{"id":18654,"date":"2026-04-22T08:00:00","date_gmt":"2026-04-22T01:00:00","guid":{"rendered":"https:\/\/beup.space\/?p=18654"},"modified":"2026-04-22T21:40:25","modified_gmt":"2026-04-22T14:40:25","slug":"quan-ly-phong-tranh-bang-excel","status":"publish","type":"post","link":"https:\/\/beup.space\/en\/quan-ly-phong-tranh-bang-excel\/","title":{"rendered":"Managing art galleries with Excel – from artworks to transactions, without missing artist commissions"},"content":{"rendered":"

\u23f1 8 min read<\/p>\n

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Short answer:<\/strong> Managing an art gallery with Excel starts with accurately tracking the status of each artwork, correctly calculating commissions for each artist collaboration model, and monitoring customer debt in real-time. A system of 9 linked sheets resolves the entire operational chain from artists to transactions.<\/p>\n<\/div>\n

An art gallery in Hanoi with around 200 artworks from 15 collaborating artists sold 8 pieces in the last quarter. The revenue looks impressive on paper. However, when recalculating, the gallery owner discovered: 2 pieces were sold but not yet paid for by customers, 1 piece had incorrect artist commission due to confusion between consignment and outright purchase models, and 3 artworks were on hold for VIP customers but no one remembered when.<\/p>\n

Operating an art gallery is more complex than regular retail because each product is unique, each artist has a different commission agreement, and each customer requires long-term relationship building.<\/p>\n

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3 artist commission models – one mistake can lead to permanent loss of credibility<\/h2>\n
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Consignment (k\u00fd g\u1eedi)<\/strong>Consignment model: the artist consigns the artwork, and the gallery sells it, keeping a percentage of the commission (usually 40-60%). Exclusive contract (h\u1ee3p \u0111\u1ed3ng \u0111\u1ed9c quy\u1ec1n)<\/strong>Exclusive contract model: the gallery is the sole representative, with lower commissions but a commitment to promotion. Outright purchase (mua \u0111\u1ee9t)<\/strong>Outright purchase model: the gallery buys the artwork from the artist and has full pricing control.<\/p>\n<\/div>\n

Each model generates different cash flows. With consignment, galleries don't invest capital but must pay artists after each transaction. With outright purchase, galleries invest upfront and need to know the exact markup percentage and inventory time. Errors in commission calculations aren't just financial issues – they break trust with artists.<\/p>\n

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Artworks are not ordinary goods \u2014 each piece is unique<\/h2>\n

Unlike retail where each product has a SKU and quantity, art galleries manage unique items. Each artwork has its own attributes: artist, medium, size, year created, condition. The status is also complex: Available, Sold, On Hold, On Loan.<\/p>\n

When the scale exceeds 100 artworks, remembering the status of each piece becomes impossible. The inventory system needs to allow filtering by status, artist, medium \u2014 and warn when a piece is on hold for too long.<\/p>\n

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Gallery customers do not buy on impulse \u2014 they need nurturing<\/h2>\n

Buying artwork is not like buying clothes. Gallery customers consider carefully, return multiple times, and decide based on their relationship with the gallery. Gallery CRM should track: art preferences, purchase history, total spending, and membership level. When artist A has a new piece that matches customer B's preferences, the gallery can proactively contact them.<\/p>\n

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\u270d Key Takeaways<\/p>\n