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Getting Started with the Sales Pipeline & Proposals

Transform inquiries into sales! Craft irresistible proposals, showcase your best work, and guide clients from "just looking" to "must have."

Updated this week

In a world where first impressions determine sales success, the Proposals feature is your secret weapon for converting casual interest into serious collectors. Unlike hastily written emails or scribbled notes, our sleek, professional Proposals feature showcases your artwork at its absolute best—capturing the same magic that happens when clients fall in love with your work in person.

Imagine sending a gallery-quality presentation within minutes of a client inquiry. That's the power of our Proposals & Sales Pipeline—it doesn't just organize your sales process; it helps you close more deals and build your reputation as a consummate professional.

Understanding the Sales Pipeline Structure:

The Sales Pipeline in Artwork Archive consists of three integrated components:

  • Proposals: Create professional offers for clients including selected artworks

  • Invoices: Generate and track billing documents

  • Sales/Donations: Record and manage completed transactions


Key Benefits for Artists and Organizations:

Note:

The Proposals feature is only available for Artist Professional & Master and all Organization account types.
If you have an Artist Apprentice subscription, you can upgrade at any time by navigating to the Account tab in your left-side menu.

(click arrow to expand each section)

For Artists

  • Professional Presentation: Create polished proposals that elevate your work and justify your pricing

  • Simplified Follow-Up: Never forget to follow up with interested collectors—track every proposal by scheduling proposal reminders

  • Quick Response to Interest: When someone expresses interest at a show or online, instantly generate a proposal showcasing perfect options for their taste

A real-world use example:

After a successful studio visit, immediately create a proposal featuring the pieces your visitor admired most. Include high-quality images, complete details, and pricing. Set a "Valid Until" date to create gentle urgency, and track when they view the proposal to time your follow-up perfectly.

For Organizations

  • Team Coordination: Everyone on staff can see which clients have received which proposals

  • Sales Performance: View most effective artwork combinations

  • Client History: Build comprehensive profiles of each collector's preferences and purchasing patterns by pairing CRM features in your proposals workflow.

  • Exhibition Planning: Use proposals to identify which artists and styles generate the most interest

  • Cross-Selling Opportunities: Identify complementary works to include in proposals based on past successes

A real-world use example:

For public art or corporate commissions, create detailed proposals that include concept sketches, timelines, installation details, and pricing. Use the notes section to outline the commissioning process and track the proposal through approval stages to final installation.


Creating a New Proposal:

  1. Navigate to Sales Pipeline > Proposals on your left-side menu

  2. Click + New Proposal in the top menu

  3. Select an existing Contact from the drop-down menu (required).

  4. Include a title for this proposal in the Proposal Name field (required)

  5. Select a Status from the drop-down menu (e.g. Draft, Negotiating, Invoiced, Paid, Rejected, Expired)

  6. Set a "Valid Until" date if your proposal has an expiration date.

  7. Add any relevant notes in the "Notes" section

  8. Select Pieces for your Proposal

  9. Click "Create Proposal" to save and generate your proposal

For best results, ensure you have:

  • Updated your artwork inventory with accurate information and images

  • Added contacts to your CRM for quick selection

  • Determined your proposal validity timeframes


Managing Your Proposal

After creating a Proposal, you'll have additional options:

  • Edit: Modify any details of the proposal

  • Generate Invoice: Create an invoice directly from the proposal

  • Add Reminder: Set follow-up tasks related to the Proposal

  • Share Proposal: Send your Proposal directly to Contacts in your Artwork Archive account

  • Copy URL: Copy the Proposal link to share via email or messaging

  • Visit: View the Proposal as your client/recipient would see it

Glossary Proposal Status Options

  • Draft: Initial creation stage; the proposal is still being prepared and has not been shared with the client. Example: You're still selecting artwork and writing notes.

  • Submitted: The proposal has been sent to the client and is awaiting their review and response.

  • Negotiating: Active discussion with the client about terms, artwork selection, or pricing is underway.

  • Invoiced: The client has accepted the proposal, and you've generated an invoice for payment.

  • Paid: Full payment has been received, and the sale is complete.

  • Rejected: The client has declined the proposal.

  • Expired: The proposal has passed its validity date without client action.

Did you know?

The "Valid Until" field creates a deadline that adds urgency to your proposal and protects you from price fluctuations or inventory changes. For example, setting a proposal valid until a specified date, gives the client a specific timeframe to make their decision while ensuring you're not committed to the price or availability indefinitely.


Proposal Detail Page

When viewing a proposal, you'll see:

  • Key Information Header: Status, Client, Valid Until date, Creation date, Last Updated date

  • Sharing Options: A unique shareable link for the client, with Copy URL and Visit buttons

  • Visual Progress Tracker: Shows the current stage of the proposal with clear icons

  • Artwork List: All Pieces included in the proposal with images, titles, notes, and prices

  • Edit/Remove Controls: Options to modify or remove individual pieces

Proposal & Sales Pipeline Management Tips:

  • Update proposal stages promptly from Draft to Paid

  • Add detailed notes after each client interaction

  • Schedule times to check any updates for your Proposal

  • Use the CRM features to track client information and details

  • Set reminders for follow-ups

Key Management Features

  • Generate Invoice: Create an invoice from an accepted proposal

  • Add Reminder: Schedule follow-ups related to this proposal

  • Share Proposal: Send the professional presentation to your client

  • Edit: Update any aspect of the proposal including status, pieces, and notes

Did you know?

Including high-quality images of your artwork in proposals is essential in these situations:

  • Remote Clients: When clients cannot view work in person, images become their primary decision-making tool

  • Follow-up After Gallery Visits: To remind clients of works they admired during a visit

  • Commission Proposals: To show concept sketches or similar past works

  • Series or Collection Sales: To demonstrate how multiple pieces work together

  • Work in Progress: To show clients the development of commissioned or custom pieces


Sales/Donations

This section helps you:

  • Keep track of artwork sales or acquisitions

  • Record donations

  • Generate reports on your sales or acquisition history


Invoices

The Invoices page allows you to:

  • Create professional invoices

  • Send invoices directly to clients

  • Track past invoices and payment status

Note:

All account types have the ability to generate PDF invoices. However, payment processing with Paypal for digital invoices is only available on the Artist Professional, Master, Collector Premier, and all Organization accounts.

Did you know?

Remember, while Artwork Archive provides these tools for financial management, it's always recommended to consult with a professional accountant for specific tax or financial advice.

For more detailed information on specific features or workflows, please refer to our other help documents or contact our support team.

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