# CatalogIt Reviews 2026. Verified Reviews, Pros & Cons | Capterra > Is CatalogIt the right Catalog Management solution for you? Explore 78 verified user reviews from people in industries like yours to make a confident choice. Source: https://www.capterra.com/p/183811/CatalogIt/reviews/ --- CatalogIt 4.9 (78) [View alternatives](https://www.capterra.com/p/183811/CatalogIt/alternatives/) Provider data verified by our Software Research team, and reviews moderated by our Reviews Verification team. [Learn more](https://www.capterra.com/our-story/) * * * Last updated July 21st, 2026 # Reviews of CatalogIt Ease of use 4.9 Customer Service 5.0 ## Pros and Cons in Reviews JM Justin M Museum and Heritage ManagerMuseums and Institutions, 2 - 10 employeesUsed the software for: 6-12 months. “CatalogIt won us over with its cloud security, mobile flexibility, and brilliant QR code utilities, allowing a small team to manage an expansive, high-volume inventory efficiently.“ June 6, 2026 Ulrich H DirectorNon-Profit Organization Management, Self-employedUsed the software for: Less than 6 months. “As I don't fill in all the fields that are provided, I have to do a bit of scrolling.“ February 3, 2026 JM Justin M Museum and Heritage ManagerMuseums and Institutions, 2 - 10 employeesUsed the software for: 6-12 months. “Interactive Public Engagement: As an added bonus, we use the public-facing QR codes on our physical display labels via the CatalogIt HUB integration.“ June 6, 2026 AB Amanda B ManagerMuseums and Institutions, 2 - 10 employeesUsed the software for: 6-12 months. “The options lack some entry options I wish were available to me.“ February 12, 2026 Phil K Museum ConsultantMuseums and Institutions, Self-employedUsed the software for: Less than 6 months. “The learning curve was fast, especially coming from Past Perfect, and once I understood the structure, the search functions and inventory control features were very helpful. When we had technical questions, support was responsive within 24 hours.“ March 29, 2026 MD Michael D Curator and Director of University Art CollectionMuseums and Institutions, 2 - 10 employeesUsed the software for: Less than 6 months. “Not being able to print directly to my Dymo Label printer is the only downfall at this point.“ January 16, 2025 BF Bruce F HistorianSports, 2 - 10 employeesUsed the software for: Less than 6 months. “I am up and running with my cataloguing of my holdings, and am delighted to be able to make the information available to all those who are interested, on the Catalogit Hub.“ April 1, 2026 CT Con T ArchivistMuseums and Institutions, 11 - 50 employeesUsed the software for: Less than 6 months. “In some ways there are almost too many options and it would be nice to turn off or hide those parts of the system that don't apply to our institution.“ December 17, 2024 ## Showing most helpful reviews Showing 1-25 of 78 Reviews Sort by: Most Helpful Rating Company Size Reviewer's Role Length of Use Frequency of Use Phil K. Museum Consultant Museums and Institutions Used the software for: Less than 6 months ### "CatalogIt easy to use for novices and pros, alike" March 29, 2026 5.0 Pros I really did find the use of the platform quite intuitive, the more I used it. Collections hasn't been my main museum work up until now, but with CatalogIt, it was easy to complete a catalog of a 3,000-item library, and use the newly-created catalog to complete an inventory! The learning curve was fast, especially coming from Past Perfect, and once I understood the structure, the search functions and inventory control features were very helpful. When we had technical questions, support was responsive within 24 hours. Cons I'm sure there are more efficient ways to import data - we used .csv spreadsheets, and the field mapping took a little trial and error (some fields like "notes" appear in multiple places. But "undoing" and "redoing" imports was easy to manage. Switched from [PastPerfect](https://www.capterra.com/p/121813/PastPerfect/) Easy and accessibility for users of varying skill levels Review Source JM Justin M. Museum and Heritage Manager Museums and Institutions Used the software for: 6-12 months ### " Intuitive, Cloud-Based Collections Management That is Perfect for Teams" June 6, 2026 5.0 We needed a solution that combined strict collection tracking with modern usability. CatalogIt won us over with its cloud security, mobile flexibility, and brilliant QR code utilities, allowing a small team to manage an expansive, high-volume inventory efficiently. CatalogIt is helping us track and find mistakes from previous documentation and record keeping in previous programs. Pros CatalogIt has completely modernized our collections management workflow. It bridges the gap between professional archival standards and modern user accessibility. The cloud-based system has allowed us to centralize our entire archive, secure our records off-site, and onboard temporary staff with ease. It is a robust system that handles heavy inventories effortlessly while staying incredibly user-friendly. Pros •Incredibly Intuitive: The user interface is exceptionally clean and easy to navigate. Our summer students are making great progress with only basic, minimal instruction. •Powerful QR Location & Inventory Tracking: The built-in QR code generator is an absolute gamechanger for large inventories. It allows us to seamlessly track over 250 storage locations and manage currently over 9,000 items without physical bottlenecks. Staff can simply scan a box, shelf, or cabinet code to instantly see exactly what is nested inside. •Interactive Public Engagement: As an added bonus, we use the public-facing QR codes on our physical display labels via the CatalogIt HUB integration. Visiting museum guests can scan the display code with their smartphones to instantly view deep-dive history, web links, and complex provenance data without cluttering the physical gallery walls. •Centralized Hub: It puts everything in one place. We can attach high-quality images, supporting documents, and complex provenance histories to a single record. •Mobile Flexibility: The cross-device compatibility makes uploading photographs a breeze because team members can use a smartphone or tablet to snap pictures and sync them instantly to the cloud record. •Worry-Free Security: It gives us immense peace of mind. We now have a reliable way to securely store digital copies of everything off-site without maintaining expensive local servers. Cons Minor Learning Curve for Advanced Fields: While basic cataloguing is simple for anyone to pick up, navigating highly specialized metadata fields or custom professional schemas can occasionally require a bit more supervision for beginners. Alternatives considered [Argus](https://www.capterra.com/p/147166/Argus/) Reason for choosing CatalogIt Price. Argus looked amazing but was to much for my needs and CatalogIt has been a perfect fit. Switched from [Microsoft 365](https://www.capterra.com/p/227157/Microsoft-365/) After struggling with Microsoft access data we wanted the ability to share publicly and have a powerful tool on hand to clean up and maintain accurate records digitally as well as physically, CatalogIt helps maintain accurate records and makes mistakes easy to spot and fix. Review Source GD Glenda D. None Fine Art Used the software for: Less than 6 months ### "Excellent & Easy To Use" July 8, 2025 5.0 Using the program to catalog an extensive personal art collection. After five months I have over 250 entries and probably at least the same left. I haven’t had any issues or problems. I had one question which was answered the same day. I haven’t done much searching yet, but it seems to be very good. Pros Very intuitive. The customer support is top notch. Versatility. Don’t need to be very computer literate. Cons I haven’t found any issues yet. I’ve been using the program for 5 months. I have nothing to suggest. Review Source KP Kaleigh P. Curator Museums and Institutions Used the software for: 6-12 months ### "Great experience" April 30, 2026 5.0 We've had a great experience overall with CatalogIt. I've met everyone involved on the CatalogIt team and they've all been very helpful and quick to reply to any inquiries. They migrated our entire collection of 1500 Pros CatalogIt is a robust system with a wide variety of fields for information depending on your needs. It somehow still manages to be user friendly and easy to use at a very affordable price. It comes with the ability to post your collection online at no extra cost which is a huge bonus. Cons It would be nice to be able to hide fields that you don't use and have the ability to edit fields for your needs - credit lines, for example. Sometimes the database and website don't load. Switched from [Claris FileMaker](https://www.capterra.com/p/162784/FileMaker/) To have our database be cloud-based and therefore accessible from multiple locations while also being affordable. Review Source SS Sheli S. Consultant Museums and Institutions Used the software for: 2+ years ### "Cataloging for this Century" July 9, 2025 5.0 I feel like I have gained a mob of friends. When I am stumped, they jump in and help me. They have brainstormed numerous projects with me to ascertain if they are a good fit, and if not, they are honest and tell me. CatalogIt and its team are the type of partner you want when you have to care for collections that are complex and have many components. Pros I have used numerous museum programs for decades. All linear required steep learning curves and precise terminology. I found Catalogit four years ago and have now used the software for multiple uses, including museum collections and individual projects. It is easy to use, easy to teach others how to use, and can be used in the field on your phone. It doesn't try to do everything, and I appreciate that. It is veneered, so you can create a file and return again and again to add data and depth to the file. It has great connectivity between people, other files, and genres. Finally, it is priced in the affordable range for all sizes of institutions and projects. Cons Is CatalogIt perfect -- doubtful, but it is flexible and gives options so that any learning style can use it and master it quickly. Alternatives considered [AutoCAD](https://www.capterra.com/p/265024/AutoCAD/) Reason for choosing CatalogIt We chose CatalogIt because we could see that it would be easier to use, allow us to integrate our 75 years of collections and disparate cataloging systems, and because the CatalogIt team is so nice. Switched from [PastPerfect](https://www.capterra.com/p/121813/PastPerfect/) When introduced, PP was the bomb, but over the decades, software has come a long way, and the use of nodal strategies in connecting and searching data is exponentially more effective and efficient. Review Source AS Amy S. Collections Manager Museums and Institutions Used the software for: Less than 6 months ### "Happy to have made the switch" June 2, 2026 5.0 Using CatalogIt and working with the staff/support team has been very positive. They reach out to you to make sure everything is going smoothly, have answered any questions I had, and made sure we were happy with the product. Cataloguing into our database is much easier now that we have switched to CatalogIt. Pros I have not used CatalogIt for that long but I have found it very easy to use and a good database for managing a collection. Switching over from our old database was pretty easy, the subscription fees are affordable for a smaller scale museum, and the staff are really helpful. I haven't run into any issues that couldn't be solved by reaching out to the company or watching their tutorial videos. Cons When I produced a loan agreement there were a few artifact details that I thought should have been included and weren't, like accession number, etc. But in speaking with CatalogIt, they said it was a fairly new feature and they were still working out the kinks. Switched from [PayPal](https://www.capterra.com/p/207944/PayPal/) Past Perfect was breaking down and we were running into a lot of issues that couldn't be fixed Review Source LJ Lisa J. Manager Museums and Institutions Used the software for: 6-12 months ### "Museum Cataloging Made Easy" October 2, 2025 5.0 We were looking to convert to a new database, and CatalogIt was the right choice for us! Easy to use, intuitive, and customizable. Pros Easy to use software for museum and collections management! One of the most helpful features is the option to have multiple users working in the system at the same time. Thumbnail photo listings allow for easy searching. Love the ability to design displays and exhibits by sorting listings into new folders. Also, the CatalogIt team is very helpful, answering emails quickly and offering help before it’s even required. They transferred our records from PastPerfect quickly, without any problems. Cons We haven’t found any issues so far. The software has done everything we wanted it to do, and there were no glitches. Switched from [PastPerfect](https://www.capterra.com/p/121813/PastPerfect/) Easier to use than the version of PastPerfect that we had. We liked the option of multiple users having access at the same time. Review Source JT Jennifer T. Director of Collections and Interpretation Museums and Institutions Used the software for: 2+ years ### "Ideal fit for our small museum collection" February 3, 2025 5.0 We are a house museum with a collection of approximately 1,000 objects. For a smaller collection like this, CatalogIt has been a great fit: it's intuitive to use, I love that I can easily use it from anywhere on multiple types of devices (desktop, laptop, phone, tablet), and the support resources are so helpful. For nearly five years now, it has met all of our needs. I know that there is so much more that I could do with it, given the time. Pros Easy to learn and use, can use it from anywhere, simplicity of interface, flexibility of the different tools, reasonably priced. Cons The search function doesn't seem to work the way I expect it to. I could probably use more study on this, given how important it is. Switched from [Embark](https://www.capterra.com/p/10019226/Embark/) It was too expensive and too complex for our needs; it didn't have mobile or even cloud access; the interface was cluttered with multiple tabs and hundreds of fields we would never use. Review Source BF Bruce F. Historian Sports Used the software for: Less than 6 months ### "Collections management that is a pleasure to use" April 1, 2026 5.0 Excellent. I am up and running with my cataloguing of my holdings, and am delighted to be able to make the information available to all those who are interested, on the Catalogit Hub. Pros The software package is intuitive and easy to use. It is always easy to adjust past choices if one's work flow evolves. The price is very reasonable for what one gets. The support is outstanding. Cons The software shows its origins a bit in some of the drop down menus. I think additional choices could be added by the developers. In fairness, the developers are always accommodating of requests for additional menu items from users. Review Source AF Amber F. Visitor Services Manager Museums and Institutions Used the software for: 6-12 months ### "Great for small museums, user friendly" July 9, 2026 4.0 Pros Catalogit is very user friendly and intuitive. In both learning to use it myself and teaching others I supervise how to use it, it has been both effective and straightforward. In addition to a friendly interface, I think the features available for the cost is so worth it. Cons I do not currently have any complaints about catalogit. I think the only thing I'd prefer is the ability to link entries that correspond with one another. Review Source AP Allison P. Collection Manager Fine Art Used the software for: Less than 6 months ### "Best Collection Management Software" July 24, 2024 5.0 Pros I purchased a license for CatalogIt to help manage my parents' extensive contemporary art collection. The Database is so user friendly, it's incredible simple to add new acquisitions and edit previous ones. The App for all phones and tablets is such an easy way to view each piece and pull up the artist information. What a breeze, and 75% less expensive than the ArtBase software we were using previously! Cons There are some search functions that could work a little bit better, I'm still learning the nuances of the program in order to be able to pull up individual works more effectively. Switched from [Artlogic](https://www.capterra.com/p/170623/Artlogic/) Artbase by Artlogic was so expensive (nearly $500 monthly) that I just felt we could find something comparable for far less money. Additionally, as this is a private collection, we were not using many of the features offered by artlogic, such as the invoicing system, sales, etc. Review Source WF William F. VP Museums and Institutions Used the software for: Less than 6 months ### "Ideal, modern, easy, and adaptable!" June 1, 2019 5.0 Catalogit has proven its worth many times over from the moment we imported our old PastPerfect database. Immediately we were able to access our collection from anywhere, make live edits across the database, and prepare our collections for exhibits, curation, and further actions. It allows us to easily make entries with a smartphone at the moment an item is acquired or accessed, edit an entry from across the globe, and collect our related media in one place. It’s a revelation in the way we see our collections, and because if the ease in publishing to the web directly from Catalogit, we’re able to show the world parts of our collection that would have otherwise been confined to hard drives and shelves for years. Pros Jumping in was incredibly easy, our import process was smooth, and immediately we were editing info about little-though-if items in our collections from multiple locations, and linking our items together with tags, folders, and photos. It’s a breeze to do something in seconds on a smartphone what once took a trained volunteer hours on a computer. Cons As it’s new software, it’s had it’s growing pains, and from time to time minor bugs slow our work a bit - but the team has always been there with an immediate response and a fast fix, allowing us to shape the look and feel of the product we’re using. Alternatives considered [PastPerfect](https://www.capterra.com/p/121813/PastPerfect/) Reason for choosing CatalogIt The capability and promise of the design, as well as the opportunity to help tune the product to our specific needs, as well as the cloud-based platform, storage options, and ability to access the database from any device. It’s more than we’d hoped! Review Source NM Nicole M. Curator & Collections Manager Museums and Institutions Used the software for: I used a free trial ### "Perfect for Small History Nonprofits" May 4, 2019 5.0 Not only is the product great, the customer service is exceptional. Pros The global searchability of the software enables you to find things easily across multiple records in every field, and the interface is so intuitive that everyone--from born digital users to computer novices--are able to easily use this product. Cons I mean this honestly, there isn't a single complaint with this software. Alternatives considered [PastPerfect](https://www.capterra.com/p/121813/PastPerfect/) Reason for choosing CatalogIt User interface, global searchability, and the affordable price structure. Review Source SC Scott C. President Museums and Institutions Used the software for: Less than 6 months ### "CatalogIt has transformed the museums collection system " October 2, 2025 5.0 If you are an association or museum looking to bring clarity, accessibility, and professionalism to your collection management without over‑extending your budget or technical resources, CatalogIt is the program to have. For Valour Park, the decision to go with CatalogIt has elevated our capability, our stewardship, and our reach. Pros Valour Park Association made a decision that has truly transformed the way we steward, display, and share our museum collection. The program has been a game changer across every level of our work, from inventory control to public engagement. Cons The search functionality is not always as informative or intuitive as we would like. Better support for audio or video files (e.g. the ability to embed or stream video clips for the public). Review Source CM Chris M. Director Libraries Used the software for: Less than 6 months ### "Great for a small organization that's relying on non-professionals" September 13, 2024 5.0 Positive -- we have six people working in it at varying degrees of skill and they all have been able to help in some way. I feel positive that our catalog will continue to grow and improve over time. Pros Ease of use. We were able to jump right in and start uploading information. Cons Still learning but right now we're just figuring out how to input in our document archive. Review Source YK Yasmeen K. Archivist Assistant Museums and Institutions Used the software for: 6-12 months ### "Catalogit exemplifies good design" May 4, 2024 5.0 The support team always responded extremely quickly and with clarity. It was easy to train new users as it was very intuitive. Lots clear of how to resources. Extremely simplified and clean while also being super comprehensive. Pros I sing its praises to all of my friends in the museum/gallery field. It is so simple, intuitive, and logically organized, and has all the efficient functions. I am a big fan of good design and this, is good design. Thanks to all the staff who have helped me and my team with our various inquiries. It's been a smooth and pleasant ride. Cons Honestly no complaints. I sometimes wished there was a feature for "select all" though you can select 50 at a time with shift select. Though I understand selecting all risked not being intentional about what you were selecting and possibly loosing data when bulk editing. Also at times, when making large edits like adding hundreds of items to a tag, it would take a bit of time for it to get updated. This wasn't a problem except when I needed to access that list quickly, and if I needed it immediately I could ask support and they would expedite it for me. Review Source DJ Debi J. Director Non-Profit Organization Management Used the software for: 6-12 months ### "Easy to Use Software with lots of features " February 1, 2024 5.0 Overall experience has been great. It was easy to get started and customer support is timely in responding to questions. Pros The ease of use. Low learning curve. Great customer support. Cons Would like to see reports expanded. Would like to have ability to "hide" some fields we never use when entering new items. Reason for choosing CatalogIt price, features, and ability to use both by mobile app and computer. Review Source LW Lynda W. Art Archivist Higher Education Used the software for: Less than 6 months ### "Catlogit recommendation" August 29, 2023 5.0 Catalogit has provided us with the best possible cataloguing solution for our art collection, which encompasses an inventory with images of each work in our collection, precise location for every artwork, tracking for exhibits and conservation. Furthermore, all the required details are catalogued with ease and efficiency: dimensions, year, medium, artist, description, edition numbers, signature location, valuation etc. etc. Perhaps the best feature of all is the option to use cell phones to photograph and catalogue. Pros Intuitive, comprehensive, prompt customer support, ease of multi platform usage; inexpensive, highly efficient; capacity and increased speed and efficiency when cataloguing compared to other collection management systems Cons In addition to bulk edits of things like 'location' and 'catalogued by', expand on this for example 'artist' or 'valuation' field Review Source EA Ellery A. Deputy Director Museums and Institutions Used the software for: 6-12 months ### "It's What I Was Looking For" February 14, 2024 5.0 Pros Ease of data transfer. Cost of program. Customer support. Optional integration with own website. Ease of web publishing. Watermark feature. Cons Lack of sub-folders within overall general folders. Switched from [PastPerfect](https://www.capterra.com/p/121813/PastPerfect/) The ability to publish collections online. Review Source RR Rachel R. Collections Manager and Registrar Museums and Institutions Used the software for: Less than 6 months ### "Finally, a CMS for the future!" February 5, 2020 5.0 To preface, I have a certificate in Database management nad have used many different Collections Management Systems in my years as a museum professional. In the few months of using CatalogIt, I have gotten to know our collection of over 10,000 items better than I had in the previous year and a half of working with the collection. It is so easy to search and find what I need whether for in-house research or to respond to requests from our community. My volunteers love it and find it easy and fun to use. I have been able to accomplish a huge amount of data cleanup of our records spanning over 30 years of various documentation methods. Customer support has been incredible and prompt. I love the profiles feature, it is allowing us to attach our vast research files that aren't neccessarily collections to relevant people, places, and events. Finally, the camera feature is a lifesaver --I can quickly document an objects condition or upload accession documents where I need them. This is the answer that PastPerfect users and small museums in general have been looking for. Pros Intuitive design, ease of use, visual searches, web-accessibility, and customer support. Cons I have no negative feedback for this product. Alternatives considered [Proficio and Proficio Elements](https://www.capterra.com/p/141729/Proficio-and-Proficio-Elements/) Reason for choosing CatalogIt Price, customer service, and features. Switched from [PastPerfect](https://www.capterra.com/p/121813/PastPerfect/) Wanted a more user-friendly and intutive CMS Review Source TM Tyler M. Museum Director Museums and Institutions Used the software for: 6-12 months ### "Great Software" August 30, 2023 5.0 Great, easy to use. fast and simple Pros Easy to use, simple interface. Great web and mobile compatability. The app is great to access anywhere. Publishing free to the HUB is also great for a small museum. Cons I wish we could create folders inside folders. Everything is forced to be on the home screen, and sure you can hide folders, But I would like to have a "Pictures" folder that I could put organized folders of pictures into. Reason for choosing CatalogIt free online publishing Review Source MP Michael P. Curator Civic & Social Organization Used the software for: 6-12 months ### "Even Better than Promised!" April 12, 2021 5.0 Super flexible and easy to use. Great technical support. Nothing is perfect. However, this is a HUGE step in the right direction. Pros I stumbled across Catalog IT via a Capeterra review while researching Collection Management Systems for our Historical Society about 18 months ago. Our decision process and evaluation was long and deliberate thanks to COVID. However, through it all, we kept reconsidering Catalog It. Glad we did, since it has worked out great! The Hub (on-line public/free) access really sold it. Attracted public support which will keep us going for years to come. Cons Catalog It has a Southwestern feel and far more capabilities than small organizations like our's could hope to utilize. However, very nice to have such problems :-) Reason for choosing CatalogIt Features and value for the pice. Review Source JR Joy R. Museum Collections and Registration Consultant Museums and Institutions Used the software for: 1-2 years ### "Great product - easy to use but still a powerful tool." February 28, 2019 5.0 I have used CatalogIt with a few of my clients and it has been a very positive experience. I have been able to tailor how I use the database specifically for my different types of clients (art collectors, history museums, etc) and it has always streamlined my work. Pros I love that this system is mobile and "image first". It is intuitive to use and an easy way to capture all the cataloging information I need. Cons Nothing, I really do think this product is a great tool. Review Source DJB Daniel J B. Head of Programs and Operations Museums and Institutions Used the software for: 6-12 months ### "Skyscraper Museum Archive" April 5, 2024 5.0 A great product that has supported us in organizing our disparate materials! Pros Ease of use; search ability; great customer support team Cons Different ways to upload pictures result in different UIs Review Source PM Peter M. Freelance Design Historian Museums and Institutions Used the software for: 6-12 months ### "Easy and Powerful" July 6, 2020 5.0 I’m using CatalogIt to study the work of a 20th century artist. Using tags to study the commonality or frequency of motifs and materials is proving invaluable. Pros The ease of use is remarkable. I’d used PastPerfect and it was clunky and completely non-intuitive. Getting my collection set up and available to study in CatalogIt was fast and intuitive. Cons I’d like to be able to set up links between entries without using tags. Review Source Similar Products Featured ## Send me user reviews about this product ### Fill out the form and we'll send a list of the top-rated software based on real user reviews directly to your inbox.