From Studio to Software

How a Ceramics Practice Became the Seed of Artflow Pro

When you're deep in the creative process - shaping a vessel, adjusting the glaze, preparing for a gallery show - it's easy to forget how much admin is involved in running an art practice. But anyone who's done it knows: for every hour in the studio, there's another spent photographing, documenting, emailing, pricing, packaging, or following up.

For ceramicist Frances Smith, this became crystal clear during preparations for a major exhibition titled Reminiscence. Remeniscence was project that paid tribute to the life and poetry of the great Judith Wright (see brochure).

With dozens of works heading to the Flying Arts Alliance gallery in Brisbane, each needing full documentation, pricing, photography and delivery paperwork, the spreadsheet system she'd been using simply couldn't keep up.

That's when the concept behind Artflow Pro began to crystalise. There were so many documents that needed to reference the same information, images and descriptions. A quick, small database seemed the ideal solution.

"I thought I was just building a simple FileMaker tool to get this one show over the line," says Peter Smith. "We called it Ceramic Dispatch. But even then, we knew it could become something more."

That first version - a custom-built app that helped catalogue artworks, attach images, generate gallery documentation and keep everything in one place - did its job beautifully. But after the exhibition, it stayed in use. Frances kept cataloguing. More functions were added. Gallery requirements shifted, and so did the system.

What started as a personal tool grew into something more robust: Artflow Pro - a platform designed specifically for independent artists and the galleries they work with.

A Problem Shared by Many

"Artists don't always talk about the admin side," says Frances. "But it's there, every day. Managing where artworks are, what's available, what's sold, what still needs a title - it takes up more time than most people think. Having a tool that keeps it all organised makes such a difference."

Artflow Pro isn't the result of market research or a venture-funded startup model. It's the product of years of trial, error, studio notes, and exhibition prep. Every feature grew out of a real need - and most were tested in Fran's own studio before they were ever offered to others.

Today, Artflow Pro includes modules to:

• Catalogue artworks and store multiple images, pricing, and details
• Create and send proposals to galleries
• Manage consignment terms and delivery documentation
• Track artwork availability, status, and location
• Integrate with social media and websites to publish portfolios

Galleries benefit too: they can view proposals, manage consignments, and see a unified record of every artist they work with - including how long different works took to sell, what formats move fastest, and more.

Built from the Ground Up

Artflow Pro is one of four major systems Peter is currently developing, including:

• A WordPress plugin for small clubs and community groups to manage memberships and sponsorships
• An online tutoring platform connecting retired teachers with students needing extra support
• A presenter-led courseware system used in Queensland schools to measure student behavioural shifts, also suitable for government agencies and presenter lead corporate training

So life is busy. But building Artflow Pro has been especially meaningful.

"This is the one that grew out of our life together," says Peter. "It wasn't a business idea. It was just something Fran needed - and it turns out, other artists do too."

Peter also continues to apply his background in cinematography and product photography to help artists with their artwork documentation. From managing glare on glossy surfaces to preserving the reflective brilliance of gold lustre glazes using tent lighting, he's preparing a series of tips and techniques that will soon be available as a resource for other makers.

More Than Just Software

One unexpected but powerful feature in Artflow Pro has made an especially big difference for Fran - and for many other artists: generating artwork descriptions.

Coming up with titles and descriptions was often a major blocker in Fran's workflow. Like many artists, she didn't want to boast about her own work, and often found the process difficult or paralysing. Peter ended up writing many of the descriptions just to keep things moving.

To solve this, Artflow Pro integrates AI tools that help generate both shortform and longform descriptions based on available inputs. It analyses artwork images, materials, surface features, associated artwork series, and the artist's statement and resume. These AI-generated texts provide a starting point - which artists can tweak and refine - making the process faster and far less intimidating.

The Artflow Pro AI interface which looks at the image and any extra information you can provide to generate remarkably good starting points to edit your artworks marketing information.

"I often edit what the AI gives me," says Fran, "but editing is much easier than starting from nothing. It helps me get unstuck."

This has proven to be one of the most transformative additions to the system - one that unlocks creativity, rather than replacing it.

Fran continues to teach ceramics, and also works in watercolour, oil painting, and 2D design. She's a passionate cook and a devoted grandmother. Her studio practice is still active - and Artflow Pro continues to evolve around it.

"We still use it every day," says Fran. "It helps me run the business side of being an artist. It's not about automation - it's about clarity. I know what I've made, what's available, and what's on its way to a gallery. That gives me space to focus on the creative part."

A Quiet Launch - But a Real One

The public launch of Artflow Pro marks the beginning of the next chapter. Artists can now create accounts, book demos, and explore the platform. Galleries are being onboarded slowly, with an emphasis on building real working relationships and feedback loops.

"We're not aiming to scale overnight," says Peter. "We want to grow in a way that honours how artists and galleries actually work - not just how software people think they should."

Want to Try It?

If you're an artist, a gallery, or simply someone who's curious about the nuts and bolts of managing an art practice, you're invited to explore Artflow Pro. You can visit artflow-pro.com to watch a demo, learn more about the platform, or book a personal walkthrough.

Artflow Pro isn't just another app. It's a working tool - created by an artist and a developer, shaped by lived experience, and designed to support the part of the art world that rarely gets the spotlight.

Because good art deserves good support.