Feature
Invoices: line items from Works, not a blank template
A gallery invoice should pull title, edition, dimensions, and price from the work record. In Art.industries you start on Invoices, walk the draft setup steps, finalize, then track Payment activity and Stripe installments on the same row.
Create an invoice from a sale
Sidebar → Invoices → Add invoice, or start from a work / contact action when offering a piece.
Draft invoices show a setup banner until required steps complete. Overview lists blockers: bill-to contact, line items, invoice number, currency, date, payment plan.
Click Continue setup to open the step modal: Counterparties, Invoice details, Line items, Payments.
Counterparties and invoice details
Counterparties: choose Bill to (and Ship to when different) from Contacts. Addresses come from the contact Details tab.
Invoice details: set Invoice number, Invoice date, Due date, Invoice terms, currency, and reference line.
Link the selling contact on the work Links tab so future invoices prefill the same buyer.
Add line items from Works
Line items step: add rows from linked Works or configurations. Title, edition, medium, and dimensions import from each record.
Discount lines respect consignment ceilings when a contract link exists.
Tax and shipping lines are explicit rows; do not hand-type artwork attributes that already live on Details.
Payment schedule and finalize
Payments step: split the total into installments with due dates, or mark a single balance. Connect Stripe on Settings for Stripe payment rows.
When the schedule is saved, click Finalize invoice on Overview. Status moves from draft to open; editing restrictions apply per your workspace rules.
Send deposit links via Stripe payment links before finalize when you need cash before paperwork.
Print invoice and export PDF
After finalize, Print invoice opens the Invoice export type PDF in a new browser tab (not auto-saved to Files unless you upload it).
Branding pulls from workspace logo and address fields configured under Settings.
For proforma before finalize, use the draft preview actions on Overview while the setup modal still allows edits.
Track Payment activity
Tabs on a finalized invoice: Overview, Payment activity, Notes. Payment activity lists Stripe charges, manual marks, and refunds.
When a installment pays, work Status timeline Availability can move to sold via the normal sales workflow tied to the invoice.
Consignor statements update from the linked consignment when the sale clears.
FAQ
- Can I edit after finalize?
- Limited fields only. Void and reissue, or add credit notes per your finance policy, rather than silently changing line artwork text.
- Where is the invoice PDF stored?
- Print invoice opens a browser PDF. Upload to the invoice Files or contact Files if you need a permanent copy in the workspace.
- How do deposits appear?
- As rows on Payment activity and in the Payments schedule. Stripe-settled deposits link to the Stripe transaction ID.
- Can one invoice cover multiple works?
- Yes. Add multiple Line items from different Works in the setup modal.
- What blocks finalize?
- Missing Bill to, zero line items, invoice number, currency, invoice date, or payment plan. Overview icons show which step remains.
Explore the full capability matrix on Features, compare modular plans on Pricing, or contact the team with workflow questions.