Blog

Organization 

Keeping track of all my paintings, where they are, if they've sold, if they have been entered into a show...well, inventory can be time-consuming and frustrating for this artist, to say the least. A good system takes time to create, but can save you even more time (and irritation) in the long run.

Inventory Your Art

If you create art, it is important to keep a complete listing of what you've created. It's never too early to start! I've tried a few different methods over the years, but I've recently learned some great tips that I'd like to share with you today.

First Things First

You should always take pictures of your artwork and keep a file somewhere easily accessible. When I photograph my paintings or have them captured by a professional (Velham), I number the images in order of creation, with the last two digits of the current year preceding the number of the painting. I follow the inventory number with the title of the painting and/or a description of the subject, as well as the size of the painting and the type of paper I used. I don't need to add the creation date because that is automatically recorded when the photo is uploaded to my computer, but if you are keeping a manual list, you should include that. It would be a good idea to indicate the medium used if you work in more than one. All of my artworks are watercolors, so I don't need to include that information.

19-67 Happy Dance arch300hot 7x8.5

An example of how I label my paintings is shown above. The inventory number indicates that this piece was the 67th painting created in the year 2019.* The title is Happy Dance; it was painted on Arches 300 lb. hot press paper, and the size of the artwork itself (no frame) is 7 inches high by 8.5 inches wide.

But wait, there's more!

Google Sheets

For the past two years I've been using Google's free online spreadsheets to catalog my original watercolors. I like it because I can access the information from anywhere, as long as I have access to the internet and remember my Google password. The column headings I've created on my document are as follows: 

• INVENTORY #

• TITLE

• FRAMED (dimensions) HxW (H=height; W=width)

• UNFRAMED (dimensions) HxW

I've found it very useful to have individual columns for both the framed and unframed size of the painting (which is helpful for pricing as well as for entering exhibitions).

• VENUE (gallery, society, etc.)
• DATE IN (for gallery or show purposes)
• DATE OUT (this is where I record sales)
• PRICE
• NOTES (may include things like subject matter, process, style, inspiration, commission, etc.)
• BUYER

I recently added these columns, thanks to a tip from a friend:

• MATTING (color and style)
• GLAZING (acrylic, UV glass, etc.)
• FRAMING (ex: ¾" Deep Matte Black frame SKU: 737)

The last three categories will help me immensely when ordering frames and choosing matboard for future paintings!

20-95 White-throated Sparrow Friendly Face 5.5x3.75 arch140cold

Can you decipher my artwork labeling system? In the above painting, the inventory number is 20-95, which means it was the 95th painting I created in the year 2020. The title is Friendly Face, and I included the type of bird (White-throated Sparrow) because of the obscure title. It was painted on Arches 140 lb. cold press paper, and the size of the artwork itself is 5.5 inches high by 3.75 inches wide.

One More Thing

When I attended the virtual meeting of the National Watercolor Society last month, I learned some tips that will help me keep track of show entries. I enter several each year; you only hear about the acceptances! As a result of that meeting, I have added a second Google sheet just for exhibitions. The column headings are as follows:

• YEAR
• VENUE (name of the exhibition)
• ARTWORK#1 (I have three columns because some venues allow for up to three entries)
• Y/N (Y=accepted; N=declined)
• ARTWORK#2
• Y/N
• ARTWORK#3
• Y/N
• DEADLINE (for entries)
• NOTIFICATIONS
• RECEIVING (date painting needs to arrive at venue)
• START DATE
• SHOW ENDS
• JUROR
• AWARD (you never know!)
• NOTES

What are your art goals for 2021? I encourage you to join a few art organizations and don't hesitate to enter exhibitions with your best work. After all, if you don't enter, you will never get in!

Paint. Love. Repeat.

*I paint a lot, so I only create inventory numbers for the paintings that I feel are saleworthy. I do not number studies, original greeting cards, or the like; I do, however, always include the year.