Artwork Codex guides
Useful systems for a working artist
Practical guides for documenting, protecting, presenting, pricing, and selling your work. Start with the job in front of you.
Start here · GuideHow to Catalog Your Artwork: A Complete Guide for ArtistsA step-by-step guide to building a professional artwork inventory, what fields to track, how to photograph your work, and how to choose the right system.Read the complete guideStart with your next job
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Choose the part of your practice that needs attention. Each path gathers practical guides around one real studio outcome.
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Operations
How to Build an Artwork Inventory Numbering System
A practical guide to artwork inventory numbers: what they should include, common formats, edition codes, and how to keep numbering consistent as your archive grows.
Operations
How to Track Artwork Locations Without Losing Work
A practical location-tracking workflow for artists: studio racks, gallery consignments, framers, collectors, storage units, and how to record every artwork move.
Marketing
Artist Portfolio Website Checklist: What to Include Before You Share It
A practical checklist for artist portfolio websites: images, artwork details, biography, contact paths, sold work, mobile layout, and what to leave out.
Selling
Private Viewing Rooms for Artists: When to Use Them and What to Include
A guide to private viewing rooms for artists: collector previews, gallery submissions, studio visits, price sheets, passwords, expiry dates, and follow-up records.
Documentation
Artwork Condition Reports: A Simple Guide for Artists
A practical guide to condition reports for artists: when to create one, what to photograph, what language to use, and how reports support shipping, insurance, and consignments.
Selling
Art Fair Preparation Checklist for Artists
A practical checklist for artists preparing for art fairs: artwork selection, pricing, labels, packing, collector follow-up, sales records, and post-fair inventory cleanup.
Career
How to Prepare for a Studio Visit
A practical studio visit checklist for artists: artwork selection, conversation flow, price readiness, documentation, follow-up, and how to avoid overwhelming visitors.
Selling
Open Studio Sales Checklist for Artists
A practical open studio checklist for artists: selecting work, pricing, labels, visitor flow, payment records, packaging, collector follow-up, and post-event cleanup.
Photography
How to Organize Artwork Photos Before They Become a Mess
A practical workflow for organizing artwork photos: file naming, hero images, details, verso shots, editing versions, backups, and attaching images to artwork records.
Sales
Artist Contact Management: A Practical CRM Guide
A practical CRM guide for artists: collectors, galleries, curators, advisors, notes, follow-ups, artwork interests, privacy, and how to make contacts useful without feeling salesy.
Career
How to Track Exhibition History for Each Artwork
A practical guide to exhibition records for artists: what to track, how to connect shows to artworks, and how this supports CVs, provenance, insurance, and sales.
Presentation
Artwork Labels for Exhibitions, Open Studios, and Storage
A practical guide to artwork labels: wall labels, storage labels, QR labels, what details to include, and how labels connect back to inventory records.
Sales
Artist Invoice Records: What to Save After Every Sale
A practical guide to artist invoice records: buyer details, artwork details, price, tax notes, payment state, delivery, certificates, and how invoices support future provenance.
Sales
Preparing Artwork for Gallery Consignment
A practical guide for artists preparing work for consignment: selection, condition checks, paperwork, labels, pricing, delivery, and return tracking.
Documentation
How to Archive Sold Artwork So the Record Does Not Disappear
A practical guide to archiving sold artwork: what to keep after sale, collector records, certificates, invoices, images, provenance notes, and public portfolio choices.
Operations
Artist Backup Strategy: Protect Images, Documents, and Records
A practical backup strategy for artists: artwork images, invoices, certificates, inventory exports, hard drives, cloud backups, naming, and recovery habits.
Commissions
Commission Brief Template for Artists
A practical commission brief template for artists: scope, size, medium, timeline, references, revision boundaries, payment terms, delivery, and final records.
Practice
How to Plan an Artwork Series Without Losing the Thread
A practical guide to planning an artwork series: concept, constraints, titles, numbering, documentation, pricing, editing, and presenting the body of work clearly.
Marketing
Artist Press Kit Checklist
A practical artist press kit checklist: biography, statement, artwork images, captions, CV, press links, contact details, file naming, and when to send it.
Operations
Annual Artwork Inventory Audit: A Year-End Checklist
A practical year-end inventory audit for artists: check locations, images, sold status, prices, documents, contacts, storage, backups, and public portfolio accuracy.
Painting
How to Mix Skin Tones in Oil Painting (With the Zorn Palette)
A practical guide to mixing skin tones in oil painting using the four-color Zorn palette and a wider extended palette. Covers value, temperature, undertones, and common pitfalls in portraiture.
Materials
Hot Press vs Cold Press Watercolour Paper: A Complete Guide
A clear comparison of hot press, cold press, and rough watercolour papers: surface texture, absorbency, weight, sizing, and how to pick the right paper for your subject and technique.
Studio
Studio Lighting for Painters: North Light, CRI, and Color Temperature
How to light a painting studio properly: why north light has been the gold standard for centuries, how to read CRI and color temperature on bulbs, and how to set up consistent lighting in any space.
Studio
Oil Painting Solvents and Mediums: A Safety and Selection Guide
A practical guide to oil painting solvents and mediums: turpentine vs odourless mineral spirits like Gamsol, when each is appropriate, fat over lean, ventilation, rag disposal, and how to set up a safer studio.
Operations
How to Frame Artwork: A Conservation Framing Guide for Artists
A practical guide to framing artwork for sale and exhibition: acid-free mat board, UV glazing, spacers, hinges, backing, and how conservation framing protects work over decades.
Painting
Plein Air Painting Setup: A Practical Gear and Approach Guide
A practical plein air painting guide: pochade boxes vs French easels, panel choices, a workable limited palette, brush kit, wet panel transport, and the field habits that make outdoor sessions productive.
Painting
The Pros and Cons of a Limited Palette in Oil Painting
A practical look at limited palettes in oil painting: the color theory behind them, what you gain in harmony and economy, and what you give up. Includes Zorn, Earth, and split primary palettes.
Materials
Paint Pigments and Lightfastness: A Practical Guide for Artists
How to read pigment labels, understand ASTM and Blue Wool ratings, identify fugitive pigments to avoid, and keep a permanent record of the materials behind every painting you sell.
Materials
Linen vs Cotton Canvas: Which to Choose for Your Practice
A clear comparison of linen and cotton canvas for oil and acrylic painting: weave, weight, priming, longevity, cost, and how to choose the right support for each piece you make.
Techniques
How to Varnish an Oil Painting (and When)
A practical guide to varnishing oil paintings: when the paint is genuinely dry, which varnishes to use, brush vs spray application, finish levels, retouch varnish, and common mistakes to avoid.
Practice
How to Sign Your Artwork: Front, Back, or Both
Practical guidance on signing artwork: where to sign, how to date a piece, what to include on the back, and why a consistent signature matters for provenance and resale.
Operations
How to Store Finished Artwork: A Long-Term Storage Guide
Practical artwork storage for studios: racks for paintings, flat files for works on paper, climate, archival materials, and how to track what is in storage so you can find pieces years later.
Career
How to Handle Art Commissions: Contracts, Deposits, and Records
A practical guide for artists taking on private commissions: setting expectations, pricing, the deposit structure that protects both sides, what to put in a contract, and the records that prevent disputes.
Comparison
Best Art Inventory Software in 2026: Price, Features, and Free Tier Compared
A side-by-side comparison of Artwork Codex, Artwork Archive, Artlogic, ArtCloud, and Masterpiece Manager, covering pricing, free tiers, catalog features, viewing rooms, and what each tool is best at.
Selling
How to Sell Art Online: A Practical Guide for Artists in 2026
A practical guide to selling art online, from setting up a portfolio and pricing work to shipping, viewing rooms, and keeping records that actually close sales.
Writing
How to Write an Artist Statement (With Examples)
A practical guide to writing an artist statement that works for applications, galleries, websites, and grants, with structure, examples, and what to leave out.
Career
Artist CV Guide: How to Structure a Professional Artist CV
Everything that belongs on an artist CV, including section order, formatting, what to include at every career stage, and the mistakes that make a CV look unprofessional.
Career
How to Approach Art Galleries: A Submission & Outreach Guide
How to approach galleries for representation or a show, with research, submission materials, etiquette, and what gets a real response from a busy gallery.
Operations
How to Ship Artwork Safely: Packing, Crating & Carrier Guide
A practical guide to shipping artwork, covering packing by medium, crating, carriers, insurance, customs, and the documentation that protects you if something breaks.
Editions
How to Number Art Editions: A Guide for Printmakers and Photographers
A clear guide to edition numbering, including what the numbers mean, the difference between edition size and total run, artist's proofs, and the records collectors expect.
Insurance
Artwork Insurance Guide: How to Insure Art You Make or Collect
A practical artwork-insurance recordkeeping guide: questions to ask your provider and documents to prepare for policy reviews or claims.
Guide
Art Inventory Spreadsheet Template: What to Track and When to Upgrade
A practical guide to building an art inventory spreadsheet that actually works, including the essential columns to track and the point where dedicated software saves time.
Pricing
How to Price Artwork: A Practical Guide for Emerging and Established Artists
A practical pricing guide and free calculator for artists, with the option to save one chosen result with a first artwork record.
Photography
How to Photograph Artwork for Your Website, Portfolio, and Prints
A practical photography guide for artists who need clean, accurate artwork images for online portfolios, print applications, catalogs, and sales materials.
Sales
Gallery Consignment Agreement Checklist for Artists
A clear guide to the clauses artists should look for in a gallery consignment agreement, what records to keep, and how to stay organized once work leaves the studio.
Documentation
What Is Artwork Provenance? A Simple Guide for Artists and Collectors
A simple explanation of artwork provenance, why it matters, which documents support it, and how artists and collectors can keep better records from the start.
Marketing
How to Make a PDF Art Catalog That Helps You Sell Work
Learn what to include in a PDF art catalog, how to structure it, and how artists can turn a loose set of artwork images into a polished presentation for collectors and galleries.
Guide
How to Catalog Your Artwork: A Complete Guide for Artists
A step-by-step guide to building a professional artwork inventory, what fields to track, how to photograph your work, and how to choose the right system.
Guide
How to Create a Certificate of Authenticity for Your Artwork
Everything you need to know about COAs, what to include, when to issue them, and how to generate professional certificates that protect both you and your collectors.
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