Design and creative production: Inventory software for illustration studios
Inventory software for illustration studios that manages source files, export versions and licensed images per job, so it is clear which file is final and what may be reused.
Where stock drifts for illustration studios.
The stock of illustration studios is not boxes but files. Each image has sketch layers, working files, colour variants and exports in several formats and colour profiles. After a few years nobody knows which version of a cover was actually printed, or which crop was approved for a web banner. A client asking for a new export a year later sometimes receives a file with the old copy. It is also unclear which images the studio may reuse in a portfolio or print shop, because the rights agreement is buried in an old quote. Searching through folders named final-really-last eats hours.
Inventory software for illustration studios
Example- 1
Register files per image
DoneEvery delivered image gets a record pointing to the source file, the final exports and the matching colour variant.
- 2
Mark reuse and licence status
In progressEach image shows what rights the client holds and until when, and whether the studio may display it or license it again.
- 3
Add new versions cleanly
NextIf a client later asks for an adjusted version, it is added as a new export on the same image, with a reason and date.
From receipt to use.
Register files per image
Every delivered image gets a record pointing to the source file, the final exports and the matching colour variant. The studio notes for each export what use it is intended for: print, web or social media. Later you can see straight away which file the client received, without clicking through folders.
Mark reuse and licence status
Each image shows what rights the client holds and until when, and whether the studio may display it or license it again. An image under exclusive buy-out is flagged so it never ends up in a print collection. An image under a limited licence can become available for other uses once that licence ends.
Add new versions cleanly
If a client later asks for an adjusted version, it is added as a new export on the same image, with a reason and date. The old version is kept but marked as superseded. It is always clear which version is current and which is historical, even if a different illustrator made the change.
Alongside your purchasing and suppliers.
Illustration studios usually keep files in cloud storage or on a network drive, with folders by client or year. The register does not replace that storage; it adds a layer on top that points to the right files for each image. Quotes containing rights agreements live in the accounting package or a documents folder and are linked to the image. The studio keeps ownership of source files; the client is entitled to the delivered exports as agreed. Existing files can be registered gradually, starting with the series that are requested most often.
Register everything or only delivered images
Registering every sketch and interim version gives a complete archive but takes a lot of time and adds noise. Registering only delivered images with their final exports is lighter and covers most questions that come up later. Interim versions can stay in the working folder and are only recorded when they received a separate approval.
One archive or separated by client
A central archive makes it easy to search by style, subject or palette, which helps with reuse and portfolio work. Separating by client protects confidential work and matches how files are often stored already. A register that allows both, searching across everything but with access set per job, combines the advantages.
Actively monitor licence expiry or just record it
Recording means the end date is noted somewhere and looked up when needed. Monitoring means an alert when a licence is about to end, so the studio can offer the client a renewal or release the image. The second approach demands more care at entry but prevents usage quietly running on.
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Read the storyWhich stock we record.
The archive records delivered images with source reference, final exports, intended use and rights agreement, and marks replaced versions. You decide which folder structure stays. We fill it with a recently finished series and together look up an old job for which a client now wants a new export. Alerts for expiring licences, searching by style and subject and registering the older archive step by step come after that.
View pricingSupport and updatesGood to know.
Explore pricing and optionsDo we need to re-register all our old jobs?
No. You start with new jobs and register older series only when they are needed again, for example when someone asks for a new export or you want to reuse an image in a portfolio. The archive grows alongside the work that actually matters.
Can we see which images we are allowed to sell as prints?
Yes, provided the rights agreement is recorded against the image. A filter shows images where the studio kept the right to its own use or where an exclusive licence has expired. Images under full buy-out are excluded, so nothing gets offered that is no longer yours.
What happens when an illustrator leaves?
The files are in the studio's storage and the register points to them image by image. Even when the maker no longer works at the studio, it stays clear where the source file is and which exports were delivered. Agreements on who owns the working files are still something you settle with the illustrator.
How do we deal with fonts and bought-in elements in an image?
You can record against an image which external elements it contains, such as a typeface or a purchased texture, along with their licence. When a new export or reuse comes up, you can see whether those elements are cleared for that use before the file goes out.
What often connects to this.
- Digital job cards for illustration studiosDigital job cards for illustration studios in the form of an image card per illustration, with brief, sketch approval, colour choice and export requirements kept together with the image.
- Website for illustration studiosA website for illustration studios that explains, style by style, what an image series involves, which uses it suits and which choices a client needs to make up front.
- Enquiry form for illustration studiosAn enquiry form for illustration studios that collects the visual brief, intended use and supply details, so the illustrator can scope a job without three rounds of email first.
Know what is really there.
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 Inventory software for illustration studios: source files, export versions and licences per image, showing what is final and what can be reused.
- Register files per image
- Mark reuse and licence status
- Add new versions cleanly