MyArtPDF vs Artwork Archive: different tools, different jobs.

In this guide

• The short answer
• What each tool actually does
• When Artwork Archive makes sense
• When MyArtPDF is the right choice
• The portfolio PDF problem
• Feature comparison
• Frequently asked questions

Who this page is for

This page is for visual artists asking:

• Can Artwork Archive replace MyArtPDF for submissions?
• Does Artwork Archive generate portfolio PDFs?
• What is the difference between the two tools?
• Which should I use for gallery and residency applications?

The answer is almost never either/or. These tools work at different moments in an artist's workflow.

The short answer

Artwork Archive is a business management platform. It helps you track your artwork inventory, manage consignments, record sales, maintain contact lists, and produce reports. It is designed to run your art practice as a business.

MyArtPDF is a portfolio PDF tool. It helps you build a clean, submission-ready PDF with CV, biography, artist statement and selected works — formatted the way galleries, residencies and open calls expect.

If you are applying to a gallery, residency or open call and need a PDF today, MyArtPDF is the right tool. Artwork Archive's PDF exports are inventory reports, not institutional portfolio documents.

The question artists actually ask

Most artists arrive at this comparison when they are already using Artwork Archive to manage their inventory and wonder: can I also use it to generate my submission PDF?

The short answer is no — not in the format galleries and residencies expect. Artwork Archive can export a list of works with images and metadata, but it does not produce the structured document an institutional submission requires: cover, statement, biography, CV, artworks in a specific order, consistent captions, correct page format.

That is the gap MyArtPDF fills.

What Artwork Archive actually does

Artwork Archive is a cloud-based SaaS platform designed around the business side of an art practice:

• Artwork inventory with images, dimensions, media and provenance
• Consignment tracking — who has what, where and for how long
• Contact management — galleries, collectors, curators
• Sales and pricing records
• Exhibition history per artwork
• PDF reports for consignments and portfolios

It is a legitimate and well-built tool for artists who manage a significant body of work across multiple galleries or clients. The subscription model reflects its position as a professional business tool.

What MyArtPDF actually does

MyArtPDF is a local-first macOS app with a single, focused job: producing the PDF that an artist sends to a gallery, residency or open call. It is not a CRM, not an inventory system, not a subscription service.

• Structured portfolio PDF: cover, statement, biography, CV, artworks
• One artwork per page, full-width, consistent captions
• A4 or US Letter export
• CV with exhibitions, education, residencies, collections
• Completely offline — your data never leaves your Mac
• One-time purchase, free core tier

The tool does not try to replace Artwork Archive. It solves a different problem: getting a submission-ready PDF out of your door quickly and correctly.

When Artwork Archive makes sense

Artwork Archive is the right tool if:

• you manage a large inventory across multiple galleries or clients,
• you need to track consignments, returns and sales systematically,
• you work with a studio assistant or administrator who needs shared access,
• you want a centralised record of your full exhibition and sales history.

For established mid-career or senior artists managing a complex practice, Artwork Archive provides real value. The subscription cost is justified when the alternative is spreadsheets and manual email tracking.

Where Artwork Archive falls short for submissions

Artwork Archive's PDF export is built for consignment documentation and inventory reporting — not for institutional portfolio submissions. The output does not follow the page order that galleries and residency panels expect, and it does not integrate an artist statement, biography and CV in the structured way a submission document requires.

For artists who use Artwork Archive primarily to manage their business, the submission workflow still needs a separate tool. That is where MyArtPDF fits in.

When MyArtPDF is the right choice

MyArtPDF is the right tool when you need:

• a portfolio PDF for a gallery submission,
• a residency or grant application document,
• an open call PDF with statement, bio, CV and selected works,
• a clean document that follows institutional conventions without designing it yourself,
• a local-first workflow where your data stays on your device.

You do not need to manage an inventory to use MyArtPDF. The free core tier handles one complete portfolio — enough for most submission workflows.

Why the PDF format still matters

Most galleries, residency programmes and open calls still ask for a PDF. Not a link to an inventory platform, not a Google Drive folder, not a website. A PDF — because it is consistent across devices, can be printed, archived and shared internally without layout issues.

Building that PDF correctly — right page order, consistent captions, correct file size, appropriate format for the institution's region — is a distinct skill. MyArtPDF is designed to make it the least effortful part of a submission.

The portfolio PDF problem Artwork Archive doesn't solve

Even artists who use Artwork Archive daily face the same problem before every submission: they need to produce a specific document that follows a specific structure.

The document needs: a cover page, a statement written for this specific call, a biography, a CV with exhibitions first, and 10–15 selected works in the right order with consistent captions. All of this in A4 or US Letter, under 15MB, named correctly and ready to attach.

Artwork Archive's export does not produce this. InDesign and Canva can produce it, but require significant layout work each time. MyArtPDF produces it directly, from a workflow that keeps your CV, biography and artworks in one place.

Using both tools together

The practical answer for many artists is to use both:

• Artwork Archive for ongoing inventory management, consignment tracking and sales records.
• MyArtPDF for building the submission PDF when an application deadline arrives.

They do not overlap in any meaningful way. Artwork Archive tracks what you have made and sold. MyArtPDF produces the document you send to show it.

If your goal is a submission-ready PDF

A strong artist portfolio PDF for gallery or residency submissions is usually:

• 10–20 pages long,
• built around 10–15 selected works in a deliberate order,
• exported in A4 or US Letter,
• under 15MB and named correctly.

If that is what you need: Read the artist portfolio PDF guide.

Build your submission PDF with MyArtPDF

MyArtPDF is a local-first macOS app. Your CV, biography, statement and artworks stay on your device. No account. No subscription. No cloud dependency.

The free core tier covers one full portfolio PDF — enough for most submission workflows. Pro unlocks unlimited portfolios and additional export formats.

Download MyArtPDF →

Frequently asked questions

What is the difference between MyArtPDF and Artwork Archive?

Artwork Archive is a cloud-based platform for managing your art business — inventory, consignments, contacts and sales. MyArtPDF is a local-first macOS app focused on building submission-ready portfolio PDFs. They solve different problems.

Can Artwork Archive generate a portfolio PDF for gallery submissions?

Artwork Archive can export inventory reports as PDFs. These are not formatted as institutional portfolio documents — they do not include a structured page order, artist statement, biography and CV the way galleries and residencies expect.

Which is better for gallery submissions?

MyArtPDF. It is built specifically to produce clean portfolio PDFs that follow institutional conventions. Artwork Archive is optimised for inventory and business management, not submission formatting.

Does Artwork Archive require a subscription?

Yes. Artwork Archive is a subscription-based SaaS product. MyArtPDF is a one-time purchase with a free core tier — no recurring fees, no account required.

Can I use both Artwork Archive and MyArtPDF?

Yes, and many artists do. Artwork Archive for ongoing inventory and business management. MyArtPDF for producing the submission PDF when an application deadline arrives. They do not overlap.

Is MyArtPDF offline?

Yes. MyArtPDF is a local-first macOS app. Your portfolios, artworks and documents stay on your device. No cloud upload, no account, no internet connection required.