Antiquity Database

A powerful, yet easy-to-use business management system especially designed for the antiques and art industry. A place where everything is fully integrated and anything can be found at the click of a button. You'll soon look back and wonder how you ever managed without it!
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Everything in one place

Manage all your data in one place, saving time and eliminating duplication. Store information about contacts, wants, communications, stock, images, appro, consignments, shares, artists, invoices, margin scheme, reminders and much more. Find anything in seconds using the powerful QuickSearch feature.

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Stock Management

Store details for an unlimited number of purchased or consigned items. Add multiple images simply by drag-and-drop. Link items to a maker or artist, enter description, price, provenance, literature, exhibitions, edition, condition, shipping, location and much more. Print a stock tear sheet in seconds or email direct to your clients.

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Website integration

If you have an Antiquity website, simply check a box in Antiquity to display the item on your website. Check another box to make it a ‘featured item’. Sold items can be automatically marked as sold or removed. No need to resize your images or remember to update your website since Antiquity does it automatically.

Smart Automation

Take advantage of the powerful integration and automation features to keep you in control of your business. Create an invoice and Antiquity automatically updates the stock records and client history automatically. Print stock or address labels with ease. Use the automated reminders to ensure that you never miss a sale.

Marketing & Reporting

Make informed business decisions using the powerful analysis and reporting features. See which exhibitions worked best for you and identify your best customers, then use the marketing features to generate extra sales. Send personalised HTML newsletters with stock images and links to your website in seconds.

Outstanding Support

Benefit from our top-notch support service provided to you at no extra charge. Support is provided by email, telephone and also remote log-on, so you have complete peace of mind. All software updates are included and we invite customers to recommend new features and improvements.

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  • Stock control with image management for an unlimited number of items
  • Support for unique items, multiples, purchases and consignments
  • Drag-and-drop multiple images per item
  • Tracks location including items 'On Approval' or with a restorer
  • Powerful search features so you can find anything in seconds
  • User defined stock categories
  • Link items to an artist or maker
  • Track share partners and purchase costs
  • Converts dimensions from metric to imperial and visa-versa
  • Print stock lists, labels and tear sheets
  • Manage collections
  • Calculate insurance valuations
  • Much more...
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  • Manage all of your prospects, clients, suppliers and dealers in one place
  • Find existing contacts within seconds
  • Store multiple names & addresses for each contact
  • See full correspondence & sales history
  • Send template or customised emails to individuals or groups using a simple point-and-click process
  • Send stock update emails with PDF attachments or links to stock items on your website
  • Print letters and address labels with ease
  • Create reminders to chase enquiries
  • Identify customers' specific wants to help generate more sales
  • Powerful phonetic search to help avoid duplicate entries
  • Sophisticated reporting and marketing
  • Much more...
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  • HMRC MTD (Making Tax Digital) Integration*
  • Automatically calculates Margin Scheme
  • Accounts for local and export sales to determine VAT liability
  • Can mix Margin Scheme, Exclude and Include VAT sales together on a single invoice if required
  • Print or email an invoice to your customer with one click
  • Track debtors, email statements and manage payments
  • Analyse sales by sales person or source, e.g. fairs
  • Calculates gross profit
  • Sales directly linked to stock items and customer record for full cross-referencing
  • Calculates Artists Resale Right - ARR / Driot de Suite
  • Display invoice in a foreign currency
  • Create reminders for customers paying by instalments
  • Much more...

* Coming soon in an update Q2, 2019. Click here for more details.

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  • Manages stock and non-stock expenses
  • Tracks debtors & creditors
  • VAT Return, profit by venue and many more useful reports
  • Calculates commission owed to consigners and automatically creates a purchase invoice for the consigner when you sell an item
  • Reports on monthly consignment commissions due, summarised for consigners or artists
  • Easily create professional looking purchase orders for your suppliers
  • Email the purchase order to your supplier with one click
  • Summarise expenses by supplier, venue or type
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  • Create and send emails to an individual or in bulk
  • Choose from one of our templates, modify them to suit your needs or create your own
  • Support a wide array of 'merge fields' that automatically populate with the relevant details
  • Incoming emails are automatically linked to their respective contact so you can see all outgoing and incoming communications in one place
  • Drag-and-drop files to add as attachments or simply type an item stock number to add an image automatically
  • Images can be resized on-the-fly so there is no need to reduce large images prior to attaching them
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  • Automatically reminds you of all the things you need to do...
  • Reminder to process any new website enquiries, customers and orders
  • Reminders to chase prospects
  • Reminders to take payment instalments
  • Filter reminders by staff member or task type
  • Task list of stock items out with clients 'On Appro' or with restorers
  • Task list of 'multiples' at or below re-order warning level
  • Task list of payments due to suppliers
  • Task list of purchase orders due in
  • Task list of sales orders due out
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  • View summary or detailed reports to see how your business is performing...
  • Sales by Source of Enquiry - Your sales summarised by fairs, adverts, referrals and other promotions
  • Sales by Sales Person, country or stock category
  • Gross profit reports
  • Profit by Venue - See the profit for each fair with a list of all related sales and costs
  • Droit de Suite (ARR) with DACS report
  • Sales VAT Liabilities
  • VAT Return with full itemisation
  • VAT EC Sales List
  • Report on Import VAT & TI / TA
  • Debtors report - current or on a historical date
  • Stock valuation - current or on a historical date
  • Identify best customers by amalgamated spend in a defined period
  • Report on ownership & shares

Key Benefits

From just £115 per month
+ £795 setup
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Contacts

Contacts Main View

Keep track of all your prospects, clients, suppliers, consigners, dealers, friends and family…

The Antiquity Contacts module is your new 'address book'. Each contact can have multiple people, multiple addresses, and wants (stock categories or artists/makers they like). All correspondence to and from each contact can be viewed here along with their invoice history, purchase history (if they are a supplier) or consignment history.

Create reminders to chase prospects, categorise contacts for targeted marketing, add contacts to one or more mailing lists and much more.

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Contacts

Contacts Invoice History

Click the People, Address, Wants, Reminders, Correspondence, Appro, Invoice, Receipts, Shares or Expenses tabs to show the respective history for this contact…

In this image, the Invoices tab has been clicked, showing the customers full invoice history.

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Stock

Stock Main View

Keep track of all your purchased, consigned and sold stock…

Store details for an unlimited number of purchased or consigned items. Add multiple images simply by dragging. Link items to a maker or artist, enter a title, description, price, provenance, literature, exhibitions, edition, condition, shipping, location and much more. Print a stock tear sheet or email it direct to your clients. Print stock labels or packing lists. Enter purchase details which will be used to automatically calculate your VAT Margin Scheme liability when you sell the item. For consigned items, commissions are calculated automatically. Manage items 'On Appro', stock location movements and share purchases. Metric dimensions are automatically converted to imperial and visa versa.

It's also really easy to find anything in seconds. Whether you're simply searching for items in a specific category or have very specific customer requirements, e.g. Find all bookcases that are up to £10,000 and between 150 cm to 175 cm wide by a certain maker.

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Stock

Stock List View

The Stock module list view shows all the items that match your search criteria…

Scroll through items to find the one you want using the text or the thumbnail images. Click the column headings to sort the list of click the left arrow to see the full detail view of any stock item. Also on the left side, the green coloured stock numbers indicates that these are available for sale and the pink ones are sold - a way to quickly identify stock status - just one of many quick visual indicators throughout Antiquity.

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Stock

Stock Lables

Print stock labels with or without images…

Quickly print stock labels directly from Antiquity without needing to use any other software. Labels can be easily customised with merge fields and even dynamic calculations, e.g. to show your price in a foreign currency based on today's exchange rate plus 5%. Print labels with or without stock images. Customise label layouts to produce a packing list. Suits all standard Avery label sizes up to 65 labels on a sheet.

We also offer a customisation option to work with individual label printers like those from Dymo or Brother or ones used for the jewellery industry in order to print labels one-at-a-time.

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Invoices

Invoices Main View

Easily manage all your sales invoices in Antiquity…

Antiquity makes it really easy to create and manage all your invoices for both margin scheme and normal items that are priced either including or excluding VAT. It's a simple point and click process to add items to an invoice with the stock items automatically marked as sold both in Antiquity and on your Antiquity website. You can also create invoices for non-stock items, e.g. to share partners or restoration services. VAT Margin Scheme is calculated automatically and accounts for different shipping options, such as local sale, EU or non-EU export. Optionally show the total price in a different currency. Where necessary, discounts can be entered as a fixed amount or a percentage - in which case Antiquity works out the actual discount amount for you. Analyse sales by 'Source of Enquiry' or 'Sales Person'. Enter customer receipts and manage to help manage your debtors list. For art dealers, Antiquity will also calculate your Artists Resale Right / Driot de Suite figures in Euros for you.

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Invoices

Example Customer Invoices

Print beautiful invoices with no effort…

This is the default design for customer invoices, although as with almost all print layout designs, it can be customised to meet your requirements. Of course the header would show your company details. The invoice can be printed or saved as a PDF and emailed directly to your customer in seconds. Margin Scheme items show M/S in the VAT column and the legal declaration is automatically applied in the footer. Optionally select a foreign currency and Antiquity gets the exchange rate and displays the total in the selected currency (you can edit the exchange rate and foreign total if required).

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Invoices

Example Internal Invoices

All the figures you need, with no effort…

Antiquity calculates everything automatically. This is the "Internal Invoice", clearly labelled so you won't give it to your customer by accident. In the centre column B is for Basic cost, R is Restoration cost, O is Other cost, T is Total cost and G is Gross profit. The Net Sale value is shown along with the Margin Scheme per item as well as totals in the footer. The Internal Invoice includes absolutely everything your bookkeeper needs!

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Expenses

Expenses Main View

Use the Expenses module to manage all your stock, non-stock and venue expenses…

Stock related expenses are entered via the stock record but you can also record all your non-stock expenses in Antiquity, e.g. computer equipment, stationery or travel as well as venue expenses like stand fitting, electricity and accommodation. Enter payments to your suppliers to keep track of your creditors. View reports on creditors sorted by supplier, purchase type or venue. The Profit by Venue report summarises all your sales and expenses for a specified exhibition thus showing your net profit. View all the commissions due to consigners or artists (the commissions are created automatically as Purchase Invoices when you sell the item).

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Expenses

Example Expense

Example showing a stock expense being entered.

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Correspondence

Email Module

Antiquity can both send and receive emails so all customer communications are in one place…

Use the email module in Antiquity to manage your communications. Emails sent from Antiquity can use HTML formatting, so they always look professional. Any incoming emails from a recognised contact are automatically linked to their correspondence history. Enquiries from your Antiquity website will also be displayed here.

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Reports

Reports Summary

Antiquity includes a wide range of reports to help you identify the key strengths of your business…

  • View summary or detailed reports to see how your business is performing...
  • Sales by Source of Enquiry - Your sales summarised by fairs, adverts, referrals and other promotions, i.e. where are your best customers coming from
  • Sales by Sales Person, country or stock category
  • Gross profit reports
  • Profit by Venue - See the profit for each fair with a list of all related sales and costs
  • Droit de Suite (ARR) with DACS report
  • Sales VAT Liabilities
  • VAT Return with full itemisation
  • VAT EC Sales List
  • Report on Import VAT & TI / TA
  • Debtors report - current or on a historical date
  • Stock valuation - current or on a historical date
  • Identify best customers by amalgamated spend in a defined period
  • Report on ownership & shares
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Reports

Sales Reports

Use the various sales reports to identify where your best sales are coming from.

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Reports

Overview Reports

Use the various overview reports to identify current or past debtors, produce statement runs, identify unlocked or unbalanced deposit invoices, ownership for shared items and credit on account summaries.

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Reports

VAT Return

The VAT Return lists, for the specified period, all your sales invoices and purchases (stock and non-stock) and calculates your nine box figures.

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Tasks

Tasks & Reminders

Never forget what you need to do with Antiquity tasks & reminders… Tasks can be filtered by staff member or task type so you can even identify tasks that need to be performed by another member of staff who is currently away. Your customers will be so impressed that you remembered to call them!

  • Automatically reminds you of all the things you need to do...
  • Reminder to process any new website enquiries, customers and orders
  • Reminders to chase prospects
  • Reminders to take payment instalments
  • Filter reminders by staff member or task type
  • Task list of stock items out with clients 'On Appro' or with restorers
  • Task list of 'multiples' at or below re-order warning level
  • Task list of payments due to suppliers
  • Task list of purchase orders due in
  • Task list of sales orders due out
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Tasks

Tasks & Reminders

Example of a reminder entry.

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Antiquity Mobile for iPad

Stock Detail View

Antiquity Mobile lets you take all your stock, contacts and invoice data away with you when you go to a fair…

No internet connection is required since all the data is stored locally on your iPad. Imagine that you have taken 50 items to an exhibition and a customer asks to see other similar items to one they like and you have exactly what they want… but it's back in the shop. With Antiquity Mobile on your iPad you can search and find the item(s) and show them the images and maybe even make a sale for something you didn't have with you at the exhibition!

Retail, trade and cost prices can be shown or hidden as preferred. Click an image to zoom in, easily search for items, view customer sales histories and much more.

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Antiquity Mobile for iPad

Stock Thumbnail View

Scroll through items on your iPad to find the one you're looking for.

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Antiquity Mobile for iPad

Stock Search

Enter a search term on your iPad (top right) and that word is highlighted in all matching records as your scroll through.

Everything you need to manage your antiques or art business. All your data in one place, saving time and eliminating duplication. Antiquity Database includes all the features you see above. Your subscription includes: Antiquity software licence, Antiquity Mobile for iPad licence, two hours of basic training, unlimited support and application updates.

What's it going to cost?