Art, Museums & Culture licensing software
Bring your collection to more people, with full control
Flowhaven helps museums, galleries, cultural institutions and art brands manage agreements, approvals, royalties and performance for every licensed artwork and image, so licensing grows income while protecting what makes the collection special.
Trusted by cultural institutions and creative brands
~100
Customers, from global IP owners to agencies and licensees.
4,000+
Users across licensors, agents and licensees.
$2B+
Royalty revenue processed through 10M+ licensing records.
The problem
Every artwork has its own story. And its own rights.
Thousands of images.
Each with its own terms.
Licensing a collection means tracking rights per artwork, per image and per use, often with artists, estates or partners involved.
When that lives in spreadsheets and old contracts, finding what you can license and to whom takes far too long.
Reproductions must
honor the original.
Color, crop, credit lines and context all matter. One careless product can damage the trust your institution has built over decades.
Your approval process needs curators and brand owners in the loop, with every decision on record.
Licensing income should be
visible, not buried.
Commercial teams are asked to grow self generated income and to show where it comes from.
You need to see revenue by collection, artwork, licensee and territory, without rebuilding the report every quarter.
How it works
Three ways cultural institutions use Flowhaven.
Approvals in days, not weeks
Every submission routed by email to curators.
- Submitted with guidelines
- Curators comment in one flow
- Approved and recorded
National Gallery: approvals cut from 14 days to 3.
Licensees who serve themselves
The team emails style guides and images on request.
- Assets on the agreement
- Licensee downloads in the portal
- Submits in the same place
NHM: very positive licensee feedback on ease of use.
Forecasts in a day
Royalty forecasts take finance a week.
- One royalty record
- Forecast per partner
- Ready for the board
National Gallery: forecasting from a week to a day.
By role
What changes for each person on the team.
The painCommercial income must be reported to trustees, from scattered data.
With FlowhavenDashboards and royalty forecasts from one record.
The painA small team managing many licensees by email.
With FlowhavenOne record, plus a partner portal licensees use themselves.
The painEach artwork has its own rights, guidelines and credit lines.
With FlowhavenGuidelines on the agreement, reviewed with every submission.
The painRoyalty forecasts take a week.
With FlowhavenForecasts in a day, as the National Gallery found.
Walk-through: an exhibition range
- The licensing team adds an agreement for an exhibition range, with the approved artworks listed.
- The licensee downloads images and brand guidelines from the portal.
- Products are submitted, curators comment in the same flow, and approval lands in days.
- Finance builds the exhibition royalty forecast in a day, from the same record.
See where your program stands in 2 minutes.
Answer nine quick questions and get a score, your top three gaps and what institutions like yours fix first.
- 9 questions
- Score out of 100
- Top 3 gaps
Meet Flowhaven
Built for art & cultural licensing workflows
Agreement Management
Keep rights, credit lines and terms for every artwork and image in one searchable system.
Product Approvals
Review every product through stages that include the right curators and rights holders, from concept to final sample.
Royalty Management
Automate royalty calculations and reconciliation across licensees, with income tracked per artwork.
Analytics
Follow licensing income by collection, artwork, category and partner with live dashboards.
Your collection’s reputation took centuries to build. One product can test it.
A reproduction approved without the right eyes can misrepresent an artwork. A right that has expired can still end up on shelf. Income that cannot be traced to its source is hard to defend when funding is reviewed.
Licensing should open the collection to more people, never put it at risk.
See how six teams split this work, from rights clearance to royalty statements.
Case study · The National Gallery
How the National Gallery cut approval times by nearly 80%
The Gallery moved its licensing program into Flowhaven for better visibility and a simpler, more joined-up way of working with licensees.
Approvals that took two weeks now take three days, and finance builds royalty forecasts in a day instead of a week.
Before and after Flowhaven
“Flowhaven has given us much better visibility across our licensing programme and made the way we work with our licensees simpler and more joined up. It’s reduced the time we spend on administration and approvals.”
Getting Started
Go live in weeks, not quarters.
Every Flowhaven customer gets a dedicated Customer Success Manager and white-glove onboarding. The goal is to get your team operational quickly, with a clear path from setup to go-live.
A rollout built around the work that matters.
Onboarding covers kickoff, configuration, migration, validation, training, and rollout to internal users and partners. The process includes migration templates, customer-specific workflow setup, and validation of uploaded data.
Support that reduces implementation risk.
Guided workflows, in-app support, and ongoing customer success support help your team adopt the platform without turning onboarding into a separate long-running project.
“We have had very positive feedback back from our licensees about how easy the system is to use and I think a lot of this is due to the layout and general flow of the system.”
FAQ
Questions cultural institutions ask us
Still have a question? Talk to our team, or see Flowhaven on your own program in a 30 minute demo.
The National Gallery cut approval turnaround from 14 days to 3 after moving approvals into Flowhaven.
Every submission is reviewed against the agreement and your brand guidelines before anything is approved, with the full history kept on record.
Your Customer Success Manager shares migration templates, your team fills them in, and we bulk import your agreements, partners and history. You check the data before go-live. Training uses a train-the-trainer model, so your team owns the platform from day one.
Licensees work in a simple partner portal, as unlimited guest users at no extra cost. They get style guides, submissions and reports in one place, and most need no training. The Natural History Museum reports very positive feedback from its licensees on how easy the system is to use.
No. Your subscription includes the Flowhaven Licensing Suite and the Salesforce platform licenses for your internal users. Because Flowhaven is built natively on Salesforce, you get its scale, security, workflows and analytics in one platform.
Flowhaven runs on the Salesforce platform and supports single sign-on (SSO), so access follows your company’s identity rules.
Most teams go live in weeks, not quarters. A dedicated Customer Success Manager runs setup, migration and training. The exact timeline depends on how many agreements and licensees you bring over.
Free buyer's guide: from spreadsheets to licensing software
A readiness scorecard, a capability checklist, 16 vendor questions and a business case worksheet to take to your team.
See how cultural institutions license with Flowhaven
See how Flowhaven fits your collection, workflows and team in a personalized walkthrough.
