Creating and sending invoices

When to use invoices

Invoices are the formal record of a sale between you and a collector. Use them any time you sell a piece: through your portfolio, at a show, through a gallery, or privately. An invoice creates a paper trail, gives the collector a professional document to reference, and feeds the sales data that powers your revenue reports.

Creating a new invoice

Go to Invoices in the admin sidebar and click New invoice. The invoice form has three main sections:

Recipient. Search for an existing contact or type a name and email to create a new one on the fly. The invoice will be addressed to this person.

Line items. Each line item is one artwork (or a custom line, like framing or shipping). Click Add artwork to pick from your published artworks and pull in the title, dimensions, and price automatically. You can override the price on the invoice if you negotiated a different amount. Add as many line items as needed.

Payment details. Choose the payment method (cash, check, bank transfer, credit card, or other) and set a due date if you want one. You can also add a note that will appear at the bottom of the PDF. Use this for payment instructions, your bank details, or a personal thank-you.

Sending an invoice

After saving, click Send invoice. This emails the PDF to the recipient and marks the invoice as Sent. The collector receives a professionally formatted PDF with your studio name and contact information.

Recording a payment

When you receive payment, open the invoice and click Mark as paid. This updates the invoice status to Paid, records the payment date, and updates your sales totals for the month and year.

Editing a sent invoice

You can edit a sent invoice before it has been paid. After payment, invoices are locked to preserve the record. If you need to make a change to a paid invoice, contact support.

Invoice numbering

Invoices are numbered automatically starting from 1. If you want to start at a different number (for example, because you have existing invoices from another system), you can set the starting number in Settings > Invoices.

Downloading the PDF

Every invoice has a Download PDF button on its detail page. The PDF includes your studio name, artwork details, pricing, tax (if configured), and payment instructions.