CRM
CRM software
Keep collectors, advisors, and institutions in one place, linked to the works, rooms, invoices, and campaigns they touch.
Built for sales teams who need context before the next call.
Nurture relationships with full sales context
Contacts & segments
Track collectors, advisors, institutions, and artists with roles, notes, and interests. Build segments from live fields.
CRM guideActivity timeline
Rooms, offers, invoices, campaigns, and room alerts log on the contact with the works involved.
Viewing roomsSales pipeline
See holds, draft offers, and open invoices per contact and per work on the pipeline board.
Sales pipelineCollector portal
Send a collector portal link so clients view open invoices, pay via Stripe, and revisit owned works, balances, and shared rooms.
Collector portalHistory on every contact
Open a collector and see rooms sent, works viewed, offers made, invoices paid, and campaigns opened without exporting a spreadsheet.
- Interactions name the work under discussion, not a vague fair reference.
- Past viewing rooms and access events stay on the record.
- Purchases, deposits, balances, and refunds appear next to relationship notes.
- Private notes respect role-based visibility for directors and associates.
Segments that stay current
Saved queries refresh automatically so mailing lists do not go stale after a sale or unsubscribe.
- Filter on artists owned, mediums, price range, last room open, or fair attendance.
- Use the same segment for campaigns, room sends, and opening invitations.
- Global unsubscribe suppresses a contact from every future send.
- Opt-in source and consent history stay on the contact for your records.
Follow-up that closes sales
Holds expire, deposits clear, and open offers need a nudge. The dashboard, pipeline, and AI agent surface what to chase next.
- Expiring holds appear on follow-ups with the owner named.
- Room engagement can trigger live alerts while the collector is still browsing.
- Move from offer to deposit without leaving the contact.
- Associates see their scope; principals see the full gallery.
From fair conversation to paid deposit
The workflow the gallery CRM guide walks through in detail: capture the contact at the booth, follow up with a room, close with Stripe.
- Create the contact at the booth with the works discussed attached.
- Send a private viewing room the same evening with those works.
- Watch engagement on the contact timeline and call while interest is live.
- Take the Stripe deposit from the room; the work, contact, and invoice stay linked.
FAQ
- Can segments stay current after a sale?
- Yes. Saved queries refresh from live fields (artists owned, price range, last room open) so you do not email a collector about a work they already bought.
- Do room visits log on the contact?
- Yes. Viewing rooms, room alerts, offers, invoices, and campaigns append to the same timeline.
- Can collectors see their own portal?
- Send a collector portal link for open invoices, Stripe pay, owned works, installment schedules, and shared rooms. Access is scoped to that contact only.
- How does CRM connect to the pipeline?
- Holds, draft offers, and open invoices appear on the contact and on the sales pipeline board from the same records.
- What should we migrate first?
- Move the collector you follow up with most often: purchase history, last five emails, and any open holds. Send one room from that contact record.
Try crm on free Core
Bring real works and contacts into the workspace, then run one loop from shortlist to invoice.