Processing sales
For your events (ex. fairs, shows, studio or gallery sales), you have two main options for processing sales: Tap-to-Pay (using your phone) or QR Code checkout (buyer pays on their own device). Many users implement both tools depending on the situation.
For our full fair guide, visit the Cohart Fair Guide section.
Option 1: Artwork QR Codes
You can print individual artwork QR codes and post it next to each artwork, allowing buyers to scan the code and complete checkout on their own phone.
This is a great choice for static sales when the buyer is purchasing that one item for the listed price.
How to create QR codes:
- Upload artworks (with prices) before the fair. You can do this via your Inventory page by clicking + Upload Artwork.
- To bulk download and print QR codes: Visit Inventory -> check the artwork(s) you want to generate codes for -> Export As Labels and QR Codes
Choose your format:
- Checkout page: Takes buyer directly to the checkout page
- Note: Details are static - your QR code saves the price, details and sales tax at time of printing so these cannot be reused if you plan to use in the future with different information.
- Artwork details page: Leads to your listing page - buyer can review details and click "Buy Now" if they plan to purchase
- Note: This is your "evergreen" solution if you plan to re-use QR codes.
Note: Downloading QR code files to print is available on paid plans only.
Video Resources:
Option 2: Tap-to-Pay (Using Your Phone)
Turn your phone into a card reader!
Tap-to-Pay allows buyers to pay by tapping their credit card on your phone. This tool is best for custom sales, like bundling multiple works into one checkout or negotiated pricing.
💡 This is the easiest and most flexible way to sell at the fair — especially if your inventory isn’t uploaded yet.
Cohart Business App
Note: This is a streamlined version of the original Cohart app (iPhone | Android). If you’re already using the original app, it still works! That said, we recommend the Business app for a faster checkout experience.
How to Start a Sale
1. Download the free Cohart app: iPhone | Android
2. Log in using your account details
3. Select Tap to Pay to start the checkout flow
4. Your phone will become your card reader (no hardware needed).
Add Items
- Add from Inventory: Select an artwork if your listings are already uploaded. You can adjust pricing or apply discounts during checkout. Buyers will automatically receive a digital Certificate of Authenticity.
- Add Custom Item: If your inventory isn’t uploaded, enter the artwork title and price on the spot.
Buyer Information
Add the buyer’s name and email (optional but recommended).
This ensures they receive a receipt and saves their details to your Sales Record and Contacts for future outreach.
Tax Setup
Sales tax is required for U.S. sales. In-person sales tax is based on the location where the sale takes place. Make sure the local zip code aligns to the location where the sale is taking place (ex. the fair venue).
You can:
- Save the sales tax so that it auto-populates during your checkouts
- Locate in your Business app by clicking the hamburger (3-line) icon or in your profile backend (Edit Profile → Sales Tax)
- Or enter it manually during checkout
Prefer to handle your own sales tax? Tick the box stating "I don't want Cohart to manage my sales tax."
Non-U.S. sales: For sales taking place outside of the U.S., you can tick the box to toggle off sales tax or enter 00000 as the zipcode.
You are now ready to tap to pay! Click the button and your phone converts into a credit card reader. Your buyer simply has to hold their credit card over the scan icon on your phone to purchase.
Note: The "Tap" feature is only available on Cohart membership plans. If you are using the app on the free Basic Plan, you can use the Payment button instead and manually type in the card details when checking out.
Tap-to-Pay and Multi-Currency
If you are planning to use Tap-to-Pay in a non-U.S. currency, please review the app's support currency list.
Supported currencies:
- (Android): Australia, Austria, Belgium, Denmark, Finland, France, Germany, Ireland, Italy, Malaysia, Netherlands, New Zealand, Poland, Singapore, Sweden, Switzerland, United Kingdom, United States
- (iPhone): Australia, Austria, Belgium, Canada, Czech Republic, Denmark, France, Germany, Ireland, Italy, Netherlands, New Zealand, Poland, Singapore, Sweden, Switzerland, United Kingdom, United States
If you are not on the list of supported currencies, you can still use the app, but you need to input card details manually during checkout instead (Tap feature is not available).
Be sure to set up Cohart Connect for payouts to receive payouts in your preferred currency.
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If your currency is supported |
If your currency is not supported |
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You can use Tap-to-Pay normally on the Business app.
Example: |
You can still complete sales by manually entering card details or using the scan feature on the Business app. Tap-to-Pay will not be available. Example: |
To learn more about Cohart Connect and multi-currency payouts, visit Multi-Currency Payouts and Tools.
Option 3 - QuickSell Invoices
If you prefer to work from a laptop or tablet, you can use Cohart's custom invoice feature, available by clicking Sales - Invoice.
This allows you to generate custom invoices. You can check customers out on the spot by keying in their card details, or you can email or text the invoice link for the customer to complete checkout at their own convenience.
To Note: Tap-to-Pay does not work on laptops or tablets, as the tap feature is compatible with phone hardware only. For custom invoices on your non-phone devices, you can simply type in the buyer's card details when checking out.
FAQs
Can buyers pay in cash?
Cohart is able to handle sales tax collection and remittance only for transactions that are processed through our payment tools (tap-to-pay, QR checkout, etc.). Because cash payments don’t create a digital transaction record, we’re not able to report or file sales tax on those sales within Cohart.
That said, you’re not forbidden from accepting cash — it just means those transactions would need to be handled outside of Cohart from a tax and reporting standpoint, using your own permit or process if required by the fair or local regulations.
If you’d like, you can still manually mark the artwork as sold in your inventory after the fact so it appears publicly as a sold piece on your profile, it just wouldn’t be processed or reported through Cohart.
How do I track a sale live?
After each sale, you can view and manage everything directly in your Cohart dashboard:
- Sales Record: View all transactions in real time
- Transactions Dashboard: Get a quick overview or filter by date
- Invoices Dashboard: View and manage issued invoices
If you collect a buyer’s email at checkout, they will automatically receive:
- A digital receipt
- A Certificate of Authenticity (COA), if applicable
Note: Certificates of Authenticity are only generated when a sale is linked to an artwork listing in your inventory. If you use a custom item, a COA will not be created automatically. You can create a listing afterward and generate a COA to send to your buyer retroactively.
How does shipping at in-person fair or events work?
Visit How Shipping Works on Cohart to learn more.
Working with a team? How to share access to your account
All sales should run through your main Cohart account so inventory, records, and payouts stay accurate. Here are the best ways to manage this during a fair:
Option 1: Shared login (most flexible)
- Set a temporary password using Forgot Password
- Share login details with your team for the fair
If using Tap-to-Pay: Each team member can download the Cohart app on their own phone and log in or use one shared device at the booth.
Option 2: QR code checkout (no login needed)
- Print QR codes for each artwork
- Buyers scan and check out on their own phone
Best for: Simple, fixed-price sales and minimal staff involvement.
Limitations: QR checkout doesn’t support price changes, bundled sales, or custom items. For those, use Tap-to-Pay.
Any troubleshooting tips for the standard Cohart app?
If Tap-to-Pay isn’t working or your phone can’t detect a card, it’s usually due to a device setting. Try the steps below:
1. Check your phone settings
- Check that you have the latest version of the Cohart app
Make sure the following are enabled:
- Bluetooth (Settings → Bluetooth)
- Location Services (Settings → Privacy & Security → Location Services)
- Cohart location access set to “While Using the App”
Note:
NFC (contactless payments) is required. On iPhones, this is automatically enabled. If Apple Pay works on your phone, NFC should be working.
2. Restart the app
This often fixes temporary issues:
- Close the Cohart app completely (swipe it away)
- Reopen the app
- Start Tap-to-Pay again
3. Check Screen Time restrictions (rare)
Go to: Settings → Screen Time → Content & Privacy Restrictions
Make sure Wallet/NFC-related permissions are not restricted.
Tap-to-Pay alternatives
If Tap-to-Pay still isn’t working, you can:
- Enter the card manually or use “Scan Card”
- Send a payment link or custom invoice
Still need help?
Email hello@cohart.com with:
- Your phone type (iPhone or Android)
- A screenshot or video
- A brief description of the issue
What to do if a payment is not processed in the app?
If a payment doesn’t go through, it’s a bank hold due to their own security settings. Ask the buyer to check for a text/email or call their bank directly to release the charge (some cardholders have set up alerts especially for more high-value purchases like this).