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Gallery software: online catalogues, artist pages & sales

Galleries: the show online, the red dots live. Hang more, chase less.

The catalogue is a PDF nobody can open on their phone. Enquiries arrive by email and Instagram DM, a sold work still shows as available on the website and the artist pages haven't been touched since the last show. We build online catalogues plus sales, artist and collector systems for commercial and community galleries that all talk to each other. Then we host them and look after them.

Tell us what's slowing you down →Try the live demo →Or call0423 011 252

Looking for gallery software that runs the catalogue, the artists and the sales?

A gallery is a shopfront, an events venue, an agent for a stable of artists and a dealer keeping track of collectors, all at once. Most galleries run that on a website builder, a PDF catalogue, an inbox full of enquiries and a consignment spreadsheet only the director understands. Hang a new show and you're retyping titles, sizes and prices into four different places.

Wollopit builds custom gallery software around how your gallery actually runs. Add a work once and it appears in the online catalogue, on the room sheet and on the artist's page. Mark it sold and the red dot shows everywhere. Enquiries land in one place with the collector's history attached. Artists get clear settlement statements on time. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers, so you can get back to the art.

01The problems

What we hear from galleries

Does your art gallery have these problems? Here's how we'd fix them.

Most galleries we talk to have a great eye and a stable of artists they genuinely love. The back office runs on email, PDFs and memory. That holds up right until opening night.

  • The problemPDF catalogues nobody can browseThe catalogue goes out as a huge PDF that bounces off half the inboxes and is impossible to read on a phone.
    How we fix itAn online catalogue for every show with zoomable images, sizes, mediums and prices that looks beautiful on a phone.
  • The problemEnquiries all over the placeSales enquiries come in by email, Instagram DM, phone and the website form. Two staff chase the same collector while another one gets missed.
    How we fix itEnquire and reserve buttons on every work. Every enquiry lands in one inbox linked to the work and the collector.
  • The problemSold works still showing as availableA painting sells on opening night and it's still listed online on Tuesday. Collectors keep asking about works that are long gone.
    How we fix itMark a work sold or on hold once. The red dot appears on the catalogue, the room sheet and the artist page straight away.
  • The problemArtist pages out of dateBios from three shows ago, missing CVs and the newest works sitting in somebody's downloads folder.
    How we fix itArtist profiles with bio, CV, statement and available works that update themselves as you add new pieces.
  • The problemOpening RSVPs in the inboxInvitations go out from one tool, RSVPs come back by email and the guest list gets printed at 5pm on the night.
    How we fix itOpening invitations with RSVPs, plus-ones, capacity limits, reminders and a guest list on a tablet at the door.
  • The problemCollectors in a spreadsheetWho bought what, who loves which artist and who asked to hear first lives in a spreadsheet and the director's head.
    How we fix itA collector list with purchase history, interests and favourite artists, plus private previews before a show goes public.
  • The problemConsignment and settlements by handWorks come in on a handwritten consignment sheet. Working out what each artist is owed after commission eats a whole afternoon.
    How we fix itConsignment records for every work, automatic commission splits and artist settlement statements that flow into Xero or MYOB.
  • The problemLabels and room sheets retypedWall labels, price lists and room sheets are retyped in Word for every show. The typos end up on the wall.
    How we fix itWall labels, room sheets and price lists printed straight from the catalogue. One source, no retyping.
  • The problemDeposits and instalments on a guessOne collector pays a deposit, another pays in instalments and a third uses Art Money. Nobody's quite sure who's paid what.
    How we fix itDeposits, instalment plans and full payments tracked against each work, with invoices and receipts sent automatically.
  • The problemDelivery and freight in a notebookOnce it's sold the work still has to get home. Pickups, couriers and install bookings are scribbled in a diary.
    How we fix itCollection and delivery scheduling with freight details, install bookings and condition reports with photos.
  • The problemThe art prize runs on emailEntry forms by email, fees by bank transfer, images in every format imaginable and a finalists list in a spreadsheet.
    How we fix itOnline prize entries with fees, image uploads, judging shortlists and a finalists catalogue built from the entries.
02What we build

Solutions

What we build for galleries. Usually all talking to each other.

Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.

01

Online exhibition catalogue

Every show online with zoomable images, sizes, mediums, prices and installation shots, quick on any phone.

02

Enquire & reserve buttons

Collectors enquire or place a hold on a work in seconds. You get the work, the person and their history in one view.

03

Live red dots

Sold, on hold and available status shown everywhere the moment you change it.

04

Artist pages

Bios, CVs, statements, past shows and available works, kept current without anyone retyping them.

05

Opening nights & RSVPs

Invitations, RSVPs, plus-ones, capacity limits, reminders and a door list on a tablet.

06

Collector list & previews

Purchase history, interests and favourite artists, with private preview links before a show opens.

07

Consignment & artist settlements

Works in and out on consignment, commission splits and settlement statements ready for Xero or MYOB.

08

Labels, room sheets & price lists

Print-ready wall labels and room sheets generated straight from the catalogue.

09

Payments, deposits & instalments

Deposits, instalment plans and Art Money sales tracked against each work, with invoices sent automatically.

10

Delivery, freight & condition reports

Pickups, couriers, install bookings and photo condition reports for every work that leaves the building.

11

Stock & location tracking

Know where every work is: on the wall, in the racks, out on approval or back with the artist.

12

Art prizes & entries

Online entries with fees and image uploads, judging shortlists and a finalists exhibition online.

13

Workshops & artist talks

Bookable classes, floor talks and kids sessions with tickets, capacity limits and reminders.

14

A website that hangs well

Hand-built, quick on mobile, with current and upcoming shows front and centre, built to rank for 'art gallery near me'.

03The systems

The big ones

Your whole gallery, on one system.

These are the systems galleries ask us about most. Each one works on its own and they get properly clever when they're joined up.

Online catalogues

Hang the show once. It's online before the wine's poured.

Every work goes into one catalogue with images, details and price. That catalogue becomes the exhibition page, the artist's available works and the room sheet, so a show goes live without anyone retyping a thing.

  • One catalogue per exhibition
  • Zoomable, high-quality images
  • Title, year, medium, size and price
  • Installation and in-situ shots
  • Price on request option
  • Upcoming and past shows archive
  • Works filtered by artist, medium or price
  • Shareable link for each work
  • Looks great on a phone
  • Collector-only preview mode

Sales & red dots

Every enquiry in one place. Every red dot live.

Enquire and reserve buttons sit on every work. Enquiries from the website, email and socials land in one inbox linked to the work and the collector. Mark a work sold and the red dot shows up everywhere at once.

  • Enquire and reserve buttons on every work
  • One inbox for all sales enquiries
  • Holds with automatic expiry
  • Sold, hold and available status everywhere
  • Deposits and instalment plans
  • Art Money sales recorded
  • Invoices and receipts sent automatically
  • Sales by show, artist and month
  • Staff assigned to each enquiry
  • Follow-up reminders so nobody's dropped

Artists & consignment

Artists who know where they stand.

Artist pages that stay current, plus consignment records for every work that comes through the door. Commission splits are worked out for you and artists get clear settlement statements without the end-of-month scramble.

  • Artist bio, CV and statement pages
  • Available works shown automatically
  • Consignment records for every work
  • Commission rates per artist or show
  • Automatic settlement statements
  • Payouts ready for Xero or MYOB
  • Resale royalty records kept
  • Works out on approval tracked
  • Returns logged when works go home
  • Artist logins to see their own sales

Collectors & previews

Your best collectors see it first.

A proper collector list with purchase history, interests and the artists each person follows. Send private previews before a show goes public and know exactly who to call when a new body of work arrives.

  • Purchase history per collector
  • Favourite artists and mediums
  • Private preview links before opening
  • First-look emails for new works
  • Wishlist and waitlist for artists
  • Notes from every conversation
  • Corporate and private buyers
  • Mailchimp lists kept in sync
  • Birthday and anniversary reminders
  • Who opened and who enquired

Openings & events

Openings, talks and prizes that run themselves.

Opening nights with invitations, RSVPs and a door list on a tablet. Artist talks and workshops with bookings and reminders. Art prizes with online entries, fees and judging shortlists, all from the same place.

  • Opening invitations and RSVPs
  • Plus-ones and capacity limits
  • Door list on a tablet
  • Artist talks and floor talks
  • Workshops and kids classes
  • Tickets through Humanitix or our own checkout
  • Art prize entries with fees
  • Image uploads for entrants
  • Judging shortlists and finalists
  • SMS and email reminders
04How it changes

Before and after

An exhibition opening, wolloped.

Here's how opening night could change. Every gallery is different, so we map yours first.

Before

  1. PDF catalogue emailed and half of it bounces
  2. RSVPs counted from the inbox at 4pm
  3. Wall labels retyped in Word with a typo on work 7
  4. Sold works marked with sticky dots and a scribbled list
  5. Website still says everything's available on Monday
  6. Enquiries sitting in three inboxes and two DMs

After

  1. Collectors previewed the catalogue online a week ago
  2. Door list on a tablet with every RSVP ticked off
  3. Labels and room sheets printed from the catalogue
  4. Tap sold on a phone and the red dot goes up
  5. Website, artist page and room sheet update instantly
  6. Every enquiry in one inbox with the collector's history
05Services

Everything under one roof

Software, websites and systems for galleries.

Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.

Custom software for galleries

Built around how your art gallery actually runs: online exhibition catalogue, enquire & reserve buttons and the admin in between, in one system you own.

Websites for galleries

Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.

Art gallery system upgrades

Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.

Apps and portals for galleries

Live red dots and artist pages: customer and staff portals that work on any phone without an app store.

Integrations and automation

We connect Artlogic, Artsy and Art Money so information moves on its own and nobody retypes it.

Hosting, support and care

Managed hosting, updates, backups and security for your art gallery, looked after by the people who built it.

06Integrations

Connections

Plays nicely with what you already use.

We connect to the tools you rely on, work alongside gallery platforms you're happy with or replace the ones holding you back.

  • Artlogic
  • Artsy
  • Art Money
  • Shopify
  • Squarespace
  • WordPress
  • Square
  • Stripe
  • Xero
  • MYOB
  • Mailchimp
  • Humanitix
  • Eventbrite
  • Instagram
  • Facebook
  • Google Business Profile
  • Google Calendar
  • Sendle
  • Twilio SMS
07How we work

The process

Some people dip their toe in. We turn up in a rebreather.

We get properly below the surface of your art gallery: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.

  1. 01

    Think

    We spend time on the gallery floor, in the racks and in the office, then work out what's actually slowing you down.

  2. 02

    Archi-tech

    We plan it before writing code: your catalogue, artists, collectors, consignment, events, hosting and cost.

  3. 03

    Build

    Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before your next opening.

  4. 04

    Look after

    We host it, maintain it and keep improving it. When something breaks you call the people who built it.

08Questions

FAQ

Things galleries ask us.

Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.

Can collectors get early previews?

Yes. Your collector list can get a private preview link to see works before the show goes public. You can see who opened it and who enquired.

Will sold works update everywhere at once?

Yes. Mark a work sold or on hold once and the red dot shows on the online catalogue, the artist page and the room sheet straight away.

Can it handle consignment and artist payouts?

Yes. Every consigned work is recorded with its commission rate. Settlement statements are worked out for you and payouts can flow into Xero or MYOB.

We already use Artlogic or Artsy. Do we have to switch?

No. If a platform is doing its job we build around it and connect to it where we can. If it's holding you back, we'll show you what replacing it would involve before anything changes.

Can collectors pay in instalments or with Art Money?

Yes. Deposits, instalment plans and Art Money sales can all be tracked against each work, with invoices and receipts sent automatically.

Can it run our annual art prize?

Yes. Online entries with fees and image uploads, judging shortlists and a finalists exhibition built straight from the entries.

How much does gallery software cost?

It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.

How long does it take?

Smaller jobs like an online catalogue or opening RSVPs can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.

Who looks after it once it's built?

We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.

We already have systems. Can you upgrade them instead of starting again?

Usually, yes. Most galleries we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.

Contact

Got an art gallery problem? Consider it wolloped.

Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.

Call0423 011 252 Emailprojects@wollopit.com.au
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