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

Organize and manage expenses related to artworks in your collection, such as storage, framing, and appraisals.

Updated over a week ago

The Collector plan focuses on organizing and managing your art collection, with features like location tracking, provenance records, revenue totals, and exhibition history. While line item options for tracking extra acquisition costs are not available, 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.

Need more advanced expense tracking?

If you require more robust revenue and expense tracking capabilities, consider our Organization Plans tailored for in-depth collection management and maintenance tracking. Learn more here.

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.

Did you know?

You can also upload Additional Files to a Location Record and a Contact Record.

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

Artwork Archive Tip:

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

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