Feature
Consignments as Contracts linked to Works
Consignment agreements live under Contracts (`/contracts`) as type Consignment, not a column on a spreadsheet. Link the consignor Contact, set split and discount terms on the contract, attach Works on Links, and settlement flows into statements. This guide walks create-through-closeout in the app.
Create a consignment contract
Contracts → Add contract → type Consignment. Choose direction (incoming from artist or outgoing to partner gallery) and name the agreement.
On Details, link Consignor and Consignee contacts, start and end dates, territory notes, and attach the signed PDF on Files.
Default split, discount ceiling, and settlement mode live on the contract Terms tab (see statements guide for per-sale vs scheduled).
Terms that prevent disputes
Set on Terms:
- Split (gallery share vs consignor share) with per-work override when one piece differs.
- Discount ceiling the gallery may apply without calling the artist.
- Settlement mode (per sale line vs scheduled period close).
- Currency for statements and payouts.
Link works
Open Links on the contract → Add artworks. Linked Works inherit consignment terms on Overview.
When intakeing new work, link the contract from the work Links tab during cataloguing so pricing staff see owner before listing.
Reservations and Holds on consigned works appear in consignor-facing views (collector identity redacted by default).
Sales and invoices
Create Invoices from consigned Works. Discounts above the contract ceiling block send until a director approves.
Recorded payments update open consignor balance on the contract and feed statement lines.
Stripe payment links from the invoice count the same as manual payment entry.
Artist and consignor portal
From the contract or artist header, mint a Consignor portal share link. The portal shows their works, sales, deductions, and statement PDFs read-only.
Revoke the link when representation ends. Historical statement PDFs remain downloadable for the periods you issued.
Closeout when the agreement ends
Run contract closeout: list sold vs returned works, final open balance, and export agreement PDFs from Files.
Mark returning works with a custody Status update for the registrar. Sold works stay in history; the portal goes read-only after closeout.
FAQ
- Can one contract have multiple consignors?
- Multi-recipient splits use separate share rows on Terms; statements break out per recipient on each sale.
- How are discount ceilings enforced?
- The Invoice editor checks the linked contract. Over-ceiling discounts require director approval and log in Activity.
- Do collectors appear in the artist portal?
- Not by default. Artists see works, sales totals, and statements; buyer names stay gallery-side.
- What about secondary-market consignors?
- Same Contracts flow with the collector as consignor contact. Settlement deducts gallery commission on sale.
- Where do framing deductions live?
- Attach expense receipts on the sale or contract; they itemize on the consignor statement line.
Explore the full capability matrix on Features, compare modular plans on Pricing, or contact the team with workflow questions.