Track income and expenses related to your art business or collection with Artwork Archive. Monitor both general expenses and those tied to specific artworks for insights into spending, profitability, and financial health.
Note:
Expense Tracking is available for Artist Professional, Artist Master, and all Organization account types. Upgrade your account in your Artwork Archive account settings.
Adding a Revenue or Expense item
Click on Income in the left-side menu
Click on + New and choose Expense or Other Revenue
Enter information like a Short Description, Amount, and Memo.
Select the type of expense or revenue from the Category drop-down menu.
If desired, record who the payment was for or from by selecting a current Contact from the drop-down menu.
If this expense is related to a specific artwork in your inventory, select the Piece from the drop-down menu.
Click the blue Save button at the bottom to save your Expense or Revenue item.
Setting Up Recurring Expenses
Artwork Archive now supports recurring expenses, allowing you to automate regular payments.
Go to Income
Click +New Item > Expense
Fill out relevant information
Set the frequency (e.g., weekly, monthly, annually)
Save the recurring expense
Future occurrences with appear on the next set future date
To see all of your expenses with a recurring frequency, click Recurring Expenses from the top menu.
Deleting a Recurring Expense
Navigate to Income
Click Recurring Expenses from the top menu
Click Actions next to the recurring expense you'd like to stop
From the drop-down, click Delete
Note:
This will only stop all future occurrences and not delete the expenses already logged on your Income page.
Edit an Expense or Revenue item
Click on Income in the left-side menu
On the right side of the Expense or Revenue item you'd like to edit, click on Action in blue
Select Edit from the drop-down menu
Attach Images or Files to a Revenue or Expense Record
Click the title of the Revenue or Expense Record you wish to add a file to
Click Add File next to Additional Files
Upload images or files (up to 30MB each)
Give the file a name and add any notes associated with the file
Click Save File
Search, Sort & Filter Revenue and Expenses
Filter Revenue and Expenses:
Use the Filter menu at the top to select criteria based on Date, Type, Category, Payer/Payee and amount.
Sort Revenue and Expenses:
Click Sort in the top right corner.
Choose from the drop-down menu to sort by:
Date (newest or oldest)
Description (A-Z or Z-A)
Amount (highest or lowest)
Search Revenue and Expenses:
Use the search bar at the top to type in the name or description of the expense.
Export Revenue and Expenses
Click Income
Click +New Report
From there, you can export to Excel or CSV format
Generate a Revenue and Expense Report
Navigate to the Income tab in your left-side menu
Select the filters to narrow down the items to include in your report
Example: If you're creating a full Income & Expense Report for the previous year for tax purposes, you can filter by Date > "Yearly Date Filters" > select the preferred year. Or, you could filter by "Transaction Date."
Example: If you need to create an Expense Report (e.g. a report only display expense items), you can filter by Type > "Expense (All)"
Select New Report > Income Report (Revenue + Expense)
Update the title of the report to change the title within the PDF itself
Example: If you're creating an Expense Report, you may want to rename the report as Expense Report
You will then be taken to your main Reports page
Click on the blue arrow next to the report title to immediately view, download, copy the URL or share right from your Artwork Archive account.
Income Report Example
Expense Report Example
Including a Cover Page in your Report
To include a Cover Page for your Income/Expense Report:
Check the box in the "Report Design" section when creating your Income/Expense Report that reads, "Include Cover Page with profile image, bio, and social media links"
Example Cover Page
Did you know?
You can use the Yearly Date Filter to view revenue and expenses for the entire year. This is particularly useful for generating income and expense reports during tax season.
