Free Art Inventory Template (Excel)
What's in the art inventory template
The workbook has one working tab, Art Inventory, with 100 rows: title, artist, medium (Painting, Sculpture, Photography, Print, Drawing, Mixed media, Other), dimensions, acquisition date, acquisition price, estimated value and location (Home, Gallery, Storage, On loan).
Gain/(loss) calculates automatically for every piece - estimated value minus acquisition price - so you can see appreciation or depreciation across your whole collection at a glance.
The summary below the table totals acquisition cost, estimated value and gain/(loss) overall, plus dollar rollups by medium (e.g. total Painting value) and by location (e.g. total Storage value) for insurance documentation.
A real downloadable file competitors don't offer
contemporaryartissue.com publishes a detailed guide recommending 11 fields, including status (Available/Sold/Gifted/Destroyed) - but it's a how-to article, not a downloadable spreadsheet. Coefficient's art inventory template is one of dozens in a generic multi-industry hub, with no art-specific valuation or provenance fields. Jotform's version is a form-builder product, not a standalone Excel file.
This file is a ready-to-use spreadsheet with the fields art collectors and galleries actually track - medium, dimensions, acquisition detail and location - plus automatic gain/loss and insurance rollups none of those competitors calculate.
Valuation you enter, not a live feed
Estimated value is a manual entry you update after an appraisal or market check - this template doesn't connect to any auction house, gallery or pricing database. That's a deliberate, honest limitation: no spreadsheet formula can reliably track live art market values, so this one doesn't pretend to.
Who this template is for
Artists, gallerists and private collectors who need a structured catalogue of their pieces with acquisition cost, current estimated value and location - for insurance, estate planning or simple collection management.
It's a cataloguing and valuation-tracking tool, not an appraisal service or a substitute for a professional insurance appraisal.
How to use it
- Catalogue each piece with medium, dimensions, acquisition price and estimated value.
- Gain/(loss) calculates automatically for every piece.
- Check the summary for total value and rollups by medium and location.
Download the free Free Art Inventory Template (Excel)
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Inventory Tracker — Small Business
For a retail or gallery operation selling pieces day to day, the paid Inventory Tracker ($14) tracks up to 200 SKUs with profit margin and sales-channel rollups.
See the full versionFrequently asked questions
Does it pull current art market values automatically?
No. Estimated value is a manual entry you update yourself after an appraisal or market check - it doesn't connect to any auction house or gallery pricing feed.
Does it calculate gain or loss on each piece?
Yes. Gain/(loss) is estimated value minus acquisition price, calculated automatically for every row, plus a total across your whole collection in the summary.
Can I roll up value by medium or location?
Yes. The summary uses SUMIF to total dollar value for Painting and Storage automatically - useful for insurance documentation split by category or location.
Can I use this in Google Sheets?
Yes. Upload the downloaded file to Google Drive, open it, and choose File > Save as Google Sheets - the formulas keep working.
What's the usage license?
Personal use. It's not meant to be resold or redistributed as a template product.