How to Build an Art Inventory System in ClickUp

ClickUp can power a complete art inventory system for studios, galleries, and collectors by combining tasks, custom fields, and views into one organized workspace.

This step-by-step guide shows you how to recreate and customize the workflows demonstrated in the original art inventory templates article so you can track every artwork from idea to sale.

Step 1: Plan Your Art Inventory in ClickUp

Before you start building your space, outline how you want to organize information. This will keep your ClickUp structure simple and scalable.

Define your core art records

Decide what a single record should represent in ClickUp:

• Individual artworks (paintings, sculptures, prints)
• Series or collections
• Shows, exhibits, or consignments
• Clients, buyers, or galleries

For most artists and galleries, each task in ClickUp will represent one artwork with all its details stored in custom fields.

List the data you need to track

From the source templates, typical data points for art inventory include:

• Artist name and contact
• Title of work
• Medium and style
• Dimensions and weight
• Creation date and location
• Edition number and total edition size
• Location (studio, gallery, on loan, in transit)
• Insurance value and retail price
• Provenance and exhibition history
• High-resolution images and documents

Having this list ready will make building your ClickUp custom fields much faster.

Step 2: Create a ClickUp Space for Art Management

Set up a dedicated area in ClickUp so your art inventory stays cleanly separated from other work.

1. In your workspace, select Spaces and click + New Space.

2. Name it something clear, such as Art Inventory or Gallery Operations.

3. Choose a color and icon that matches your brand for quick visual recognition.

4. Set permissions so only the right team members can change inventory details.

This new space will hold all lists, folders, and templates related to your artwork records in ClickUp.

Step 3: Build Lists and Folders in ClickUp

Next, organize your structure using folders and lists to mirror the art workflows shown in the templates.

Recommended folder structure in ClickUp

• Artwork Inventory
  • Available Works
  • On Consignment
  • Sold Works
• Exhibitions & Shows
  • Upcoming Exhibits
  • Past Exhibits
• Clients & Galleries
  • Collectors
  • Gallery Partners

Create a folder for each group and add lists that match how you track art in the real world. This structure makes it easy to filter and report inside ClickUp later.

Turn a list into your master catalog

Pick one list, such as Available Works, to act as your master catalog of active pieces. Every new artwork you add to ClickUp will start here and move to other lists as its status changes.

Step 4: Add Custom Fields in ClickUp for Art Details

Custom fields are the backbone of an art inventory in ClickUp. They store the specific data points you defined earlier.

Essential custom fields for artworks

Open your master catalog list and add custom fields like these:

• Artist (Text)
• Title (Text)
• Medium (Dropdown: Oil, Acrylic, Mixed Media, Sculpture, Digital, etc.)
• Style (Dropdown: Abstract, Realism, Contemporary, etc.)
• Dimensions (Text or separate Height/Width/Depth Number fields)
• Weight (Number)
• Year Created (Number or Date)
• Edition / Print No. (Text)
• Location (Dropdown: Studio, Gallery A, Gallery B, In Transit, Client Home)
• Retail Price (Currency)
• Wholesale Price (Currency)
• Insurance Value (Currency)
• Status (Dropdown: Available, Reserved, On Hold, Sold)

These fields mirror the information architecture recommended in the art inventory templates and make your ClickUp views powerful and sortable.

Attach files and provenance in ClickUp tasks

Each artwork task can store supporting documentation:

• Upload high-resolution images and detail shots
• Attach certificates of authenticity and condition reports
• Add shipping documents and invoices
• Use the description area for provenance notes and exhibition history

This turns every ClickUp task into a complete digital record of the artwork.

Step 5: Use ClickUp Views to See Your Inventory

With fields in place, configure different views in ClickUp so you can analyze your catalog from multiple angles.

Table and list views in ClickUp

For precise inventory work, Table view is ideal:

• Switch your list to Table view
• Show key custom fields like Artist, Title, Location, and Retail Price
• Sort by Artist or Status to group similar works
• Filter to quickly see only Available or On Consignment pieces

Use standard List view for a simpler, task-focused look in ClickUp when you are updating statuses or adding notes.

Board and calendar views in ClickUp

Board view is useful for visual pipelines:

• Group tasks by Status to see artworks moving from Available to Sold
• Group by Location to track where each piece physically resides

Calendar view lets you track exhibit dates, consignment periods, and deadlines tied to each art piece directly in ClickUp.

Step 6: Track Exhibits and Sales in ClickUp

To follow an artwork from studio to buyer, connect your inventory to exhibit and sales workflows in ClickUp.

Manage exhibitions with dedicated lists

In your Exhibitions & Shows folder:

1. Create an Upcoming Exhibits list.

2. Add a task for each show, including dates, venue, and curator details.

3. Link artwork tasks from the inventory using task relationships.

4. Use custom fields for opening reception date, shipping deadlines, and commissions.

This setup gives you an at-a-glance view of which works are assigned to which events in ClickUp.

Record sales and consignments

When a piece sells or goes on consignment:

• Update the Status field to Sold or On Consignment
• Move the task to the appropriate list, such as Sold Works
• Add buyer or gallery details in a custom field or linked client task
• Attach the invoice and shipping confirmation

This creates a full sales history inside ClickUp that you can filter and export for reporting.

Step 7: Automate Art Workflows in ClickUp

Automations reduce manual updates and keep your art inventory current with less effort.

Examples of helpful ClickUp automations

• When Status changes to Sold, move the task to Sold Works.
• When Location changes to In Transit, assign the task to your logistics coordinator.
• When an exhibit task is created, automatically set a reminder 30 days before the opening date.
• When a new artwork is added, apply a default template with pre-filled fields.

These automations follow the same principles used in the original art inventory templates and help standardize your use of ClickUp.

Step 8: Report and Improve Your Inventory in ClickUp

Once your system is running, use reports and dashboards to understand performance and make better decisions.

Create dashboards for quick insights

Use dashboards in ClickUp to monitor key metrics, such as:

• Total number of available works
• Inventory value by location
• Sales volume and revenue over time
• Top-selling artists or mediums

Add charts and tables that pull directly from your lists so data updates automatically.

Export data for deeper analysis

If you need more advanced reporting, export your inventory table from ClickUp to a spreadsheet or BI tool. This lets you:

• Run pivot tables on sales and pricing
• Prepare financial reports for accountants or stakeholders
• Share snapshot inventories with galleries and partners

Next Steps: Optimize Your ClickUp Art System

With your art inventory established in ClickUp, refine it over time by collecting feedback from your team and partners.

• Review custom fields and remove any that are not used
• Add new statuses or locations as your operation grows
• Standardize naming conventions for artworks and artists
• Document your workflow so everyone uses ClickUp the same way

If you want professional help configuring advanced workflows, automations, or integrations around ClickUp, you can work with experts such as Consultevo to tailor the system to your studio or gallery.

By following these steps and adapting the original art inventory templates to your own needs, you can turn ClickUp into a reliable, scalable hub for managing every artwork, exhibit, and sale in your creative business.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

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