Operations
The operations module provides gallery-grade logistics tools: loans, consignments, invoices, acquisitions, and more.
Access
Go to Operations (/operations) from the Toolbox. Requires an active subscription.
Modules
| Module | Description |
|---|---|
| Loans | Track artworks on loan — lender, borrower, dates, insurance |
| Consignments | Manage consignment agreements and terms |
| Invoices | Generate and download PDF invoices |
| Acquisitions | Record artwork purchases and provenance transfers |
| Condition reports | Document artwork condition at intake and return |
| Insurance valuations | Store appraisal and insurance values |
| Vendors | Manage framers, shippers, and service providers |
| Exhibition plans | Plan logistics for upcoming shows |
| Artwork locations | Track where each piece is physically located |
Creating records
Each module has a create flow accessible from the operations dashboard. Link records to specific artworks from your collection for full traceability.
PDF exports
Loans, consignments, and invoices can be exported as PDFs:
/api/operations/invoices/[id]/pdf/api/operations/loans/[id]/pdf/api/operations/consignments/[id]/pdf
These endpoints require authentication and an active subscription.
Alerts
Provenance sends automated alerts for expiring loans and consignments via the cron job at /api/cron/operations-alerts. Ensure your account email is up to date in settings.
Best practices
- Link every operations record to an artwork for audit trails.
- Set reminder dates on loans before they expire.
- Use condition reports at both loan intake and return.