Best Tools for Organising an Art Practice

Keeping your art practice organised can feel like juggling flaming paintbrushes. Between commissions, marketing, materials, admin and making time to actually create – it’s a lot. But with the right tools, you can streamline your process and spend more time doing what you love: making art. Let’s explore the best tools for organising your art practice, whether you’re a full-time creative or just getting started.

1. Digital Calendar (e.g. Google Calendar)

A digital calendar is essential for tracking studio time, deadlines, client meetings, and personal commitments. Google Calendar lets you set recurring events (like weekly painting sessions or admin days) and colour code them for clarity.

Why it’s great:

• Syncs across devices

• Sends reminders and notifications

• Easy to share with collaborators or clients

Tip: Block out regular creative time and treat it like a non-negotiable appointment.

2. Project Management Apps (e.g. Trello, Asana, Notion)

These apps help you break big projects (like art shows or mural commissions) into manageable tasks. Trello is great for visual planners, while Notion is perfect if you want everything in one place—notes, tasks, databases and more.

Why it’s great:

• Helps you see what’s coming up and what’s overdue

• Keeps all your project info in one place

• Can integrate with calendars and Google Drive

Tip: Create a workflow template for recurring projects like commission work or launching a new collection.

3. Inventory Tracking (e.g. Artwork Archive, Airtable)

Tracking your artwork—including where it is, if it’s sold, and for how much—is vital. Airtable is a flexible and affordable option. For a more specialised tool, Artwork Archive is purpose-built for artists.

Why it’s great:

• Track size, medium, pricing, and status of each piece

• Generate invoices and certificates of authenticity

• Keep a record of gallery placements and sales

Tip: Update your inventory at the end of each week to stay on top of it.

4. Cloud Storage (e.g. Google Drive, Dropbox)

Store all your digital files—photos of your work, client contracts, artist bios, and promotional materials—in one easily accessible place. This protects your work from loss and makes it easy to send to galleries or clients.

Why it’s great:

• Access from anywhere

• Share files quickly and securely

• Organise into folders by year, medium, or project

Tip: Back up your files weekly!

5. Social Media Scheduling Tools (e.g. Later, Planoly, Meta Business Suite, Buffer)

Planning your social media ahead of time saves hours and reduces stress. You can batch content once a week and schedule it out with captions and hashtags ready to go.

Why it’s great:

• See your posts in a calendar view

• Maintain consistency without being online 24/7

• Free options available

Tip: Pair this with a content calendar spreadsheet so you always know what to post.

6. Accounting Software (e.g. Rounded, Xero, QuickBooks)

If your art is a business, it needs a solid financial system. Rounded is a great Australian-made tool for creatives. These platforms track income and expenses, send invoices, and prepare tax reports.

Why it’s great:

• Save time and reduce errors at tax time

• Know exactly how much you’re making

• Look professional when invoicing clients

Tip: Connect it to your bank account and reconcile weekly.

7. A Physical Notebook or Sketchbook

Sometimes pen and paper is still the best tool. Use a notebook for brainstorming, sketching ideas, planning shows, or jotting down to-do lists.

Why it’s great:

• Portable and screen-free

• Great for spontaneous ideas

• Helps you slow down and connect with your thoughts

Tip: Keep one notebook for art and one for business planning.

Want More Tips Like These?

For more tips on organising your art practice, building a sustainable creative business, and hearing from artists doing incredible things, tune into the Art + Business + Murals podcast.

🎧 Listen wherever you get your podcasts or head to sculleydesign.com/podcast.