Let’s be honest, record-keeping is the least glamorous part of being an artist. My early “system” was a mess of scribbled notes and forgotten prices. Now, after years of trial and error, I’ve perfected a simple, rock-solid system that handles everything from my studio to my tax returns. I’m sharing it so you can skip the stressful part and get straight to being organised.

It all starts with one master spreadsheet. Here’s my simple column setup:

• Ref Number: Start at 101, 1001, or even 267. Starting high makes you look established, not like a beginner.
• Artwork Name
• Medium (e.g., Acrylic)
• Material (e.g., Canvas, Panel)
• Orientation (L, P, S)
• Size
• Price Unframed / Price Framed
• Edition Size / Edition Sold (for prints)

This spreadsheet is my single source of truth. From it, I print two identical labels for each piece – one for the back of the artwork, and one for my secret weapon: a card index box.

Now, here’s where the system becomes a true game-changer for admin.

The index card isn’t just a duplicate label. When I sell a piece at an exhibition, I immediately write SOLD across its card. Then, I add the crucial details: the exhibition name and the date of sale.

This simple habit transforms the card from an inventory tool into an all-in-one audit trail. At the end of the year, when it’s time to prepare my accounts, I don’t have to hunt through emails or old calendars. I simply pull the “Sold” cards, and all the information I need for my tax return is right there at my fingertips: what sold, for how much (via the ref number link to the spreadsheet), where, and when. I do also update my master spreadsheet but it is huge now so the cards make it far easier to locate sold works.

Only after I’ve officially reported that income do I finally file those cards away in a “Sold and Reported” section of the box. This is my signal that the transaction is 100% complete. It’s a long-haul game, and this system ensures nothing ever gets missed or double-counted.

This process might seem simple, but that’s its genius. It saves countless hours, prevents errors, and turns the dreaded tax season from a panic into a straightforward task. A good system shouldn’t be a burden. It should set you free to focus on what you do best: creating.

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