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Expense Tracking & Document Upload (for Collectors)
Expense Tracking & Document Upload (for Collectors)

Achieve your expense tracking vision for artworks in your collection such as storage, framing, and appraisals.

Alessandro Levato avatar
Written by Alessandro Levato
Updated over a week ago

The Collector plan focuses on organizing and managing your art collection. We have prioritized features like location tracking, provenance records, revenue totals, and exhibition history while developing expense tracking options.

Although there are no line item options to track extra acquisition costs, you can store detailed invoices, receipts, and documents as Additional Files within a Piece Record. This keeps all related files organized together with the artwork.

Additionally, you can use the Notes section to record expenses, track valuations, and keep any thoughts about the artwork directly linked to the piece.

Please note: The Additional Files feature is only available on Collector Premier accounts. If you do not have this plan, you can track artwork expenses in the Notes section.

How to upload Additional Files to a Piece Record:

  1. Click on Artwork in the left-hand menu.

  2. Select the Piece for which you want to add an additional document.

  3. Scroll to find the Additional Files section within the piece Record.

  4. Click on the blue Add File next to Additional Files.

  5. Click on the grey Choose File button to upload a file from your computer.

  6. Enter a Name for your document and any notes you want to record.

  7. Click Save File.

*This field supports most file types up to 20MB per file.

Note: You can also upload Additional Files to a Location Record Contact Record. Find out more about that here.

Using Notes to detail expenses in a Piece Record:

When uploading or editing an artwork's data, you can add private Notes. By default, these notes are completely private unless you choose to share them on Reports, in Private Rooms, or on your Public Profile. This keeps everything organized within each artwork record rather than having to search folders for files.

Examples of information to track in the Notes section:

  • Record artwork expenses

  • Track valuations

  • Link additional details or thoughts directly to the piece

Tip: If you want to keep track of pieces with notes simply add a keyword to the Tag feature for easy filtering.

Looking for more detailed expense tracking? Many collections use an Organization Plan for in-depth maintenance tracking and expense recording.

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