Use Record a sale you made in person for money that changed hands somewhere other than Studio Operations checkout, such as a studio visit, art fair, or direct arrangement.
Manual sale records are available on every plan, including Free and Showcase. Record the buyer, amounts, payment state and delivery here; Free and Showcase do not receive sales through website checkout. Marking a paid work Sold removes it from the artwork count.
Record the sale
- Look at the left sidebar in Studio Operations and click Sales.
- At the top of the Sales page, click Record a sale you made in person. A separate window opens; the form is no longer at the bottom of the page.
- Open Artwork and choose the work that sold.
- Open Collector and choose the buyer if they are already in People. You can leave this as Not recorded if needed.
- Enter the Artwork amount.
- Enter Shipping and Tax when they apply. If the buyer collected the work and you charged no shipping, enter 0 for Shipping; leaving it blank uses the artwork’s saved shipping choice.
- Under Payment state, choose Paid if the money has arrived or Waiting for payment if it has not.
- Check the Sold on date.
- Add the Payment provider, Provider reference, or a Private note when useful. For cash received in person, enter Cash under Payment provider and choose Paid under Payment state.
- Click Save sale. To leave without recording a sale, choose Cancel or the close button.
What happens to the artwork
The sale record keeps the artwork’s selling state connected to the transaction. When the sale is paid, the artwork becomes Sold. If payment is still outstanding, keep the sale as Waiting for payment rather than manually forcing the artwork to Sold.
If you only need to reserve a work for someone and there is not yet a sale to record, use Being held instead.
What comes next
The sale appears on the Sales page with the rest of the studio’s sale history. From there you can update shipping and tracking and open sale paperwork such as the invoice, receipt, packing slip, shipping label, or shipping summary.
You can also open Sales, find the sale and choose Print the paperwork. This opens the artwork’s Paperwork tab for that particular sale, where you choose the document you need.