Guides April 21, 2026 · 5 min read

Convert Art Scans and Paintings into a PDF Catalog

Q: Should I photograph or scan my artwork for a catalog PDF?

For small works on paper (drawings, prints, watercolors under 30cm), flatbed scanning at 300 DPI produces excellent digital reproductions. For paintings, textiles, sculptures, and large-format works, professional photography is the better approach. Smartphone photography works well for catalog purposes if lighting is controlled.

Q: What information should each artwork entry include in a gallery catalog PDF?

Standard catalog entries include: title, year created, medium, dimensions (height x width, in inches and centimeters), edition number for prints, availability status, and price or price on request. Include a brief artist statement or provenance note for significant works.

Q: How large should an art catalog PDF be for gallery submissions?

Most gallery submission portals accept up to 10–20 MB. If your catalog is larger due to high-quality artwork photography, compress it using QuickyDesk's Compress PDF tool. Check that artwork colors remain accurate and textures remain visible after compression.

Physical artwork needs to travel digitally. Here's how to photograph or scan your art and compile it into a professional PDF catalog for galleries and collectors.

Artists applying to gallery shows, art fairs, and residency programs need a digital catalog that represents their physical work accurately and professionally. A well-produced PDF portfolio is the standard format for gallery submissions, collector presentations, and arts grant applications.

Here's how to photograph or scan your artwork and compile it into a professional gallery catalog PDF using QuickyDesk's free Convert tool.

Capturing Your Artwork

Small works on paper — Flatbed scan at 300 DPI for accurate color reproduction
Paintings and large works — Photograph in diffuse natural light or with two studio lights at 45-degree angles to reduce glare
Textured works — Slight raking light (light from one side) can reveal texture; document both a flat-lit and a raking-lit version
Detail shots — Include close-up detail photos for complex or textured works

Building the Art Catalog PDF

Step 1: Prepare an Artist Statement Cover Page

Create a cover page in Word or Google Docs with your name, website, contact information, and a brief bio or artist statement. Export as PDF.

Step 2: Convert Artwork Images to PDF

Navigate to QuickyDesk's Convert tool and select Image to PDF mode. Upload all artwork images at once. Each image becomes a page in the resulting PDF.

Step 3: Merge with Cover Page

Use QuickyDesk's Merge PDF tool to combine your artist statement cover page with the artwork image PDF.

Step 4: Compress for Submission

If the catalog exceeds submission portal limits, use QuickyDesk's Compress PDF tool. Verify that artwork colors remain accurate after compression.

Build your art catalog PDF now

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Frequently Asked Questions

Should I photograph or scan my artwork for a catalog PDF?

For small works on paper, flatbed scanning at 300 DPI is excellent. For paintings and large-format works, professional photography is better. Controlled smartphone photography works well for catalog purposes.

What information should each artwork entry include?

Title, year created, medium, dimensions (H x W in inches and centimeters), edition number for prints, availability status, and price or price on request.

How large should an art catalog PDF be for gallery submissions?

Most gallery submission portals accept up to 10–20 MB. Compress using QuickyDesk's Compress PDF tool if needed, and verify artwork colors remain accurate after compression.