The Only Platform Built by Art Advisors
for Art Advisors
Stop juggling spreadsheets, email threads, and disconnected tools.
Manage every client's collection: acquisitions, artists, galleries,
logistics, and reporting, all in one place.
Trusted by art advisors overseeing collections valued at over $100M
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Sound familiar?
Art advisors are trusted stewards of significant client wealth. Most are still tracking it in spreadsheets.
A single client collection can represent millions of dollars in assets across multiple locations. The tools most advisors use to manage that responsibility were built for something else entirely.
- 👎Client collections tracked across five different spreadsheets
- 👎Gallery invoices buried in email threads with no central record
- 👎No single view of what a collection is worth today
- 👎Hours spent manually assembling reports before every client meeting
- 👎Artwork locations tracked in your head, or not at all
- 👎Wishlists living in notes apps, not connected to any real workflow
Collection Pilot was built by art advisors who lived this problem and decided to fix it.
Simple by design
From signup to client-ready in a day
Three steps is all it takes to transform how you run your practice.
Setup Your Company
Create your account, configure your firm, and invite your team. Most advisors are fully set up in a single afternoon.
Catalog Everything
Import your existing records via CSV to get going fast. Every artwork captures images, provenance, financials, and documents — all linked to the artists, galleries, and contacts behind it.
Invite Your Clients
Give each client a branded portal to view their collection, track wishlists, download reports, and run slideshows of their artwork.
Everything you need to run your practice
From intake to insight, Collection Pilot centralizes your entire operation.
Collection Management
One dashboard for every client and every collection. See total value, cost basis, appreciation, and acquisition count at a glance, then drill into any single collection for the full picture. The performance numbers advisors once spent hours assembling in spreadsheets are calculated automatically and refresh the moment anything changes.
Acquisition Cataloging
Every detail captured once, accessible anywhere — images, provenance, dimensions, condition, valuations, and documents on a single record, with auto-save so you never lose your work. Log appraisals, capitalized expenses, and sales, and the financial math is handled automatically. Smart Search surfaces any work the instant you need it.
Document Management
Every artwork’s paper trail in one place — COAs, invoices, valuations, and gallery contracts, linked to the acquisitions, collections, artists, and galleries they belong to. Capture them straight from your inbox with the Outlook add-in, preview PDFs in the app, share through the client portal, and bulk-download by artist or collection.
Artist, Gallery & Contact Management
A true relational system across three levels — the individual, the artist, and the gallery. Rich profiles capture representation, exhibition history, and every purchase. AI updates gallery rosters as artists move, and an Outlook add-in files any email and its attachments to the right contact, artist, gallery, or acquisition — no copy-paste, no lost paper trail.
Task Management
Manage the work that every collection requires: research, appraisals, conservation, framing, installation, insurance, invoicing & billing, marketing, proposals, shipping, and anything you define. Assign tasks to your team, monitor their statuses, and receive notifications when something is blocked or completed.
Client Portals
Clients log in to see their collection exactly as you intend it — every work, value, and detail. They can edit wishlists, set budgets and priorities, track analytics, download reports, and run full-screen slideshows of their holdings. It’s a live, two-way view that builds trust and ends the endless emailing of PDFs back and forth.
Reports & Analytics
Generate portfolio reports and catalog sheets in seconds, not hours — formatted, branded, and ready to share. Track total gain, CAGR, MOIC, and performance over time across any collection. AI-powered insights surface which artists are driving returns and where to invest next, turning raw numbers into the story you tell your clients.
Marketing & Events
Plan your social content alongside the art-world events that matter — gallery openings, museum exhibitions, and the fairs you’re watching or attending — on one calendar your whole team shares. And AI scans the art world, matching relevant fairs, openings, and exhibitions to each client’s interests, so you always have a reason to reach out.
Mobile App
Your whole practice in your pocket. Browse, search, and edit every collection, artwork, artist, and document on iPhone or iPad. Photograph a work at a fair and attach it straight to an acquisition, or share a client’s portfolio as a polished PDF in person. The AI Assistant comes too, answering plain-English questions about your collection anywhere — a genuine native app on the App Store.
Everyday superpowers
Tools that make advisors faster
The capabilities that turn hours of work into minutes — and the ones prospects say sold them on Collection Pilot.
Smart Search
Type a hunch. Get everything that connects.
Search across every artwork, gallery, contact, document, and task in your firm at once. Smart Search understands the relationships — type an artist’s name and see the galleries, acquisitions, clients, and tasks tied to them, side by side.
AI Assistant
Your collection’s analyst, on call.
Ask the AI about your collection. Get instant insights on what’s appreciating, research on artists you’re considering, and answers to the questions you’d usually ask a colleague — embedded right inside Collection Pilot.
Customizable Dashboard
Your morning view.
See pending tasks, items needing your attention, and the KPIs you actually track — laid out the way you want. Each advisor tailors their dashboard to their own workflow, so opening the app surfaces exactly what matters today.
Purpose-built
Built for advisors, not galleries
Most art software is built for galleries, optimized for inventory control and sales pipelines. That's a different business with a different logic.
Collection Pilot is purpose-built for art advisors, designed around how collections are developed, managed, and experienced over time — at one flat price for your whole firm, with no per-seat fees.
| Collection Pilot | Artlogic | Collector Systems | CollectorIQ | |
|---|---|---|---|---|
| Cost for a 5-person firm / month | $149 | ~$450 | $925 | $249 |
| Pricing model | Flat, per firm | Per user | Per user | Per tier |
| Built for art advisors | ✓ | ✕ | ✓ | Partial1 |
| Multi-client collections | ✓ | ✕ | ✓ | Partial1 |
| Branded client portal | ✓ | Partial3 | Partial2 | ✓ |
| Clients build wishlists & generate their own reports | ✓ | ✕ | ✕ | ✕ |
| Artist & gallery CRM | ✓ | ✓ | ✕ | Partial4 |
| Tasks, assignments & notifications | ✓ | ✕ | ✕ | ✕ |
| Marketing & events calendar | ✓ | ✕ | ✕ | ✕ |
| AI assistant: insights & research | ✓ | ✕ | ✕ | ✕ |
| Smart Search across the firm | ✓ | ✕ | ✕ | ✕ |
| Customizable dashboard | ✓ | ✕ | ✕ | ✕ |
| Portfolio reports & financial analytics | ✓ | Partial5 | ✓ | Partial6 |
| Mobile & iPad optimized | ✓ | ✓ | ✓ | ✓ |
- CollectorIQ markets to professionals managing client collections; its primary positioning is private collectors.
- Collector Systems supports collection sharing; not a persistent branded client login.
- Artlogic shares collections via PrivateViews and Public Portals — curated presentations, not a persistent per-client login.
- CollectorIQ provides artist research (auction comps for 320K+ artists) rather than a CRM of the relationships you’ve worked with.
- Artlogic generates insurance valuation reports, not advisor portfolio-performance analytics.
- CollectorIQ offers valuation and risk analytics, not portfolio-level reports.
Feature and pricing claims are based on each vendor’s published documentation and pricing pages as of June 2026; always confirm current pricing on each provider’s site. The “cost for a 5-person firm” row reflects each tool’s price for a five-person team. Collection Pilot is one flat price per firm — $149/mo includes up to 5 users, so a five-person firm pays the same as a solo advisor. Collector Systems (CS Enterprise — its advisor-recommended plan — $185/user/mo) charges per user, which is $925/mo for five. (Its cheaper CS Core, $95/user, caps storage at 10GB and is aimed at private clients and museums — not advisory-scale collections.) Artlogic charges per user; its Collection Platform (the product comparable to advisory work) runs about $90/user — roughly $450/mo for five — while its selling-gallery platform costs far more. Artlogic pricing is quote-gated (“from” rates routed to sales). CollectorIQ’s Advisor plan ($249/mo) is a single-advisor account that manages multiple client collections; teams with several advisors need a custom Enterprise plan.
Simple, transparent pricing
One plan. Everything included. No hidden fees.
All-Inclusive
Per company
Your whole team, one flat price
Up to 5 users included — every advisor, registrar, and assistant, with no per-seat fees. Comparable platforms charge up to $185 per person.
- Unlimited collections & artworks
- Client portals with branded access
- Catalog sheets & financial reports
- Artist, gallery & contact management
- Document & image storage
- Tasks, assignments & notifications
- Marketing & events calendar
- Smart Search across your firm
- AI assistant for insights & research
- Customizable dashboard
- Native mobile app for iPhone
Cancel anytime · Customization services available upon request
Enterprise
More than 5 team members? Everything in All-Inclusive, with team pricing for your full staff, priority support, and a dedicated account manager.
White-glove service
We’ll get you up and running
Onboarding is included with every plan. When you need more — like moving years of records off spreadsheets — we’ll do the heavy lifting for a clear, flat fee.
Onboarding & setup
We configure your account, set up your collections, and walk your team through the app — included with every plan, at no extra cost.
White-glove data migration
Moving from spreadsheets or another platform? Hand us your files and we’ll import and clean your entire collection for you — quoted as one flat fee up front, never hourly.
Custom reports & branding
Tailored report templates and a branded client portal built to match your firm’s look — a single flat fee, scoped before we start.
Loved by advisors and their clients
"Collection Pilot has transformed how we manage our clients’ collections. The reporting alone has saved us countless hours."
Rebecca
Art Advisor, New York City
"With hundreds of objects across multiple locations, Collection Pilot has been an extraordinary game-changer. I can see every detail and document in one place, generate catalog sheets and location reports, and even produce reports for our insurance carrier."
Private Client
Los Angeles
"Finally, a platform built specifically for art advisors. Everything we need is in one place."
Victoria
Art Advisor, Los Angeles
Frequently asked questions
Everything you need to know before getting started.
Still have questions?
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