When you send an invoice through Artwork Archive, your clients receive a professional, easy-to-use experience. This article shows you exactly what your client sees and does from start to finish.
Before Sending Your Invoice
You can preview exactly how your invoice will look before sending it to your client. This lets you double-check all details, pricing, and formatting.
Important Note:
All subscription levels can create, send, and track invoices.
Payment processing through PayPal is available on:
Artist Professional and Master
Collector Plus and Premier
All Organization plans
You can upgrade your account at any time by navigating to the "Account" tab in your left-side menu—or by clicking here.
What Your Client Receives
When you share an invoice with your client, they will receive an email with the following:
Your custom message
Tip: Include a personal note when first sending the invoice—it helps build rapport with your client! Include any relevant context from your discussions—like delivery timelines, framing details, or next steps.
A link or PDF of their invoice
Viewing the Invoice
After clicking 'View Invoice,' your client sees a detailed, professional invoice that includes:
Items purchased
Pricing and any discounts
Any notes you've added
Payment instructions
Online payment options (if enabled)
Available if you have an Artist Professional, Artist Master, Collector Plus, Collector Premier, or Organization account)
Did you know?
You can always preview your invoice before sharing or sending to your client to double check you've included all the information you'd like to include. Learn more here: Here's how to preview the invoice.
You can also take advantage of the rich text editor when creating or editing an invoice. You can use bold for headings, italics for emphasis, and create bulleted or numbered lists to organize details like payment terms or shipping policies.
You can learn more here: Creating Invoices in Artwork Archive
Note:
Be sure to paste the full URL if including hyperlinks (🔗) in the "Notes" field, i.e. your hyperlink URL needs to start with "https://www."
✅ Correct: https://www.artworkarchive.com
❌ Incorrect: www.artworkarchive.com (missing https://)
Why this matters: If you don't include "https://" at the beginning, the link won't work properly. Always copy the full address from your browser's address bar.
Payment Options
Artwork Archive offers two ways for clients to pay: online payment processing and manual payment instructions.
Option 1: Direct Online Payment (for select subscription levels)
Your clients can pay directly online through the invoice using PayPal processing. They choose their preferred payment method (debit card, credit card, or PayPal) and complete the transaction securely. Once payment is complete, both you and your client receive automatic confirmation.
You can learn how to enable you payment processing here: Setting Up PayPal Integration for Online Payments.
Available for Artist Professional/Master, Collector Plus/Premier, and Organization accounts.
Option 2: Manual Payment Instructions (all subscription levels)
You can include payment instructions in your invoice notes (such as bank transfer details, Venmo, check information, or any other external payment links) for clients to pay using their preferred method.
All subscription levels can also take advantage of the rich text editor tool in the "Notes" section of creating/editing an Invoice. The invoice displays your branding, artwork details, pricing, and payment options all in one clean, professional layout.
Invoice Example: Invoice with Payment Links in "Notes"
Notice how the payment links (PayPal, Zelle, Venmo) in the "Notes" section make it easy for clients to pay—even without automatic processing enabled.
Payment Confirmation
Once payment is complete, your client receives a confirmation message letting them know their payment was successful.
Ready to accept online payments?
You can upgrade your account to enable direct PayPal processing and make it easier for clients to pay instantly. View pricing and upgrade options here.
Tracking Your Invoices
Regardless of your subscription level, Artwork Archive tracks when you sent each invoice to your client, helping you maintain a complete history of all your client communications.
You can learn best practices in sharing your invoices with your clients here: How do I send my Invoices to clients?
Learn More
Need help?
Click the question mark icon (?) at the bottom right of any page to message our support team. We're happy to help!