Welcome to Art Aura

Art Aura is your comprehensive art inventory management solution for Mac, iPad, and iPhone. Whether you're a gallery owner, private collector, or artist, Art Aura helps you organize your collection, manage clients, and track sales with built-in EU AML compliance.

What You Can Do

• Catalog artworks with photos, descriptions, and pricing
• Search instantly across all artworks, clients, and sales
• Manage clients and their purchase history
• Record sales with detailed transaction information
• Handle VAT automatically - Track VAT-registered clients, calculate VAT, generate compliant invoices (EU artists)
• Track invoice status through your workflow
• Generate invoices and receipts professionally formatted with VAT compliance
• Create reports to analyze your collection and sales with VAT breakdowns
• Sync across devices with optimized iCloud performance
• Protect financial records with automatic deletion safeguards
• Present artworks on external displays for clients
• Generate AI descriptions — Professional catalog text, exhibition labels, and historical context written by on-device AI
• Search with natural language — "Available paintings under $10,000" just works

Getting Started

1. Set up business information - Go to Settings → Business Information
2. Configure VAT (EU artists) - Settings → VAT Settings → Enable VAT handling and enter your rate
3. Add your first artwork - Tap the + button in the Artworks tab
4. Take or upload a photo - Visual documentation is key
5. Fill in details - Title, artist, dimensions, price, etc.
6. Add clients - Import from Contacts or add manually (mark VAT-registered if applicable)
7. Record sales - Link artworks to clients with transaction details (VAT calculated automatically)
8. Generate invoices - Professional PDFs with VAT compliance and status tracking

Navigation

Dashboard - Overview of your collection and recent activity
Artworks - Browse and manage your inventory with search
Clients - Track collectors with searchable contact database
Sales - View transaction history with instant search
Invoices - Manage invoice workflow and status
Reports - Generate analytics and exports with filtering
Settings - Customize the app and add business information

Platform Support

Mac (Mac Catalyst) - Full desktop experience with keyboard navigation
iPad - Optimized with sidebar, split view, and keyboard shortcuts
iPhone - Adaptive tab-based interface

iCloud Sync

Your data syncs automatically across all your devices using iCloud. Make sure iCloud sync is enabled in Settings to access your collection on Mac, iPad, and iPhone.

Need Help?

Browse through the different sections of this handbook to learn about specific features, or check out the Tips & Best Practices section for expert advice.

Add, edit, and organize your collection

The heart of Art Aura is your artwork collection. Here's how to make the most of it.

Adding New Artworks

1. Tap the + button in the Artworks tab
2. Add a photo - Take a new photo or choose from your library
3. Enter basic information:
   • Title (required)
   • Artist name
   • Year created
   • Medium (oil, acrylic, sculpture, etc.)
   • Dimensions (e.g., "24 x 36 inches")
4. Set pricing and status:
   • Price
   • Status (Available, Sold, Reserved, Not for Sale, On Loan, In Exhibition, On Consignment)
5. Add optional details:
   • Description
   • Location
   • Owner (if sold to a client)
6. Tap Save

Editing Artworks

1. Tap on any artwork to view details
2. Tap Edit in the top right
3. Make your changes
4. Tap Save

Artwork Photos

• Photos are automatically resized and optimized for storage
• You can update the photo at any time by tapping "Change Photo"
• Photos are included in email shares and external display presentations

Artwork Status

• Available - Ready for sale
• Sold - Purchased by a client
• Reserved - Held for a potential buyer
• Not for Sale - Part of personal collection
• On Loan - Temporarily with another party
• In Exhibition - Currently on display
• On Consignment - Sent to another gallery or dealer for sale

Organizing Your Collection

• Search - Use the search bar to find artworks by title, artist, medium, or year
• Sort - Artworks are sorted by modification date by default
• Filter by status - Quickly see what's available or sold

Sharing Artwork Information

From the artwork detail view:

• Email - Send formatted artwork details with photo
• Share - Use the share sheet to send via Messages, AirDrop, etc.
• Present - Display on external screen for clients

Consignment Tracking

Track artworks sent to other galleries or dealers for sale.

Setting Up Consignment:

1. Edit the artwork
2. Set Status to "On Consignment"
3. Scroll down to the Consignment Details section (pink header)
4. Enter consignee information:
   • Consignee Name - Gallery or dealer name
   • Start Date - When you sent the artwork
   • Terms/Notes - Any commission or agreement details
5. Tap Save

Viewing Consignment Details:

• Open the artwork to see consignee name and dates
• Status badge shows "On Consignment"
• All consignment details displayed in a dedicated section

When Artwork Returns or Sells:

• If returned: Change status to "Available"
• If sold through consignee: Consignment details automatically clear when status changes
• Create a Sale record if sold to track the transaction

Deleting Artworks

Swipe left on any artwork in the list and tap Delete.

If an artwork has sales, you'll see a detailed error message showing:

• Number of sales records
• Total revenue from those sales
• Step-by-step instructions on how to proceed

Best Practices

• Take high-quality photos in good lighting
• Be consistent with dimension formats (e.g., always "H x W")
• Update status immediately when artworks sell
• Use descriptions to note condition, provenance, or special features

Track collectors and buyers

Keep track of collectors, buyers, and potential customers with the Clients feature.

Adding Clients

Manual Entry

1. Tap the + button in the Clients tab
2. Enter client information:
   • Name (required)
   • Email
   • Phone
   • Address
   • Notes
3. Tap Save

Import from Contacts

1. Tap the person icon in the Clients tab toolbar
2. Select a contact from your iOS Contacts
3. Information is automatically imported
4. Review and tap Save

Viewing Client Details

Tap on any client to view:

• Contact information
• Owned artworks (purchased pieces)
• Purchase history with amounts
• Total spent

Editing Clients

1. Open client details
2. Tap Edit
3. Update information
4. Tap Save

Client Purchase History

The client detail view shows:

• All artworks they've purchased
• Individual sale amounts
• Total purchase value
• Purchase dates

Using Client Information

Client details are automatically included in:

• Invoice generation
• Receipt generation
• Sales records
• Client reports

Privacy & Data

Client information is:

• Stored locally on your device
• Synced via iCloud (if enabled)
• Never shared with third parties
• Included in your backups

Deleting Clients

Swipe left on a client and tap Delete.

If a client has purchases or owns artworks, you'll see a detailed error message showing the number of records and total amounts involved.

EU Anti-Money Laundering compliance

Art Aura includes built-in Anti-Money Laundering (AML) compliance features to help galleries and dealers meet EU regulatory requirements under the 5th and 6th Anti-Money Laundering Directives (5AMLD/6AMLD).

When AML Applies

Under EU law, art dealers must perform customer due diligence for transactions of €10,000 or more, whether a single transaction or linked transactions.

Art Aura automatically:

• Flags sales ≥ €10,000 with an AML Required badge (orange)
• Shows AML Verified (green) once due diligence is marked complete
• Links to client KYC documents from the sale view

Client KYC (Know Your Customer)

For each client, you can store:

Identity Verification

• ID Document - Upload passport, ID card, or driver's license scan
• Document Type - Specify the type of ID provided
• Proof of Address - Upload utility bill, bank statement, etc.

Risk Assessment

• Risk Level - Classify as Low, Medium, or High risk
• Source of Funds - Document where the client's money comes from
• Verification Status - Mark as verified with date and verifier name

Business Clients

• Company Name - For corporate buyers
• Beneficial Owner - Ultimate beneficial owner (UBO) identification
• Registration Number - Company registration details

Adding KYC Information

1. Go to Clients → Select a client
2. Tap Edit (pencil icon)
3. Scroll to KYC Compliance section
4. Set Risk Level (Low/Medium/High)
5. Enter Source of Funds declaration
6. Tap Add ID Document to upload passport/ID scan
7. Toggle KYC Verified when verification is complete
8. Enter your name as the verifier
9. Tap Save

Sale AML Tracking

For sales ≥ €10,000, an AML Compliance section appears in the Edit Sale view:

1. Go to Sales → Select the high-value sale
2. Tap Edit
3. Find the AML Compliance section
4. Toggle AML Due Diligence Completed when done
5. Add AML Notes documenting your verification
6. Tap Save

The sale badge changes from orange "AML Required" to green "AML Verified".

Quick Navigation

From any sale detail view, you can:

• Tap the artwork → View artwork details
• Tap the client → View client details and KYC status

A KYC badge appears next to verified clients for quick reference.

What to Document

For €10,000+ sales, EU regulations require:

1. Customer Identification - Name, address, date of birth
2. Identity Verification - Government-issued ID
3. Source of Funds - Where the money comes from
4. Source of Wealth - How the client accumulated wealth
5. Purpose of Transaction - Why they're buying

Record Keeping

Keep AML records for at least 5 years after the business relationship ends. Art Aura stores all KYC documents and verification records securely with your data.

Document transactions

Document every transaction to maintain accurate records and track your revenue.

Creating a Sale Record

1. Tap the + button in the Sales tab
2. Select the artwork being sold
3. Select the client (buyer)
4. Enter sale details:
   • Date of sale
   • Sale amount (required)
   • Commission (if applicable)
   • Payment method (Cash, Check, Card, Wire Transfer, etc.)
   • Invoice number
5. Add notes if needed
6. Tap Save

Sale Amount vs Commission

• Sale Amount - The total price paid
• Commission - Any fees or commissions deducted
• Net Proceeds - Automatically calculated (Amount - Commission)

Viewing Sale Details

Tap on any sale to view:

• Complete transaction details
• Artwork information and image
• Client information
• Net proceeds calculation
• Creation and modification dates

Generating Documents

From the sale detail view, tap the document icon to:

• Generate Invoice - Professional invoice PDF
• Generate Receipt - Professional receipt PDF

Both documents include:

• Your business information (from Settings)
• Client details
• Artwork information
• Pricing breakdown
• Payment information

Editing Sales

1. Open sale details
2. Tap Edit
3. Modify information
4. Tap Save

Sales and Artwork Status

When you create a sale:

• The artwork status is NOT automatically changed
• Manually update the artwork status to "Sold" if needed
• Link the client as the owner in the artwork details

Payment Methods

Track how you received payment:

• Cash
• Check
• Credit Card
• Wire Transfer
• PayPal / Venmo
• Cryptocurrency
• Other

Sales History

View all sales in the Sales tab:

• Sorted by date (newest first)
• Shows amount and date
• Links to artwork and client
• Searchable by artwork, client name, or amount

Deleting Sales

Essential for EU artists and galleries

If you're an artist or gallery in the European Union, VAT (Value Added Tax) compliance is essential. Art Aura makes it simple to track VAT, identify which clients need VAT charged, and generate compliant invoices.

Understanding VAT for Artists

When Do You Need to Charge VAT?

Business Clients (B2B):

• VAT-registered clients in your country → Charge your country's VAT rate
• VAT-registered clients in other EU countries → Usually reverse charge (0% VAT, they handle VAT)
• Non-VAT-registered businesses → Charge your country's VAT rate

Private Clients (B2C):

• Private individuals → Always charge your country's VAT rate
• No VAT number needed → Simpler transactions

Setting Up VAT in Art Aura

Step 1: Configure VAT Settings

1. Go to Settings tab
2. Scroll to VAT Settings
3. Toggle "Enable VAT Handling" ON
4. Enter your VAT rate (e.g., 25% for Sweden, 20% for UK, 19% for Germany)
5. Enter your VAT registration number

Step 2: Mark Clients as VAT-Registered

For each business client:

1. Open the Client record
2. Tap Edit
3. Toggle "VAT Registered" ON
4. Enter their VAT Number
5. Select their Country
6. Tap Save

What happens:

• Client is now marked as a business in your records
• System knows to apply reverse charge if they're in another EU country
• VAT number appears on invoices for compliance

Recording Sales with VAT

When creating a sale, Art Aura automatically handles VAT calculation based on the client:

For Private Clients (No VAT Number)

1. Enter the sale amount (total price including VAT)
2. VAT is automatically calculated and separated
3. Net amount is shown separately

Example: Sale for €1,250 (25% VAT rate)

• Total: €1,250
• VAT (25%): €250
• Net: €1,000

For VAT-Registered Clients in Your Country

Same as private clients—VAT is charged:

• Enter total amount including VAT
• VAT automatically calculated
• Invoice shows VAT breakdown
• Client's VAT number included

For VAT-Registered Clients in Other EU Countries (Reverse Charge)

When client is VAT-registered in another EU country:

1. Enter the net amount (price without VAT)
2. System applies 0% VAT (reverse charge)
3. Invoice includes reverse charge note
4. Client handles VAT in their country

Example: Sale to German gallery (you're in Sweden)

• Net amount: €1,000
• VAT: 0% (reverse charge)
• Total: €1,000
• Invoice note: "VAT reverse charge applies"

VAT on Invoices

When you generate an invoice, VAT information is automatically included:

Standard Invoice (Private Client or Domestic Business)

• Line items show artwork and price
• Subtotal: Net amount (before VAT)
• VAT (XX%): Calculated VAT amount
• Total: Full amount including VAT
• Your VAT registration number in footer

Reverse Charge Invoice (EU Business Client)

• Line items show artwork and net price
• Subtotal: Net amount
• VAT: 0% (Reverse Charge)
• Total: Net amount (no VAT added)
• Note: "Reverse charge: Customer is liable for VAT"
• Both VAT numbers shown (yours and client's)

VAT Reporting

Art Aura helps you prepare for VAT returns:

Financial Reports

Generate Financial Reports (Reports tab) to see:

• Total Sales: Gross revenue including VAT
• VAT Collected: Total VAT charged to customers
• Net Revenue: Revenue excluding VAT
• Breakdown by month or quarter

Export for Accountant

1. Go to Reports tab
2. Select Sales Report
3. Choose CSV Export
4. Open in Excel/Numbers
5. Share with your accountant

The CSV includes:

• Sale date
• Client name and VAT number (if applicable)
• Net amount
• VAT amount
• Total amount
• VAT rate applied

Common VAT Scenarios for Artists

Scenario 1: Selling to Private Collector in Your Country

Situation: Swedish artist sells to Swedish collector
VAT: Charge 25% Swedish VAT
Example: Painting priced at SEK 10,000 + SEK 2,500 VAT = SEK 12,500 total

Scenario 2: Selling to Gallery in Another EU Country

Situation: Swedish artist sells to German gallery (VAT-registered)
VAT: 0% (reverse charge)
Example: Painting SEK 10,000 + 0% VAT = SEK 10,000 total
Invoice note: "Reverse charge applies. German gallery accounts for VAT."

Scenario 3: Selling to Business in Your Country

Situation: Swedish artist sells to Swedish company (VAT-registered)
VAT: Charge 25% Swedish VAT
Example: Painting SEK 10,000 + SEK 2,500 VAT = SEK 12,500 total
Note: Company can reclaim the VAT, but you still charge it

Scenario 4: Selling Through Gallery (Commission)

Situation: Gallery sells your work, takes 40% commission
Your records:

• Sale amount: Full price (e.g., SEK 12,500 incl. VAT)
• Commission: 40% (e.g., SEK 5,000 incl. VAT)
• Net proceeds: Calculate automatically

VAT: Gallery invoices buyer, you invoice gallery for your portion

VAT Rates by Country

Common EU VAT rates for art (as of 2025):

• Sweden: 25% (standard rate for art)
• Germany: 19% (reduced 7% for some artists under Differenzbesteuerung)
• France: 20% (reduced 5.5% for original artworks)
• UK: 20% (standard rate)
• Denmark: 25%
• Norway: 25% (not EU but EEA)
• Netherlands: 21% (reduced 9% in some cases)
• Spain: 21%
• Italy: 22%

Artist Margin Scheme (Differenzbesteuerung)

Some EU countries offer a margin scheme for dealers/galleries buying art for resale:

• VAT only charged on profit margin, not full price
• Applies when buying from artists or non-VAT-registered sellers
• Not available for all transactions
• Country-specific rules apply

How it affects you: If a gallery buys your work under margin scheme, they may not provide a VAT invoice. Document this properly for your records.

Keeping Records

For VAT compliance, maintain:

Required Records

• All invoices (with VAT breakdown)
• Client VAT numbers (verified)
• Sales records with dates
• Commission agreements
• Proof of export (for non-EU sales)

Retention Period

• Most EU countries: 7-10 years
• Sweden: 7 years
• Germany: 10 years
• UK: 6 years

Troubleshooting VAT Issues

Problem: Client says VAT number is valid but Art Aura doesn't accept it

Solution: Verify format (e.g., "DE123456789" for Germany). Use VIES system online to validate. Store the number even if format seems unusual—validation is your responsibility.

Problem: Not sure if client should be reverse charge

Solution: Check if client is VAT-registered in another EU country. If yes and they have valid VAT number, apply reverse charge. If same country as you, charge VAT normally.

Problem: Commission calculation with VAT is confusing

Solution: Always work from gross price including VAT. Example: SEK 12,500 sale (25% VAT) = SEK 10,000 net. 40% commission on net = SEK 4,000. Your net proceeds: SEK 6,000 + VAT if applicable.

Getting Help with VAT

Professional Advice:

• Consult a tax advisor in your country
• Contact your local tax authority
• Join artist associations for shared knowledge

Resources:

• VIES: VAT number validation (ec.europa.eu/taxation_customs/vies)
• Your tax authority website: Country-specific VAT guidance
• Art Aura support: Technical questions about using VAT features

Generate professional documents and manage invoice workflow

Generate professional PDF documents and manage your invoice workflow with status tracking.

Setting Up Business Information

Before generating documents, configure your business details in Settings:

1. Go to Settings tab
2. Scroll to Business Information section
3. Enter:
   • Business Name
   • Address
   • Phone
   • Email
   • Tax ID / Business Number

This information appears on all invoices and receipts.

Invoice Management (Invoices Tab)

The Invoices tab provides comprehensive invoice workflow management:

Invoice Status Tracking

Every sale has an invoice status that tracks its progression:

• Not Invoiced (Orange) - Sale created, invoice not yet generated
• Invoiced (Blue) - Invoice generated or printed
• Sent (Purple) - Invoice emailed to client
• Paid (Green) - Payment received and recorded

Filtering Invoices

Use the filter chips at the top to view invoices by status:

• Tap "All" to see all sales
• Tap "Not Invoiced (5)" to see pending invoices
• Tap "Invoiced (3)" to see generated but unsent
• Tap "Sent (2)" to see awaiting payment
• Tap "Paid (10)" to see completed sales

Numbers update in real-time as statuses change.

Quick Actions (Swipe Gestures)

Swipe Right on any invoice:

• Email - Generate and email invoice to client

Swipe Left on any invoice:

• Mark Sent - Mark as sent (without emailing)
• Register Payment - Record payment with date
• Mark Paid - Quick mark as paid

Batch Operations (Multi-Select)

Process multiple invoices at once:

1. Tap "Select" in toolbar
2. Tap invoices to select (checkmarks appear)
3. Use toolbar buttons:
   • Print - Print all selected invoices
   • Email - Email all selected (with PDFs attached)
   • Register Payment - Mark all as paid with same date
4. Tap "Done" when finished

Email Invoices

Single Invoice: Swipe right on invoice → Tap "Email"

Multiple Invoices:

1. Enter selection mode
2. Select invoices to email
3. Tap "Email" button
4. All PDFs attached to single email
5. On successful send, all marked as "Sent"

Register Payments

Single Payment:

1. Swipe left → Tap "Register Payment"
2. Select payment date
3. Tap "Confirm"
4. Status changes to "Paid"

Multiple Payments:

1. Select multiple invoices
2. Tap "Register Payment"
3. Choose payment date (same for all)
4. All selected marked as "Paid"

Generating an Invoice

1. Open a Sale record
2. Tap the document icon in the toolbar
3. Select Generate Invoice
4. The PDF is created and the share sheet appears
5. Choose how to share:
   • Email
   • AirDrop
   • Save to Files
   • Print

Generating a Receipt

Same process as invoice:

1. Open the sale
2. Tap document icon
3. Select Generate Receipt
4. Share or save

Invoice vs Receipt

Invoice (pre-payment):

• Shows "PAYMENT DUE"
• Includes bank details for payment
• Used to request payment
• Sent before transaction is complete

Receipt (post-payment):

• Shows "PAID IN FULL" stamp
• Shows payment date and method
• Proof of completed payment
• Sent after payment received

Document Contents

Both documents include:

Header:

• Color-coded status badge (Orange/Blue/Purple/Green)
• Your business name and information
• Document type and number
• Date

Client Information:

• Bill to: Client name and contact details

Line Items:

• Artwork title, artist, year
• Medium and dimensions
• Price

Pricing:

• Subtotal
• VAT (if enabled in Settings)
• Commission/fees (if any)
• Total amount

Payment Section:

• Unpaid invoices: Bank details for payment (from Settings)
• Paid invoices: "PAID" stamp with payment date and method

Footer:

• Notes (if any)
• "Thank you for your business"
• Generation timestamp

Bank Details on Invoices

Configure bank details in Settings → Bank Details:

• Bank Name
• Account Holder
• Account Number
• Sort Code / Routing Number
• IBAN (for international)
• SWIFT/BIC (for international)

These appear on unpaid invoices so clients know where to send payment.

VAT on Invoices

If VAT is enabled in Settings → VAT Configuration:

• VAT is calculated and shown separately
• VAT rate and amount displayed
• Your VAT number included
• Choice of VAT-inclusive or VAT-exclusive pricing

Document Numbering

• Documents use the Invoice Number from the sale
• If no invoice number is set, a unique ID is generated
• Format: INV-XXXXXXXX or custom number

File Management

Generated PDFs:

• Are temporary files (not saved permanently in app)
• Should be saved to Files app, emailed, or printed immediately
• Are named with invoice number and type
• Can be regenerated anytime from the sale record

Invoice Workflow Best Practices

Recommended Workflow:

1. Create sale → Status: "Not Invoiced"
2. Generate invoice PDF → Status: "Invoiced"
3. Email to client → Status: "Sent"
4. Receive payment → Register Payment → Status: "Paid"
5. Generate receipt and send to client

Analyze and export your data

Analyze your collection and export data in multiple formats.

Available Reports

Inventory Report

Lists all artworks with:

• Title, artist, year
• Medium, dimensions
• Price and status
• Location

Export formats: PDF, CSV

Sales Report

Shows all transactions:

• Date and artwork
• Client name
• Sale amount
• Commission
• Net proceeds
• Payment method

Export formats: PDF, CSV

Client Report

Client directory with:

• Name and contact information
• Purchase history
• Total spent
• Number of artworks owned

Export formats: PDF, CSV

Financial Report

Revenue summary including:

• Total sales revenue
• Total commissions paid
• Net proceeds
• Sales by month
• Average sale price
• Top clients

Export formats: PDF, CSV

Currency Conversion

Display all monetary values in any of 15 major world currencies. Perfect for international clients, galleries, or insurance documentation.

Supported Currencies

• Art Market Top: USD ($), EUR (€), GBP (£), CHF, HKD (HK$), CNY (¥)
• European: SEK (kr), NOK (kr), DKK (kr)
• Asian: JPY (¥), SGD (S$), THB (฿)
• Other: AUD (A$), CAD (C$), AED (د.إ)

How to Use

1. Go to Reports tab
2. Find the Display Currency dropdown at the top
3. Select your target currency (e.g., EUR, GBP, THB)
4. Generate any report - all prices will be converted automatically

Note: Currency conversion uses bundled exchange rates for reliable offline operation. Rates are approximate and updated periodically. For exact conversions, verify with current market rates.

Generating a Report

1. Go to Reports tab
2. Select report type
3. Choose display currency (optional - defaults to your app currency)
4. Choose export format (PDF or CSV)
5. Tap Generate
6. The share sheet appears
7. Save or send the report

PDF Reports

Best for:

• Professional presentation
• Printing
• Sharing with stakeholders
• Archival

Features:

• Formatted tables
• Summary statistics
• Page numbers
• Generated date

CSV Reports

Best for:

• Importing to Excel/Numbers
• Data analysis
• Further processing
• Integration with accounting software

Features:

• Comma-separated values
• Column headers
• Compatible with spreadsheet apps
• Easy to manipulate

Using Reports

Inventory Management:

• Export inventory CSV for insurance documentation
• Generate PDF for gallery catalogs
• Track which pieces are available

Financial Analysis:

• Review sales trends
• Calculate tax obligations
• Identify top-selling artists
• Track commission expenses

Client Relations:

• Maintain client contact list
• Identify top collectors
• Plan targeted outreach

Customize your experience

Customize Art Aura to match your workflow and preferences.

Business Information

Used for invoices and receipts:

• Business Name - Your gallery or company name
• Address - Full mailing address
• Phone - Contact number
• Email - Business email
• Tax ID - Tax identification or business registration number

VAT Configuration

Configure Value Added Tax (VAT) for your invoices:

Enable VAT

• Toggle on to add VAT calculations to all invoices
• Toggle off for VAT-exempt transactions

When VAT is Enabled:

• VAT Rate - Set your local VAT percentage (e.g., 25%)
• VAT Registration Number - Your business VAT ID (appears on invoices)
• Reporting Period - Monthly, Bimonthly, or Quarterly
• Price Includes VAT - Toggle determines pricing display:
  • ON: Prices already include VAT (e.g., $1000 = $800 + $200 VAT)
  • OFF: VAT added to price (e.g., $1000 + $250 VAT = $1250)

Bank Details

Payment information displayed on unpaid invoices:

• Bank Name - Your bank's name
• Account Holder - Name on the account
• Account Number - Your account number
• Sort Code / Routing Number - Bank routing code
• IBAN - International Bank Account Number (for EU/international)
• SWIFT/BIC - Bank identifier code (for international transfers)

Display Settings

Show Prices in Lists

• Toggle on: See prices in artwork lists
• Toggle off: Hide prices for privacy

Currency

• Choose your default currency symbol
• Options: USD, EUR, GBP, SEK, NOK, DKK, CHF, JPY, CNY
• Affects display throughout the app

Artworks

Default Status for New Artworks

• Choose the initial status when adding artworks
• Options: Available, Not for Sale, Reserved
• Saves time if most artworks start with same status

Images

Compress Images

• Toggle on: Reduce file sizes (recommended)
• Toggle off: Keep original quality

Image Quality (when compression enabled)

• Slider from 30% to 100%
• Default: 80% (good balance)
• Lower = smaller files, less clarity
• Higher = larger files, better quality

Data & Sync

Enable iCloud Sync

• Toggle on: Sync data across all devices
• Toggle off: Keep data local only

How it works:

• All artworks, clients, and sales sync automatically
• Changes appear on other devices within seconds
• Requires iCloud account and internet connection
• No manual backup needed
• Optimized Performance: Images use external storage for faster sync

Important:

• Disabling sync doesn't delete existing data
• Re-enabling sync merges local and cloud data
• Make sure all devices use the same iCloud account
• First sync after update may take longer as images are reorganized
• Best performance on WiFi rather than cellular

Backup & Restore

Create Backup

• Export all data to .artbackup file
• Save to Files app or cloud storage
• Includes artworks, clients, sales, and images

Restore from Backup

• Import .artbackup file
• Choose strategy:
  • Replace - Overwrites all existing data
  • Merge - Adds backup data to existing

Import Data

Import Artworks from CSV

• Batch import artworks from spreadsheet
• See "Importing Data" section for format details

Import from Unix Colon Format

• Import from legacy 1982 Berkeley format
• 7 colon-separated fields per record

Recommended Settings

For Gallery Owners:

• Show prices: ON
• Enable VAT: Per your jurisdiction
• Compress images: ON (80%)
• iCloud sync: ON
• Default status: Available
• Complete bank details for invoices

For Private Collectors:

• Show prices: OFF (privacy)
• Enable VAT: Usually OFF
• Compress images: ON (80%)
• iCloud sync: ON
• Default status: Not for Sale

For Artists:

• Show prices: ON
• Enable VAT: Per your jurisdiction
• Compress images: ON (80%)
• iCloud sync: ON
• Default status: Available

Safeguards to protect your records

Art Aura includes built-in protections to prevent accidental data loss and maintain the integrity of your financial records.

Deletion Protection

The app automatically prevents deletion of records that would break important relationships or cause data loss.

Artwork Protection

You cannot delete an artwork that has sales records.

Why:

• Preserves complete financial history
• Maintains accurate revenue tracking
• Ensures tax compliance and audit trail
• Prevents orphaned sales records

If you try to delete an artwork with sales, you'll see:

• Clear error message explaining the protection
• Number of associated sales
• Total revenue from those sales
• Step-by-step instructions for deletion (if you still want to proceed)

To delete an artwork with sales:

1. Go to the Sales tab
2. Find and delete all sales for that artwork
3. Return to Artworks and delete the artwork

Client Protection

You cannot delete a client who has:

• Purchase history (sales records)
• Owned artworks assigned to them

Why:

• Preserves customer purchase history
• Maintains artwork ownership records
• Protects financial data integrity
• Ensures compliance with record-keeping requirements

To delete a client:

1. Go to Sales tab and delete their purchase records
2. Go to Artworks and remove ownership assignments
3. Return to Clients and delete the client

Data Validation

All forms include validation to prevent errors:

• Required fields - Cannot save without essential information
• Format checking - Email addresses, prices validated
• Duplicate prevention - Warns about potential duplicates when creating new records
• Unsaved changes warning - Prompts before discarding changes

Sync Protection

iCloud sync includes safeguards:

• External storage - Images stored separately for efficient syncing
• Conflict resolution - Automatic merging of changes from multiple devices
• Offline capability - Changes queued when offline, sync when reconnected
• Transaction safety - Failed saves rollback automatically

Backup Recommendations

While Art Aura includes many protections, regular backups are still important:

• Enable iCloud Sync - Automatic backup across devices
• Export reports monthly - CSV exports as additional backup
• Use iOS device backups - Include app data in iCloud/iTunes backups
• Document important records - Save invoices and receipts to Files app

What Gets Protected

Error Messages

When deletion is blocked, you'll see helpful error messages:

• Clear title - "Cannot Delete Artwork" or "Cannot Delete Client"
• Detailed reason - Exact number of records and amounts
• Resolution steps - Numbered instructions on how to proceed
• Alternative suggestion - Option to keep the record instead

Work faster on iPad

Work faster on iPad with these keyboard shortcuts.

Creating New Items

• ⌘N - New Artwork
• ⌘⇧N - New Client
• ⌘⌥N - New Sale

Navigation

• ⌘1 - Show Artworks tab
• ⌘2 - Show Clients tab
• ⌘3 - Show Sales tab

Tips for iPad Users

1. Connect a keyboard - Any Bluetooth keyboard or Magic Keyboard case works
2. Hold Command (⌘) in any screen to see available shortcuts
3. Use Tab to move between fields in forms
4. Use Return to submit forms
5. Use Escape to dismiss dialogs

Working Efficiently

Workflow example:

1. Press ⌘N to create new artwork
2. Take photo with iPad camera
3. Tab through fields to enter information
4. Press Return to save
5. Repeat for next artwork

External Keyboard Benefits

• Faster data entry
• Quick navigation between tabs
• Professional workflow
• Less screen touching (keeps screen clean)

Trackpad Support

If your iPad keyboard has a trackpad:

• Hover over items to preview
• Right-click for context menus
• Scroll with two-finger swipe
• Select text precisely

Present artworks professionally

Present artworks professionally on external screens, monitors, or TVs.

Connecting an External Display

You can connect via:

Wired:

• HDMI adapter + HDMI cable
• USB-C to HDMI cable
• USB-C display (direct connection)
• DisplayPort adapter

Wireless:

• AirPlay to Apple TV
• AirPlay 2 compatible smart TVs
• AirPlay to Mac

Presenting an Artwork

1. Connect external display (screen icon appears in artwork details)
2. Open the artwork you want to present
3. Tap the TV icon in the toolbar
4. The artwork appears full-screen on the external display
5. Your iPad/iPhone shows the detail view (for reference)

Use Cases

Gallery Presentations:

• Connect to large monitor at desk
• Show artwork details to clients
• iPad remains in your hands for control

Client Meetings:

• AirPlay to client's Apple TV
• Present multiple artworks in sequence
• Professional presentation without passing device

Exhibitions:

• Display on large screen or projector
• Rotate through artworks
• High-quality image presentation

Display Features

• Full-screen display - Artwork fills entire external screen
• High quality - Original photo resolution maintained
• Clean interface - No UI elements on external display
• Independent control - iPad shows controls while display shows art

Troubleshooting

Display not detected:

• Check cable connections
• For AirPlay: Ensure devices on same Wi-Fi
• Restart iOS device
• Try different cable/adapter

TV icon not appearing:

• Connect display first
• App automatically detects external screens
• May take a few seconds to appear

Recent activity on your wrist

View your recent collection activity right from your wrist. The Art Aura companion app for Apple Watch keeps you connected to your art inventory wherever you go.

What You Can See

The Watch app shows your Recent Activity - the latest changes to your collection at a glance:

Recent Artworks:

• Newly added or modified artworks
• Title, artist, and thumbnail image
• Quick overview of recent additions

Recent Clients:

• Recently added collectors and buyers
• Client names for quick reference
• Stay connected with your network

Recent Sales:

• Latest transactions
• Sale amounts and dates
• Track your revenue on the go

How It Works

The Watch app syncs automatically with your iPhone via iCloud:

1. Add artworks, clients, or sales on your iPhone, iPad, or Mac
2. Data syncs via iCloud to all your devices
3. View on your Watch within moments

No manual sync required - it's all automatic.

Installing the Watch App

The Watch app is included when you install Art Aura:

1. Install Art Aura on your iPhone from the App Store
2. Open the Watch app on your iPhone
3. Scroll to "Available Apps" section
4. Find Art Aura and tap Install
5. The app transfers to your Watch automatically

Requirements

• Apple Watch Series 4 or later
• watchOS 10 or later
• Paired iPhone with Art Aura installed
• iCloud sync enabled in Art Aura settings
• Same iCloud account on all devices

Best Use Cases

At Art Fairs: Quick check of recent sales between conversations. See what sold while you were with other clients.

In the Studio: Glance at new artworks you cataloged today. Track progress on your collection.

Client Meetings: Discreetly check recent activity. Quick reference to latest additions.

On the Go: Stay connected to your gallery. Monitor sales activity anywhere.

Troubleshooting

Watch app not showing data?

• Ensure iCloud sync is enabled in Art Aura settings
• Check that iPhone and Watch are paired and connected
• Verify same iCloud account on all devices
• Give it a few minutes for initial sync

App not appearing on Watch?

• Open Watch app on iPhone
• Check "Available Apps" section
• Tap Install next to Art Aura
• Restart Watch if needed

On-device AI that keeps your data private

Art Aura integrates Apple's on-device AI to help you write professional descriptions, classify artworks, and search your collection using everyday language. Everything runs on the Neural Engine inside your iPad or iPhone — no data leaves the device, no internet is required, and there are no subscription fees.

What You Get

Apple Intelligence powers three features in Art Aura:

• AI Description Generator — Professional catalog descriptions, exhibition labels, and historical context written for you in seconds
• AI Tag Generation — Automatic classification of style, subject, color palette, mood, and keywords for each artwork
• Smart Search — Search your collection in plain language instead of navigating filters and dropdowns

Supported Devices

Apple Intelligence requires specific hardware with a powerful Neural Engine:

• iPad Pro with M1, M2, M4, or M5 chip
• iPad Air with M1 or M2 chip
• iPhone 15 Pro and iPhone 15 Pro Max

You also need iOS/iPadOS 26 or later, with Apple Intelligence enabled in Settings.

Setting Up

1. Make sure your device runs iOS/iPadOS 26+
2. Go to Settings > Apple Intelligence & Siri and enable Apple Intelligence
3. Wait for the model download (2-3 GB, one-time, requires WiFi)
4. In Art Aura, go to Settings and check the Apple Intelligence section — it should show "Available" with a green checkmark
5. Make sure "Enable AI Features" is toggled on

AI Description Generator

Generates three professionally written texts from your artwork's metadata.

How to Use

1. Open any artwork and tap Edit
2. Tap "Generate with AI"
3. Wait a few seconds (up to 30 seconds on the first request)
4. Review the three generated options:
   • Catalog Description — 2-3 polished sentences for records, insurance, and catalogs
   • Exhibition Label — Concise 30-50 word label in gallery-wall style
   • Historical Context — 1-2 sentences placing the work in its art-historical moment
5. Tap "Use This" on any option to apply it to the artwork record

What It's Good For

• Cataloging backlogs — Generate descriptions for dozens of artworks in one sitting instead of writing each by hand
• Insurance documentation — Professional descriptions that meet the standard expected by insurers
• Gallery labels — Exhibition-ready labels without hiring a copywriter
• Sales materials — Historical context that adds value when presenting works to collectors

AI Tag Generation

Automatically suggests classification tags for each artwork:

• Style — The art movement (Impressionism, Abstract Expressionism, etc.)
• Subject — What the work depicts (landscape, portrait, still life)
• Color Palette — Dominant colors
• Mood — Emotional quality (contemplative, vibrant, somber)
• Keywords — 3-5 descriptive terms for search and organization

Tags make your collection instantly more searchable and better organized without manual classification.

Smart Search

Instead of navigating filters, just type what you're looking for in plain language. Access Smart Search with ⌘K on iPad, or the search button in the toolbar.

Example Queries

• "Available paintings under $10,000" — Finds artworks with status Available, medium matching painting types, and price below $10,000
• "Large bronze sculptures" — Matches sculptures in bronze with large dimensions
• "Works by Anders Ström" — Artist name search with full Unicode support
• "What's on consignment?" — Status-based query
• "Clients in New York" — Searches client addresses
• "Unpaid invoices from this year" — Filters sales by invoice status and date

How It Works Behind the Scenes

When you type a query, the on-device AI parses it into a structured search:

1. Intent parsing — The AI reads your query and identifies the entity type (artwork, client, or sale) and filters (price, status, medium, artist, etc.)
2. Medium expansion — "Painting" automatically expands to oil, acrylic, watercolor, gouache, tempera, fresco, and encaustic. "Sculpture" expands to bronze, marble, stone, wood, ceramic, glass, metal, and more.
3. Filtering — Structured filters are applied against your collection in memory
4. Results — Matching items appear instantly

Quick Category Buttons

Below the search field, quick-access buttons let you filter by common categories with one tap:

• Paintings — All painting mediums
• Sculptures — All sculpture materials
• Prints — Lithographs, screenprints, etchings, etc.

Benefits of On-Device AI

Running AI on the device instead of in the cloud has specific advantages for anyone working with valuable art:

Complete Privacy

• Artwork data (prices, ownership, locations) never leaves the device
• Client information stays local
• Search patterns cannot be profiled or sold
• No server to breach — there is no Art Aura AI server

Works Everywhere

• Art fairs with spotty WiFi
• Private viewings in collectors' homes
• Storage facilities with no connectivity
• International travel without data roaming

No Ongoing Costs

• No API fees or token limits
• No monthly subscription for AI features
• Unlimited usage included with your device

Speed

• Descriptions generated in under 30 seconds
• Search results appear in milliseconds (no network round-trip)
• Second and subsequent requests are faster than the first (session reuse)

How the Hardware Makes It Possible

Apple's M-series and A17 Pro chips include a dedicated Neural Engine — 16 specialized cores designed for machine learning. The M4 chip delivers 38 trillion operations per second (TOPS), enough to evaluate billions of word combinations and produce coherent text in seconds.

Apple's unified memory architecture means the AI model, your artwork data, and the app all share the same fast memory pool — no copying data between separate memory banks. This is why AI features feel responsive even though the model runs locally.

Fallback for Older Devices

On devices without Apple Intelligence, Art Aura's Smart Search falls back to a keyword-based parser that still handles:

• Price ranges ("under $10k", "over €5,000")
• Status keywords ("available", "sold", "reserved")
• Medium matching with the same expansion rules
• Size keywords ("large", "small")
• Year and decade parsing ("1960s", "after 2010")
• Artist name detection with Unicode support (åäö)
• Sorting ("most expensive", "recent", "oldest")

The AI adds nuance — understanding ambiguous phrasing and complex multi-part questions — but the app remains fully functional without it.

Troubleshooting

"Generate with AI" button doesn't appear

• Check that your device is supported (M1+ iPad, iPhone 15 Pro)
• Verify you're running iOS/iPadOS 26 or later
• Enable Apple Intelligence in system Settings
• Toggle "Enable AI Features" on in Art Aura Settings

AI shows "Unavailable"

• Apple Intelligence may still be downloading (2-3 GB, needs WiFi and power)
• Go to Settings > Apple Intelligence & Siri and check status
• Restart your device if download seems stuck

Generated descriptions seem generic

• Add more metadata to the artwork — title, artist, year, medium, and dimensions all improve output quality
• An artwork with only a title will produce less specific text

Smart Search returns unexpected results

• Enable debug mode (toggle in Smart Search view) to see which filters were applied
• Try rephrasing your query more specifically
• Use quick category buttons for common searches

Get the most out of Art Aura

Get the most out of Art Aura with these expert tips.

Photography Tips

Lighting:

• Natural, indirect light is best
• Avoid direct sunlight (creates glare)
• Use consistent lighting for entire collection
• Consider a simple lightbox for small pieces

Camera Setup:

• iPad camera is excellent for most needs
• Hold device steady or use tripod
• Fill frame with artwork
• Shoot straight-on (avoid angles)
• Use gridlines to ensure level

Quality:

• Set compression to 80% or higher for important pieces
• Take new photos if lighting improves
• Retake if image is blurry

Data Entry Best Practices

Consistency:

• Choose a dimension format and stick to it (e.g., "H x W x D")
• Always include units (inches, cm)
• Standardize artist name spelling
• Use consistent capitalization

Completeness:

• Fill in as many fields as possible
• Descriptions help with searchability
• Notes can include provenance, condition, materials

Accuracy:

• Update prices regularly
• Change status when artworks sell
• Keep client contact information current
• Review entries periodically

Workflow Optimization

Batch Entry:

• Photograph multiple artworks in one session
• Then add all to app with fresh memory
• Use keyboard shortcuts on iPad

Regular Updates:

• Set weekly reminder to update new acquisitions
• Monthly review of prices and statuses
• Quarterly generation of inventory reports

Sales Documentation

At Time of Sale:

1. Create sale record immediately
2. Set correct date (backdating if needed)
3. Enter payment method
4. Generate receipt for client
5. Update artwork status to "Sold"
6. Link client as owner in artwork

Invoice Workflow:

1. Fill business information in Settings first
2. Create sale with "Pending" status if desired
3. Generate invoice
4. Email to client
5. Update when payment received
6. Generate receipt

Backup & Security

iCloud Sync:

• Enable for automatic backup
• Ensures data safety if device lost
• Allows access from multiple devices

Additional Backups:

• Export CSV reports monthly
• Save to external storage
• Keep copies of important invoices

Device Security:

• Use Face ID / Touch ID
• Set strong passcode
• Enable Find My iPhone
• Keep iOS updated

Reporting & Analysis

Regular Reports:

• Weekly: Review recent sales
• Monthly: Generate financial report
• Quarterly: Full inventory report
• Annually: Client report and analysis

Tax Preparation:

• Export sales CSV before tax season
• Keep generated invoices organized by year
• Track commission expenses

Business Insights:

• Identify best-selling artists
• Track average sale prices
• Monitor sales trends
• Analyze client purchasing patterns

Common Mistakes to Avoid

❌ Don't:

• Forget to update artwork status after sale
• Skip business info setup before generating invoices
• Use inconsistent measurement units
• Neglect to backup data
• Leave price information outdated

✅ Do:

• Update in real-time
• Review data regularly
• Take high-quality photos
• Use keyboard shortcuts
• Enable iCloud sync
• Generate regular reports

Getting Help

• Review this handbook for features
• Check Settings for configuration options
• Contact support at edvard.thorden@me.com
• Visit Privacy Policy