Get an accurate picture of your art business by staying on top of your income and expenses with Artwork Archive. Tie your expense records to a client within the database, gain insight into how much you are spending in certain categories, and get one-click expense reports with the expense tracking tool.
Note: Revenue and Expense tracking is available on Professional & Master Artist plans, Plus & Premier Collector plans, and all Organizational plans.
You can upgrade your account in your Artwork Archive account settings.
How to add a Revenue or Expense item:
Click on Income in the left-side menu and select Revenue/Expenses underneath. Click on + New in the top menu, and then choose Expense or Other Revenue from the drop-down menu.
Type in a Short Description, Amount, and Memo. From the Category drop-down menu, select the type of expense or revenue. If desired, record who the payment was for or from by selecting a current Contact from the drop-down menu.
Then click the blue Save button at the bottom to save your Expense or Revenue item.
How to edit an Expense or Revenue item:
Click on Income in the left-side menu, and select Revenue/Expenses underneath. On the right side of the Expense or Revenue item you'd like to edit, click on Action in blue and then select Edit from the drop-down menu.
Or, click on the blue title of the expense/revenue under the Description column and click Edit in the top-hand menu of the individual item. After you have finished editing, click the blue Save button at the bottom.
How to add additional files to an Expense:
If you'd like to attach a copy of the receipt or another important document pertaining to an expense, click on Income in the left-hand menu. Click on the blue title of the expense under Description or select View in from the Action dropdown on the right-hand side of the expense.
Next to Additional Files at the bottom, select Add File. A box will appear where you can click on the Choose File button to upload a file, enter a file name and any notes you'd like to add. Click the blue Save File button.
How to delete an Expense:
Click on Income in the left-hand menu. On the right-hand side of the item you'd like to delete, click on Action and then Delete in blue.
Or, click on the blue title of the Expense under the Description column, then click Delete in top menu.
How to view Expenses:
Click on Income in the left-hand menu to view all of your added Expenses. To view a specific expense, click on the blue title of the expense under the Description column. Or, select Actions to the right of the expense and click on View from the drop-down menu.
How to filter Expenses:
To view certain categories of Expenses, click on Income in the left-side menu, then select Revenue/Expenses underneath. From the Filter menu at the top, you can filter expenses based on Date, Type, Category, and Payer/Payee.
How to sort Expenses:
To view your Expenses in a certain order, click on Income in the left-side menu, then select Revenue/Expenses underneath. Click on Sort in the top right-hand corner. From the drop-down menu, choose to sort by Date (new or old), Description (a-z or z-a), or Amount (high or low).
How to search for an expense:
To search for a specific expense in your records, click on Income in the left-side menu, then select Revenue/Expenses underneath. In the search bar at the top, type in the name or description of the expense.