CRM
Gallery 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 gallery 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 review 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
- Is gallery crm included on every plan?
- Gallery CRM runs on the same workspace as inventory, CRM, rooms, and invoicing. See pricing for plan details.
- Can we migrate from spreadsheets?
- Yes. Start with works, artists, contacts, and current statuses. Add documents, locations, and price history once the main records are in.
- Does it work for small teams?
- Yes. A two-person gallery and a larger team share the same records. Permissions and capacity grow with the workspace.
- How does this connect to the public website?
- Website Studio publishes pages from the inventory, exhibitions, and posts you already maintain.
- What should I try first?
- Load real works and contacts, then run one collector follow-up, segment send, and pipeline update workflow from start to finish.
Try gallery crm on free Core
Bring real works and contacts into the workspace, then run one loop from shortlist to invoice.