows of data
- Link related documents like provenance papers or invoices to keep your records organized and audit-ready
📌 Ideal for: Galleries, art consultants, or artist collectives who control inventory across multiple projects or clients.
💡 Pro Tip: Set Goals to track your monthly or quarterly sales targets by connecting tasks to revenue metrics. It’s a smart way to stay aligned with your financial goals.
3. Inventory Report Template
The Inventory Report Template is perfect for turning your scattered inventory data into clear, professional reports without hours of formatting.
🌼 Why you’ll love this template
- Generate detailed, real-time reports for exhibitions, audits, or insurance needs
- Use visual dashboards and widgets to track key inventory metrics like total value, sold vs. unsold works, and sales by period
- Filter and export reports effortlessly to share with stakeholders, clients, or gallery partners
- Keep everything dynamic—your reports update automatically as your gallery or stock inventory changes
💡 Pro Tip: Use Docs alongside this template to create a report summary with notes, commentary, or visual highlights for meetings or presentations.
📌 Ideal for: Artists, gallery managers, or art advisors who need quick, reliable reporting on their inventory and sales performance.
As Jodi Salice, Creative Director at United Way Suncoast, puts it:
4. Purchase Order & Inventory Template
The Purchase Order & Inventory Template combines two crucial workflows (ordering and tracking) into one easy-to-use inventory system.
🌼 Why you’ll love this template
- Track orders, receipts, and your inventory levels
- Automate item movement from ‘Order Placed’ to ‘Received’ to ‘Added to Inventory’
- Attach receipts, vendor lists, or terms for quick and easy reference
- Set up recurring tasks for frequent orders (like monthly canvas or frame needs)
📌 Ideal for: Artists or studios that regularly buy supplies and need to track incoming materials and existing inventory in one place.
🧠 Fun Fact: Some artists secretly sign their works in invisible ink or microtext—art inventory systems often include this info for authentication!
5. Office Supplies Inventory Template
Keep track of everything from sketchbooks and paper to easels, markers, and admin tools with ’s Office Supplies Inventory Template. This template is especially handy if you have a studio, shared space, or art classroom where materials are constantly used.
🌼 Why you’ll love this template
- Set up custom categories like ‘Studio Materials,’ ‘Tech Equipment,’ or ‘Packaging Supplies’ for streamlined organization
- Automate reorder alerts based on usage levels or timelines
- Assign ownership of supplies or restocking tasks to assistants or team members
- Track quantities, vendors, reorder frequency, and purchase history—all in one view
📌 Ideal for: Art studios, classrooms, or gallery spaces that share materials and need a simple way to avoid last-minute supply shortages.
💡 Pro Tip: Create a ‘Low Stock’ filtered view to instantly see which items are running out (perfect for planning supply runs or online orders!)
6. Simple Business Inventory Register Template
The Simple Business Inventory Register Template is a no-fuss solution for managing inventory across different product categories, including artwork, merchandise, prints, and packaging.
🌼 Why you’ll love this template
- Log new items, update quantities, and monitor statuses like in stock, sold, reserved, or archived
- Customize dropdowns for ‘Inventory Type’ (e.g., ‘Original Art’, ‘Limited Prints’, ‘Packaging’, ‘Promo Items’) to keep everything sorted automatically
- Visualize totals, categories, and movement instantly with a central dashboard
- Use task views to assign responsibilities like restocking or packing orders effortlessly
- Export your register as a report or cross-check it during physical audits
📌 Ideal for: Solo artists or small businesses selling physical goods alongside artwork, and want a lightweight yet reliable inventory tracking system.
7. Supply Order Form Template
The Supply Order Form Template makes it easy to manage internal supply requests without messy email threads or sticky notes.
🌼 Why you’ll love this template
- Turn each submission into a trackable task—stay on top of what’s requested, approved, or fulfilled
- Customize form fields for supply type, urgency, quantity, and preferred vendor links
- Pair it with your central inventory tracker for a seamless restocking workflow
- Set up a notification when requests are approved or fulfilled to keep everyone in the loop and avoid duplicate purchases
📌 Ideal for: Studios, schools, or gallery teams that need a simple, trackable way to deal with internal supply requests.
8. Art Inventory Template by Coefficient
Coefficent’s Art Inventory Template runs on Google Sheets, making it easy to share, collaborate, and update in real time. It is designed for those who want more control while analyzing their collection.
🌼 Why you’ll love this template
- Sort and filter inventory by artist, collection, or location categories
- Use built-in formulas to calculate total inventory value and track sales over time
- Share, collaborate, and update in real time with the power of Google Sheets
- Use conditional formatting to highlight sold items, upcoming framed works, or exhibition prep deadlines
📌 Ideal for: Spreadsheet-savvy artists and collectors who want control over their inventory with the flexibility of Google Sheets.
9. Art Inventory Template by Template.Net
The Art Inventory Template by Template.Net is suitable for artists who prefer a paper-first or document-based system.
This template is a clean way to log and manage your artwork inventory quickly, especially if you have no spreadsheet experience.
🌼 Why you’ll love this template
- Download and edit the template in Word, Excel, Google Docs, or Sheets
- Plug in your info and save or print as needed
- Duplicate the file for different categories—personal works, gallery stock, or sales records
- Use it as a paper-first or document-based inventory system tailored for artists
📌 Ideal for: Independent artists and hobbyists who want a low-effort way to catalog their work and keep records in a document format.
💡 Pro Tip: If you’re showcasing work in multiple places, create a version of this template per gallery or exhibit for easier tracking and coordination.
10. Artwork Inventory Template by Template.Net
Ease of use makes this Artwork Inventory Template by Template.net a popular choice.
It has a simple, editable form built to help you track artwork details for personal use, gallery submissions, or insurance records.
🌼 Why you’ll love this template
- Fill in sections for artwork name, medium, size, creation date, price, and notes
- Edit the form in your preferred format—Google Docs, Word, Excel, or Sheets
- Focus on clarity and usability with the minimal, distraction-free design
📌 Ideal for: Artists or small galleries who frequently submit artwork details to external partners or exhibit organizers.
💡 Pro Tip: Use this template as an ‘exhibit version’ of your master inventory list. It is easy to send or print when curators or galleries request your catalog.
11. Art Supplies Inventory List Template by Template.Net
Stay on top of your inventory with this Art Supplies Inventory List Template by Template.Net.
This template is perfect for tracking all the materials that support your creative process, such as paints, brushes, canvases, and framing tools.
🌼 Why you’ll love this template
- Enter item name, quantity, unit cost, supplier info, and restock dates in dedicated sections
- Plan and budget effectively, especially for commissioned pieces or bulk projects
- Maintain the layout effortlessly—even without spreadsheet expertise
- Set reminders in your calendar based on past usage to avoid last-minute supply runs
📌 Ideal for: Artists, educators, or studio managers who want a simple way to stay on top of tools and materials.
📮 Insight: 18% of our survey respondents want to use AI to organize their lives through calendars, tasks, and reminders. Another 15% want AI to handle routine tasks and administrative work.
To do this, an AI needs to be able to: understand the priority levels for each task in a workflow, run the necessary steps to create tasks or adjust tasks, and set up automated workflows.
Most tools have one or two of these steps worked out. However, has helped users consolidate up to 5+ apps using our platform! Experience AI-powered scheduling, where tasks and meetings can be easily allocated to open slots in your calendar based on priority levels.
You can also set up custom automation rules via Brain to handle routine tasks. Say goodbye to busy work!
12. Art Gallery Inventory Form Template by Template.Net
This Art Gallery Inventory Form Template by Template.Net keeps things straightforward. It makes managing multiple artworks across artists, exhibitions, and sales channels easy.
🌼 Why you’ll love this template
- Fill in structured fields for artwork title, artist name, medium, pricing, and gallery notes
- Track both physical and digital artworks along with exhibit status or consignment details
- Share easily with artists, clients, or appraisers using the professional layout
📌 Ideal for: Gallery owners, managers, or curators who need a reliable and organized way to log artworks and exhibit details.
13. Spreadsheet Art Inventory Template by Superjoin
If you are looking for a modern and data-friendly interface, try the Spreadsheet Art Inventory Template by Superjoin.
🌼 Why you’ll love this template
- Collaborate in real time and access records from anywhere with Google Sheets and cloud storage
- Use dropdowns to filter, sort, quickly find, and organize data
- Customize the clean, minimalist layout to match your recordkeeping style
📌 Ideal for: Gallery managers or artist reps tracking artworks.
💡 Pro Tip: Use color-coded rows to track the status of your pieces—like ‘In Studio,’ ‘On Loan,’ ‘Sold,’ or ‘Needs Framing’ for quick visual clarity.
14. Art Inventory Template by Scribd
This downloadable form-style Art Inventory Template by Scribd helps you maintain artwork inventory details in a structured, printable format.
🌼 Why you’ll love this template
- Record details in straightforward fields like artwork title, artist, size, medium, price, and notes
- Use the clear, easy-to-scan template to quickly reference, print, or present during sales, shows, or appraisals
- Organize both physical and digital collections, and create a reliable hard copy backup when needed
📌 Ideal for: Artists, galleries, or appraisers who want a printable, straightforward solution for tracking artworks.
Wrapping Up Your Art Inventory the Easy Way
Keeping track of your artwork doesn’t have to be a chaotic mix of spreadsheets, notebooks, and last-minute emails. All you need is the right art inventory template.
also has the perfect mobile inventory app for tracking art on the go!
Imagine having a simple cataloging process that helps you stay organized across projects and exhibitions. What you’re left with is more time to focus on creative work.
You could be managing a growing collection, preparing for an exhibit, or simply trying to get a handle on your art supplies—there are templates that fit every need.
We recommend you start small. Pick one template that matches your current workflow and build from there.
The key is to find a system that works for you—and stick with it. Your future self (and your gallery contacts) will thank you. Sign up for today!
Everything you need to stay organized and get work done.
