Transport and delivery: Quotation software for art transporters
Quotation software for art transporters that combines crating, handling hours, packaging materials and transport into a proposal showing the client what happens to each object.
Where quotes for art transporters get stuck.
A quote for art transport has many parts: a packaging choice per object, sometimes a bespoke crate, handling hours for packing and unpacking, the transport itself and perhaps climate monitoring or a courier escort. With an exhibition of dozens of works, that quickly sprawls. In a spreadsheet, a crate for a large canvas is easily dropped, or a work that could be soft wrapped is wrongly counted as crated. The client sees a total and cannot judge where the costs lie. A registrar who has to justify why the transport came in over budget gains nothing from that.
Quotation software for art transporters
Example- 1
Decide packaging per object
DoneThe quote starts from the object list in the enquiry.
- 2
Calculate crating and hours
In progressThe calculation counts materials and build hours per crate, packing, unpacking and condition reporting hours per object, and transport with the chosen crew and vehicle.
- 3
Proposal per object and overall
NextThe proposal shows the packaging, costs and assumptions for each object, followed by the transport as a whole.
From enquiry to signed quote.
Decide packaging per object
The quote starts from the object list in the enquiry. For each object you choose the packaging: soft wrap, a travel crate from stock or a bespoke crate. For a bespoke crate, the outer dimensions are calculated from the object plus the space needed for foam and framing. Those choices and the reasons for them appear in the proposal.
Calculate crating and hours
The calculation counts materials and build hours per crate, packing, unpacking and condition reporting hours per object, and transport with the chosen crew and vehicle. Climate monitoring, escort and waiting time at a museum come from your rates. Every item traces back to an object or an activity.
Proposal per object and overall
The proposal shows the packaging, costs and assumptions for each object, followed by the transport as a whole. The client sees what happens to each object and approves the total. If they ask for a cheaper option, such as a shared shuttle, it becomes a new version alongside the old one.
Alongside your calculations and price lists.
Art transporters usually prepare quotes in a spreadsheet or word processor, with rates for crating and hours in a separate list. The quotation software takes over those rates and reads in the object list from the enquiry, so dimensions and materials are not entered again. An approved proposal flows on to the crate workshop, scheduling and later invoicing. The rates belong to the art transporter; the client only sees their own proposal.
New crate or existing crate
A bespoke crate fits exactly but costs build time and material. A travel crate from stock, or one built for an earlier shipment, is cheaper if the dimensions fit. The quote can show per object whether an existing crate is suitable, so the choice does not depend on who happens to prepare the quote.
Shared shuttle or dedicated vehicle
A shared shuttle combines consignments from different clients and costs less, but the work is on the road longer and handled more often. A dedicated vehicle is faster and easier to track, but more expensive. For a museum loan a dedicated vehicle is often required; for a collector a shuttle may be perfectly adequate.
Take crates back or leave them
After delivery a crate can return to your storage or stay with the client for the return journey. Taking it back uses storage space; leaving it needs room at the client's premises. With a loan it is usual for the crate to be kept for the return, which needs to be stated in the quote.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
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Read the storyWhat we prepare in the quotes.
From the start the quote holds your packaging choices per object, the calculation of crating, handling hours and transport, and a total alongside the price per object. Two real requests go through it first: a collector moving two paintings, and a gallery exhibition in which a few works need a bespoke crate. Climate monitoring as an option and reusing crates already in stock are added once you want to price with them.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan we choose different packaging for each object?
Yes. Each object gets its own packaging choice with the costs that go with it. For a large shipment you can set a default and only adjust the exceptions, such as a work on panel that needs a crate.
How do we price a bespoke crate without drawing it all out?
From the object's dimensions, the foam thickness and the crate type, the software calculates the outer dimensions and materials. Your own build standards determine the result. The crate maker can check and adjust it before it goes into the proposal.
What if the client asks for a cheaper option?
You create a new version, for example with a shared shuttle or soft wrapping for less fragile works. Both versions stay visible. The client can compare and choose, and you keep a record of which version was approved.
Can insurance be included in the quote?
Yes, if you arrange the insurance. Based on the stated value or value band, the premium appears as a separate item in the proposal. If the client insures the work themselves, that is stated in the assumptions, so there is no confusion about who carries the risk.
What often connects to this.
- Enquiry form for art transportersAn enquiry form for art transporters that asks for object dimensions, materials, condition details and the collection and delivery situation, so you can choose packaging and crew with confidence.
- Digital job cards for art transportersDigital job cards for art transporters with an object record for each work: packaging, handling, condition at departure and arrival and a recorded handover with signatures.
- Invoicing software for art transportersInvoicing software for art transporters that turns handed-over objects, crates built, handling hours and additional costs from the shipment into an invoice that matches the quote.
Quotes that match the work.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Quotation software for art transporters: crating, handling hours and transport priced per object, with assumptions, insurance and approval in one proposal.
- Decide packaging per object
- Calculate crating and hours
- Proposal per object and overall