Welcome to ART PRO

ART PRO is your comprehensive art inventory management solution for Mac, iPad, and iPhone. Whether you're a gallery owner, private collector, or artist, ART PRO helps you organize your collection, manage clients, and track sales.

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

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 PRO 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)
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

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

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

Professional classification and edition tracking

Classify your artworks professionally with 12 categories and track edition numbers for prints and photographs.

12 Professional Categories

ART PRO supports the following artwork categories:

• 🎨 Painting - Oil, acrylic, canvas works
• ✏️ Drawing - Pencil, charcoal, ink drawings
• 💧 Watercolour - Watercolor paintings
• 🗿 Sculpture - 3D artworks in any material
• 🖨️ Print - Lithographs, etchings, screen prints (supports edition tracking)
• 📷 Photograph - Photography (supports edition tracking)
• 🎨 Mixed Media - Works combining multiple materials
• 🏛️ Installation - Large-scale installations
• 💻 Digital Art - Computer-generated or digital works
• 🧵 Textile - Fabric art, tapestries
• 🏺 Ceramic - Pottery and ceramic works
• ❓ Other - Artworks that don't fit other categories

Setting a Category

When adding or editing an artwork:

1. Scroll to the Classification section
2. Tap the Category picker
3. Select the appropriate category from the list
4. Choose "None" to leave the artwork uncategorized
5. For Prints and Photographs, edition fields appear automatically

Edition Numbering (Prints & Photographs)

Track limited edition information for prints and photographs:

Edition Fields

• Edition Number - This print's number (e.g., 5)
• Edition Total - Total in edition (e.g., 100)
• Edition Type - Type of edition (see below)

Six Edition Types

• Limited Edition - Standard numbered edition (default)
• Artist Proof (AP) - Reserved for the artist
• Printer's Proof (PP) - Reserved for the printer
• Hors Commerce (HC) - Not for commercial sale
• Bon à Tirer (BAT) - Final approved proof
• Trial Proof (TP) - Test print

Edition Display Format

Editions are displayed in standard format:

• 5/100 (Limited Edition) - Print 5 of 100
• AP 2/10 - Artist Proof 2 of 10
• PP 1/5 - Printer's Proof 1 of 5

Filtering by Category

To view artworks by category:

1. Go to the Artworks tab
2. Tap the filter icon (funnel)
3. Scroll to the Category section
4. Select a category
5. Tap Done

The list will show only artworks in that category. A filter badge shows active filters at the top of the list.

Category Breakdown on Dashboard

The Dashboard displays a category breakdown showing:

• Count of artworks in each category
• Category icon for quick identification
• Sorted by most common categories first
• Total value per category

CSV Import/Export with Categories

Categories and editions are included in CSV import/export:

• Import: Category names must match exactly (case-sensitive)
• Import: Both EditionNumber and EditionTotal required for edition tracking
• Export: All artworks export with category and edition fields included

See the CSV Import/Export section for complete details.

Best Practices

Categorization:

• Choose the most specific category that applies
• Be consistent across similar artworks
• Use categories for better organization and filtering
• Use "Other" for artworks that don't fit existing categories

Edition Numbering:

• Always fill both number and total for prints/photographs
• Use appropriate edition type (AP for artist proofs, etc.)
• Double-check numbers before saving
• Edition tracking helps with authenticity and provenance

Add comprehensive visual documentation

Add multiple photos to each artwork for complete documentation - front, back, detail shots, installation views, and more.

Adding Images to Artwork

1. Open any artwork detail view
2. Scroll to the Images section
3. Tap "Add Image" button
4. Choose source:
   • Photo Library - Select from your Photos app
   • Browse Files - Choose from Files app or iCloud Drive
5. Image is automatically added to the gallery
6. Repeat to add more images

Managing Multiple Images

Viewing Images

• Swipe left/right to browse through images
• Page indicator shows current position (e.g., "2 of 5")
• Images appear full-width in gallery view

Deleting Images

1. Swipe to the image you want to delete
2. Tap the "Delete Image" button
3. Confirm deletion
4. Image is permanently removed
5. Counter updates automatically

Image Order

• Images are displayed in the order you add them
• First image becomes the primary/thumbnail
• Organize images logically (front, back, details)

Use Cases

Complete Documentation:

• Image 1: Front view (main image)
• Image 2: Back view (signature, labels)
• Image 3: Detail shot (brushwork, texture)
• Image 4: Scale reference (artwork in room)
• Image 5: Installation view (at exhibition)

Conservation & Condition:

• Document condition at time of acquisition
• Track any damage or restoration work
• Before/after restoration photos
• Detail shots of specific areas

Sales & Marketing:

• Multiple angles for clients
• Detail shots of craftsmanship
• Installation examples
• Context shots in gallery spaces

Technical Details

Image Processing:

• Images are automatically resized to 800x800px max
• Compressed to 80% JPEG quality (configurable in Settings)
• Original aspect ratio maintained
• Optimized for storage and iCloud sync

Storage:

• Images stored as part of artwork data
• Synced via iCloud automatically
• Included in device backups
• No separate file management needed

Best Practices

Photography Tips:

• Take photos in good, consistent lighting
• Use neutral background for detail shots
• Include scale reference (ruler, hand) when helpful
• Capture signatures and labels clearly
• Document condition thoroughly

Organization:

• Add images in logical order (front, back, details)
• Update images if artwork is restored or reframed
• Keep most important image as first image (thumbnail)

Storage Management:

• Set compression quality appropriately in Settings
• Delete unnecessary images to save space
• Consider 3-5 core images per artwork
• Save ultra high-res originals separately if needed

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.

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 PRO 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 PRO

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 PRO 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 PRO 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 PRO 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 PRO support: Technical questions about using VAT features

Generate professional documents

Generate professional PDF documents for your sales transactions.

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.

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"
• Used to request payment
• Sent before transaction is complete

Receipt (post-payment):

• Shows "PAID IN FULL"
• Proof of completed payment
• Sent after payment received

Document Contents

Both documents include:

Header:

• 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
• Commission/fees (if any)
• Total amount

Payment Details:

• Payment method
• Payment status

Footer:

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

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

Track invoices from creation to payment

Complete invoice tracking system that helps you manage every invoice from generation to payment.

Four Invoice Status Levels

• 🟠 Not Invoiced - Sale recorded but invoice not yet created
• 🔵 Invoiced - Invoice generated but not sent to client
• 🟣 Sent - Invoice sent to client, awaiting payment
• 🟢 Paid - Payment received and recorded

Accessing Invoice Management

1. Go to the Invoices tab (main navigation)
2. View all sales with invoice status tracking
3. Filter by status using filter chips at the top
4. Live counts show how many invoices in each status

Filtering by Status

Quick filter chips at the top of the Invoices view:

• Tap "Not Invoiced" to see sales that need invoices created
• Tap "Invoiced" to see invoices ready to send
• Tap "Sent" to see unpaid invoices
• Tap "Paid" to see completed invoices
• Tap "All" to see everything

Sending Invoices via Email

Email invoices directly from the app:

1. Open a sale in the Invoices view
2. Tap "Send Invoice" button (or swipe right on iOS)
3. Email composer opens with invoice PDF attached
4. Send the email
5. Invoice automatically marked as "Sent"

Registering Payments

Record when payments are received:

1. Open a sent invoice
2. Tap "Register Payment" (or use swipe action)
3. Select the payment date (defaults to today)
4. Confirm
5. Invoice marked as "Paid" with payment date recorded

iOS Swipe Actions

Quick actions without opening the invoice:

• Swipe Right: Send invoice via email
• Swipe Left: Access quick status updates
  • Mark as Sent
  • Register Payment
  • Mark as Paid

Multi-Select & Batch Operations

Work with multiple invoices at once:

1. Tap "Select" button in toolbar
2. Tap invoices to select them
3. Choose batch action:
   • Print Multiple - Print selected invoices
   • Email Multiple - Email all selected invoices
   • Mark as Sent - Update status for all
   • Mark as Paid - Update status for all

Context Menu (Long Press)

On iOS, long-press any invoice for quick actions:

• Send via Email
• Mark as Invoiced
• Mark as Sent
• Register Payment
• Mark as Paid

On Mac, right-click for the same menu.

Invoice Display Features

Paid Invoices Show:

• Large green "PAID" stamp on PDF
• Payment date displayed
• Payment method shown
• Green payment confirmation box

Unpaid Invoices Show:

• Status badge (Not Invoiced, Invoiced, Sent)
• Bank details for payment
• Payment instructions

Workflow Example

1. Record Sale: Create sale record → Status: "Not Invoiced"
2. Generate Invoice: Create invoice PDF → Status: "Invoiced"
3. Send to Client: Email invoice → Status automatically: "Sent"
4. Receive Payment: Register payment → Status: "Paid"

Best Practices

• Send invoices promptly - Use "Not Invoiced" filter to find sales that need invoicing
• Follow up on sent invoices - Filter by "Sent" to see outstanding payments
• Record payments immediately - Keep status current for accurate cash flow tracking
• Use batch operations - Send multiple invoices at month-end efficiently
• Check paid invoices - Filter by "Paid" to see completed transactions

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

Generating a Report

1. Go to Reports tab
2. Select report type
3. Choose export format (PDF or CSV)
4. Tap Generate
5. The share sheet appears
6. 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

Import and export artwork data

Import artworks from CSV or Excel files, and export your collection for backup or analysis.

CSV Format (Version 1.5)

Extended format with 14 fields:

Exporting to CSV

1. Go to the Artworks tab
2. Optional: Apply filters to export specific artworks
3. Tap the menu icon (three dots)
4. Select "Export to CSV" or "Export All to CSV"
5. Choose destination (Files app, iCloud Drive, email, etc.)
6. CSV file is created with timestamp in filename

What Gets Exported:

• Export to CSV - Currently filtered/visible artworks
• Export All to CSV - Entire collection (ignores filters)
• All 14 fields included for each artwork
• Category and edition data included
• Empty fields export as blank
• Location and owner information included

Importing from CSV

1. Go to Settings tab
2. Scroll to "Data Management" section
3. Tap "Import Artworks from CSV"
4. Select your CSV file
5. Review import summary showing:
   • Number of artworks imported
   • Number skipped (duplicates)
   • Any errors encountered

Field Details

Required Field:

• Title - Cannot be empty, used for duplicate detection

Optional Fields:

• Artist - Artist or creator name
• Year - Creation year or date range (e.g., "2024" or "1950-1955")
• Medium - Materials and technique
• Dimensions - Any format accepted
• Price - Numbers only ($ and , are removed automatically)
• Status - Available (default), Sold, Reserved, Not for Sale, On Loan, In Exhibition
• Description - Any text (use quotes if it contains commas)

Category Fields (NEW!):

• Category - Must match exact category name (case-sensitive):
  • Painting, Drawing, Watercolour, Sculpture, Print, Photograph
  • Mixed Media, Installation, Digital Art, Textile, Ceramic, Other
• EditionNumber - Edition number (e.g., 5)
• EditionTotal - Total in edition (e.g., 100)
• EditionType - Edition type:
  • Limited Edition, Artist Proof, Printer's Proof
  • Hors Commerce, Bon à Tirer, Trial Proof

Additional Fields:

• Location - Current location or storage
• Owner - Owner name (if sold)

Validation Rules

Category Validation:

• Category names must match exactly (case-sensitive)
• Invalid categories are skipped (artwork imports without category)
• Valid: Print, Invalid: print, PRINT, Prints

Edition Validation:

• Both EditionNumber and EditionTotal must be provided together
• EditionNumber must be ≤ EditionTotal
• Both must be positive numbers
• Invalid editions are skipped (artwork imports without edition)

Duplicate Detection:

• Artworks with identical titles are automatically skipped
• Case-sensitive comparison
• Skipped items shown in import summary

Example CSV Files

Minimal Import (Title Only):

Title,Artist,Year,Medium,Dimensions,Price,Status,Description,Category,EditionNumber,EditionTotal,EditionType
My Artwork
Another Artwork
Third Artwork

Complete Import with Categories:

Title,Artist,Year,Medium,Dimensions,Price,Status,Description,Category,EditionNumber,EditionTotal,EditionType
Starry Night,Vincent van Gogh,1889,Oil on Canvas,73.7x92.1cm,100000000,Not for Sale,Post-Impressionist masterpiece,Painting,,,
The Wave,Katsushika Hokusai,1831,Woodblock print,25x37cm,50000,Available,Famous ukiyo-e print,Print,25,200,Limited Edition
Artist's Proof Print,Modern Artist,2024,Lithograph,40x30cm,3000,Available,From limited series,Print,2,10,Artist Proof
Sunflowers,Claude Monet,1888,Watercolour,60x45cm,25000,Available,Impressionist study,Watercolour,,,

Best Practices

Before Importing:

• Include header row with field names
• Use quotes around fields containing commas
• Use exact category names (see list above)
• Test with small file first
• Keep backup of original data

When Exporting:

• Export regularly for backup purposes
• Use filters to export specific subsets
• Save exports to iCloud Drive for safekeeping
• Include timestamp in filename for version tracking

Data Migration:

• Perfect for migrating from spreadsheets
• Export from other systems to CSV format
• Map fields to match ART PRO format
• Import in batches if collection is large

Troubleshooting

"No artworks imported":

• Check that Title field is not empty
• Verify CSV format matches template
• Check for duplicate titles in existing database

"Some rows had errors":

• Review CSV file format
• Check for missing quotes around fields with commas
• Verify price field contains only numbers
• Check category names match valid list

"All artworks skipped as duplicates":

• Artworks with same title already exist
• Change titles to make them unique
• Or delete existing artworks first

"Edition numbers not imported":

• Both EditionNumber and EditionTotal must be provided
• EditionNumber must be ≤ EditionTotal
• Both must be positive numbers

"Category not showing":

• Check spelling matches exactly (case-sensitive)
• Valid: Print, Invalid: print, PRINT, Prints
• See valid category list above

Customize your experience

Customize ART PRO 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

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

Recommended Settings

For Gallery Owners:

• Show prices: ON
• Compress images: ON (80%)
• iCloud sync: ON
• Default status: Available

For Private Collectors:

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

For Artists:

• Show prices: ON
• Compress images: ON (80%)
• iCloud sync: ON
• Default status: Available

Safeguards to protect your records

ART PRO 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 PRO 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

Hands-free collection management with voice commands

Use Siri and Apple Intelligence to manage your collection, get instant statistics, and access information hands-free. Perfect for when you're handling artworks, in meetings, or need quick answers.

How to Activate Siri

On iPhone & iPad:

• Say "Hey Siri" - If enabled in Settings
• Press and hold Side button - Works on all models
• Press and hold Home button - On older iPhones with Home button

On Mac:

• Say "Hey Siri" - If enabled in System Settings
• Click Siri icon - In menu bar or Dock
• Press Command + Space twice - Quick keyboard activation
• Use Touch Bar - On MacBook Pro with Touch Bar

Intelligent Questions You Can Ask

Collection Statistics:

• "Hey Siri, how many artworks do I have?"
• "What's my collection worth?"
• "How many artworks are available for sale?"
• "How many paintings do I have?"
• "Show me my total inventory value"

Sales & Revenue:

• "How much have I sold this month?"
• "What are my total sales?"
• "Show me my revenue this year"
• "How many sales did I make today?"
• "What's my average sale price?"

Artwork Status:

• "Which artworks are on loan?"
• "Show me artworks in exhibitions"
• "Which artworks are sold?"
• "What artworks are reserved?"
• "How many pieces are available?"

Client Information:

• "How many clients do I have?"
• "Show me my top collectors"
• "Who bought artworks this month?"

Finding Artworks:

• "Find artworks by [Artist Name]"
• "Show me paintings from 2024"
• "Which artworks are prints?"
• "Show me watercolours"
• "Find artworks in the Print category"

Invoice Management:

• "How many invoices are unpaid?"
• "Show me sent invoices"
• "Which invoices need to be sent?"
• "How many invoices are paid?"

Opening the App with Siri

Quick access to ART PRO:

• "Open ART PRO" - Launches the app immediately
• "Open Art Inventory" - Alternative phrase
• "Launch ART PRO" - Opens the app

Advanced Queries

Combine filters for specific information:

• "How many available paintings do I have?" - Status + category filter
• "What's the value of my sold artworks?" - Status + calculation
• "Show me prints that are available" - Category + status filter
• "How many artworks did I add this week?" - Time-based query

Voice Commands for Navigation

Navigate through the app hands-free:

• "Show me the Artworks tab"
• "Go to Clients"
• "Open Sales"
• "Show the Dashboard"
• "Go to Invoices"
• "Open Settings"

Creating Records with Siri

Add new items using voice:

• "Add a new artwork" - Opens the add artwork form
• "Create a new client" - Opens the add client form
• "Record a new sale" - Opens the add sale form

How to Use Siri WITHOUT Saying "in ART PRO"

Problem: Apple requires built-in shortcuts to include the app name, so you must say "in ART PRO" every time.

Solution: Create custom shortcuts using the iOS Shortcuts app!

Quick Setup (2 minutes):

1. Open Shortcuts app (blue icon with white shapes)
2. Tap + button to create new shortcut
3. Tap "Add Action"
4. Search for "ART PRO"
5. Select "Show Inventory Count in ART PRO"
6. Tap (i) icon in bottom right
7. Tap "Add to Siri"
8. Record your phrase: "How many artworks do I have"
9. Tap Done

Now you can say: "Hey Siri, how many artworks do I have" (without "in ART PRO")!

Recommended Shortcuts to Create:

• "How many artworks do I have" → Show Inventory Count
• "Show my sales" → Show Recent Sales
• "What's on loan" → Show Loans
• "What's my collection worth" → Show Inventory Count

Why This Workaround is Needed:

Apple's AppShortcuts framework requires every phrase to include \(.applicationName) for app disambiguation. The only way to create phrases without the app name is through the Shortcuts app, which allows custom voice triggers for any app action.

Privacy & Siri

Your data remains private when using Siri:

• All data stays on your device
• Siri processes queries locally when possible
• No collection information is sent to servers
• Voice commands work offline for basic queries
• Apple Intelligence respects your privacy by design

Best Use Cases

During Client Meetings:

• Quickly check inventory without pulling out your device
• Get instant statistics to answer client questions
• Find specific artworks by artist or category

While Handling Artworks:

• Check availability status hands-free
• Verify edition numbers
• Look up dimensions or pricing

Quick Daily Updates:

• Morning inventory check
• Sales summary for the day
• Outstanding invoices review

On the Go:

• Check collection stats while commuting
• Verify information during phone calls
• Quick lookups while traveling

Tips for Best Results

• Speak clearly - Natural pace, clear pronunciation
• Use specific terms - "Paintings" instead of "those art things"
• Try different phrasings - Siri understands variations
• Start simple - Begin with basic queries, then try more complex ones
• Check results - Siri will show you the information visually
• Follow up - Ask clarifying questions to narrow results

Troubleshooting

Siri Not Responding:

• Check if "Hey Siri" is enabled in Settings
• Make sure your device is not muted
• Try manual activation (hold Side button)
• Check internet connection for cloud-based features

Commands Not Working:

• Make sure ART PRO is installed and launched at least once
• Try rephrasing your question
• Use the app name: "In ART PRO, how many artworks..."
• Check that Siri has permission to access the app

Results Not Accurate:

• Sync your data if using iCloud
• Restart the app to refresh data
• Try more specific queries
• Verify your data is entered correctly in the app

Example Workflow

Scenario: Client calls asking about available paintings under $5,000

1. You say: "Hey Siri, how many paintings are available?"
2. Siri responds with the count
3. You say: "Show me paintings under 5000 dollars"
4. Siri displays filtered results
5. You browse the results while still on the phone
6. You say: "Email this list to [client name]"
7. Transaction complete - all hands-free!

Future Capabilities

As Apple Intelligence evolves, expect even more powerful features:

• Contextual suggestions based on your workflow
• Predictive analytics ("Sales are trending up this month")
• Proactive notifications ("You have 5 unsent invoices")
• Smart summaries of your collection
• Natural language report generation

Get the most out of ART PRO

Get the most out of ART PRO 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