How Artists Can Prepare an Artwork Inventory Before Listing Online

Give each work a unique reference

Create a stable internal reference for every artwork and keep it with the title, creation date and current location.

Do not rely on the title alone; titles can repeat or change while the physical work still needs a consistent identity.

Record factual artwork details

Enter the stated medium, support, dimensions, edition information and whether framing is included. Measure and describe the actual work rather than copying another listing.

Keep unknown details visibly unresolved instead of inventing information to complete the record.

Document current condition

Add dated photographs and factual notes about visible marks, repairs or changes relevant to presentation. Preserve earlier records when condition changes.

An artist's inventory supports traceability but does not automatically establish legal title, authenticity, value or complete condition.

Link the correct image set

Match the full view, reverse, signature and useful details to the unique artwork reference. Check colour and scale descriptions for accuracy without promising screen-to-object matching.

Only use images you are authorised to publish and remove unrelated personal information from the frame.

Track availability and location

Use clear states such as available, reserved, sold, on loan or unavailable, and record where the work is held. Update this before promoting a listing.

A spreadsheet or platform record is useful only if the physical artwork and public listing stay aligned.

Confirm marketplace arrangements separately

Check the current listing, payment, commission, collection or delivery terms for the individual work before publication. Artists currently join and list free, with a 10% artwork-only commission; delivery charges are separate.

Checkout delivery rates were not configured at the last verification, so do not promise a completed online shipping flow without rechecking.

Frequently asked questions

Should two artworks share one reference? No. Does inventory prove authenticity? Not by itself. Must availability be updated after a reservation or sale? Yes.