The Importance of Keeping Good Records

I’ve always been a list maker. I’m a Type A, Capricorn, Enneagram Type 1 who really, really needs things to be organized. For me, it’s about control and order.

When I was a studio artist, I kept my records in a pocket folder. Since I wasn’t a full-time artist, that system was adequate for my needs. Each month when I received my sales statement, I updated my list of items I’d taken to each gallery. I knew when to restock and when not to expect a check at all.

When one gallery switched to a cloud-based inventory system, I decided to keep using my paper records instead. It was what I was comfortable with and it worked for me.

As a gallery owner, I had an excellent reputation for paying artists on time. Payout dates were clearly stated in my contracts. Not all owners are so reliable. Some galleries fall behind on payments or rely on artists to contact them for their money. In my opinion, that’s a terrible way to treat artists.

I’ve even known small shops that took items on consignment and then lost track of what they’d sold, offering no proof that they owed the artist anything. That’s completely unacceptable and deeply disrespectful.

As an artist and businessperson, you are responsible for knowing where your work is, what has sold, and what you’ve been paid for. Ideally, your gallery will keep excellent records too, but ultimately, the responsibility is yours. If a gallery is casual about recordkeeping or slow to pay, consider taking your work somewhere else.

In the end, only you know what kind of system will work best for you, whether that’s a detailed spreadsheet with formulas or an accordion file folder. Whatever you choose, use it consistently and review your records every month or so.

Good recordkeeping is a cornerstone of your art business. It isn’t just about staying organized - it’s about valuing your work, your time, and your professionalism as an artist. When you treat your creative practice like a business, others will too.