Feature
Payment links and invoicing for galleries
Gallery payments should connect to the works sold, the collector record, the payment terms, and the sales history. Art.industries supports invoices and Stripe payment links without separating payment from context.
Payments and invoicing starts with gallery records
Gallery sales and finance teams need software that treats invoice creation, deposit collection, balance payment, and refund tracking as daily operational work, not as a detached list. Art.industries keeps the module connected to gallery inventory, collector relationships, and pricing so the public page and the back office describe the same facts.
Payments become hard to audit when the Stripe link, the invoice, the collector, and the artwork live in different places is where fragmented tools cost time. The module is designed around the record the gallery already trusts: the work, the contact, the consignment, the viewing room, the invoice, and the activity trail around each one.
What the team records
Invoice records connect buyers, works, line items, taxes, totals, payment status, Stripe links, deposits, balances, refunds, and internal notes. The goal is simple: every important detail should be captured once, attached to the right object, and ready for the next document, email, or public page.
- Artwork identity, artist records, availability, price history, and images.
- Collector, artist, consignor, advisor, and institution contacts with activity context.
- Documents, notes, public links, and status changes that explain what happened.
- Sales, invoices, payment links, and follow-up tasks tied back to the originating works.
How it supports sales
A salesperson can move from a private room or artwork record into an invoice or payment link while keeping the collector and work context attached. That flow matters most when a collector asks for a PDF, a private room, a reserve, or a payment link and the team cannot afford to rebuild the sales context from memory.
The module links naturally to private viewing rooms, payment links and invoicing, and gallery CRM, which gives sales staff a direct path from interest to follow-up to invoice.
How it supports operations
Finance and sales can see which payments are pending, what was paid, and which artwork records the transaction affects. Art.industries keeps operational fields close to the people who use them: registrars, sales directors, founders, studio managers, and part-time fair staff all see the same record with role-based access.
For galleries comparing platforms, this is the practical difference between a feature checklist and a working system. Start with software for galleries, then test the module with real works, real contacts, and one real sales workflow.
Where this fits in the product
Payment links are part of the same workflow as inventory, CRM, viewing rooms, and consignment context. The module is part of the broader Art.industries feature set, alongside Website Studio, exports, email campaigns, storefront options, and realtime workspace sync.
Teams can start with the core gallery system and add public-site or campaign tools when the gallery is ready. The data model stays the same, so the site, the invoice, and the private room keep pointing at the same records.
When to choose this page
Use this page when you are evaluating payments and invoicing specifically. Use pricing when you need plan-level facts, and use the guides hub when you want operational checklists before a migration or a fair.
FAQ
- Is payments and invoicing included in the core gallery workflow?
- Yes. This module is designed as part of the gallery workflow, with related records connected to inventory, CRM, viewing rooms, invoicing, and reporting. See pricing for plan details.
- Can we migrate from spreadsheets?
- Yes. The cleanest migration starts with works, artists, contacts, and current statuses, then adds documents, locations, price history, and sales context once the main records are stable.
- Does it work for small teams?
- Yes. A two-person gallery and a larger team use the same underlying records. Permissions, capacity, and public-site tools can grow with the workspace.
- How does this connect to public websites?
- Website Studio can publish pages from selected inventory, exhibitions, publications, and posts, so the public site is fed by the records the gallery already maintains.
- What should we test during a pilot?
- Move a real set of works and contacts into the workspace, run one invoice creation, deposit collection, balance payment, and refund tracking workflow, create a private room or invoice, and check whether the team trusts the resulting record.
Run payments and invoicing from the same gallery system
Start with real works and contacts, then test the operational loop from inventory to follow-up to invoice.