Artwork Archive makes it easy to create and send invoices to clients directly from the platform. Whether it's for an artwork sale, shipping, or services like giving a workshop - you can do it all. You can send digital or PDF invoices, download them to your computer to print, send them in an email, or share them directly with a contact from Artwork Archive.
There are a few places you can generate an invoice and it all depends on what you are invoicing for. You can generate an invoice by registering a sale, an inbound Purchase Request, from the Sales Pipeline > Invoices tab, or from a Contact Record.
Online Payment Processing with PayPal:
Creating and sending PDF invoices is available on all Artwork Archive accounts.
However, PayPal Processing is a premium feature that is only available on the Artist Professional and Master and all Organization account types. You can upgrade your account to access online payment processing at any time.
✅ Create an Invoice from an Artwork Sale
Click into the Piece Record for which you want to create an invoice.
Click Register Sale.
Fill out sale info including who the work sold to.
Click Save Sale
From the sale screen, click Invoice at the top
Fill out any remaining invoice details like shipping, taxes, etc.
Here is where you can also enable online and partial payments by toggling the buttons. (Available only on account types that have payment processing)
Set default invoice notes, including payment details like Venmo or banking information, by going to Account > Set Default Invoice Notes.
Click Save Invoice.
Did you know?
If you need to create an invoice for a previously sold piece or use it as a receipt for purchase, simply click into the Piece Record, go to the Sale Info section, and then click Invoice from the blue options. Complete the invoice by filling in the required information and then share the invoice with your client using one of the available methods (digital, PDF, email, or direct sharing from Artwork Archive).
✅ Create an Invoice from a Purchase Request
Navigate to your Inbox on the left-side menu
Click into the message to read or from the options select Create Invoice
If creating an invoice, you'll be prompted to create or save the contact
Click Next
Enter invoice information, edit the sale, or add a discount
Click Save Invoice
✅ Create an Invoice from the Invoices Page
Navigate to Sales Pipeline > Invoices on the left-side menu
Click + New Invoice at the top
Select a Contact from the drop-down menu or, if this is for a new Contact, you can create the new Contact record for this Invoice by selecting the blue text "or Add New Contact"
If you select Add New Contact, you will be directed to a new Contact form.
Fill in any relevant details for the Contact record to be tied to this Invoice (the First Name or Company Name is the only required field)
Then select the blue Create Contact button on the bottom right to continue to the Invoice
Fill out Invoice details and include any Piece records or line items
Click Save Invoice
✅ Create an Invoice from a Contact Record
Navigate to the Contacts page
Click the Contact Record for whom you want to create the invoice
Click Invoice at the top of the page
Fill out invoice details and include any artworks or line items
Click Save Invoice
Preview or Share an Invoice
Click Sales Pipeline > Invoices from the left-side menu
Next to the invoice you'd like to preview, click View
From the top menu select Preview or Send Invoice
When sharing, you have the following options:
Send Web Invoice directly from Artwork Archive (the record of this sharing will then be stored within the recipients Contact Record)
Copy Web Invoice URL to share the link to the invoice in an email
Generate Invoice PDF to download to your computer and print
Setting Default Invoice Notes
Need to include the same information on every invoice like copyright or payment information? You can set default invoice notes to avoid having to enter this information manually each time.
Navigate to Account on the left-side menu
Scroll down to the Account Data section > select Set Default Invoice Notes
Enter any information or terms you would like to automatically populate on all your future invoices
You can also edit the information on each invoice individually
Click Save
Did you know?
The rich text editor in the "Set default notes for new invoice" section lets you format your text to make important information stand out. You can use bold for headings, italics for emphasis, and create bulleted or numbered lists to organize details like payment terms or shipping policies.
The link button (🔗) allows you to add clickable links to your website or Public Profile. Once you save your default notes saved here, they'll automatically appear at the bottom of every new invoice you create, saving you time while maintaining a professional appearance.
Invoice Example (with PayPal Payment Processing Options)
