How Shipping Works on Cohart
Ship artwork your way - whether you'd like Cohart to generate a shipping label, arrange shipping yourself, or coordinate local pickup.
Shipping Options
Every artwork can use one of three shipping methods:
Ship by Cohart
When using Ship by Cohart, buyers see live shipping options during checkout, choose their preferred carrier and delivery speed, and Cohart generates the shipping label for you after the purchase. You simply package the artwork, attach the label, and ship it.
Shipping rates are calculated using:
- your package dimensions
- your package weight
- buyer's delivery address
At checkout, buyers can compare available shipping carriers, delivery times, and pricing before selecting their preferred option.
During and after purchase:
- Buyer pays shipping during checkout.
- Cohart generates the shipping label in your dashboard.
- You download and print the label.
- Package the artwork.
- Drop it off with the selected carrier.
Ship by Seller / Pickup
Choose this option if you'd rather handle fulfillment yourself.
This is commonly used when:
- You already have a preferred shipping carrier
- The buyer will collect the artwork in-person
- Shipping requires custom crating or white-glove delivery
- You'd like to arrange shipping separately
You'll coordinate shipping or pickup directly with the buyer and a shipping fee will not be added during checkout. No shipping label will be generated by Cohart.
Ship fees: You can either build shipping prices into the final artwork cost so that your buyer pays once during checkout, or you can send them a separate ship bill (via custom invoice) later after you have finalized the shipping fees.
If you prefer this option, you should note it in your artwork description so that the buyer knows to specifically choose this option at checkout.
Invoice Only
Ideal when shipping will be determined later.
Common examples include:
- Commission payments
- Deposits
- Oversized or custom-crated artworks
- Shipping quoted after purchase
- Off-platform delivery arrangements
No shipping label will be generated by Cohart.
Adding Package Dimensions & Weight
When publishing your artwork listing, you’ll need to add package dimensions and package weight under the Package Dimensions & Weight section. These details are used to calculate live shipping rates at checkout if the buyer selects Ship by Cohart.
If you’re not ready to add this information yet, you can save the artwork as a draft and return to it later.
Estimating Package Size
Most artworks are not fully packed when they’re first listed, so adding an estimate is okay.
As a general guideline:
- Add approximately 3 inches (7–8 cm) of protective space on every side using the artwork's height, width, and depth.
- Estimate the package weight as roughly three times the artwork's weight to account for packaging materials.
You can always update these measurements before the artwork sells.
If you use thicker packaging, custom crates, or extra protection for fragile works, increase the estimate accordingly.
For more packaging recommendations, visit How to Package a Sold Artwork.
What if I don't enter package dimensions?
If package dimensions haven't been added, Cohart will estimate them using the artwork information.
Current estimates are approximately:
- package dimensions = artwork dimensions x 1.35 (35% buffer)
- package weight = artwork weight × 3 (triple)
These estimates help buyers receive an approximate shipping quote.
If neither artwork dimensions nor package dimensions are available, buyers can still complete checkout with shipping marked as To Be Confirmed (TBC).
After purchase:
- the seller will be prompted to create a custom shipping label,
- the buyer will be notified shipping is being arranged,
- seller and buyer communicate directly on their own to charge the shipping cost (we recommend using a Cohart Invoice for the separate charge).
Before You Start
Before using Ship by Cohart, make sure you've completed these steps:
☑️ Add your shipping address
Go to Dashboard → Edit Profile -> Address and make sure your shipping address is up to date. This address is used as the origin when calculating shipping rates.
☑️ Create your artwork listing
Upload your artwork in Inventory, mark it For Sale, and add the artwork price.
☑️ Add package dimensions and weight
Enter the packaged dimensions and weight so buyers receive accurate shipping rates during checkout.
☑️ Add your bank information for payouts
Enter your bank account information in Financial Accounts to set up for future payouts.
After an Artwork Sells
If the buyer selected Ship by Cohart, you'll see a Download Shipping Label button within your Sales Record and Shipping tab after purchase.
You can also:
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- Download shipping labels
- View shipping history
- Track previously generated labels
- Create labels for custom shipments outside of artwork sales
To prepare your package for shipping:
- Download the label.
- Print it.
- Attach it to the package.
- Drop it off with the selected carrier.
Tracking Shipments
You can track shipments anytime from: Sales Record → Track Order.
This opens the shipment directly on the carrier's tracking page.
Both you and your buyer can use the carrier tracking number to follow delivery progress.
About Shipping Labels
Shipping labels are generated through Shippo, which compares available carrier services based on your shipment.
Depending on the route, buyers may see carriers such as:
- UPS
- USPS
- FedEx
- DHL
Carrier availability varies by destination.
Label Validity
Shipping labels should be used within 30 days of creation.
We recommend shipping as soon as possible after the label is generated.
Custom Shipping Labels <<IN STAGING>>
Need to ship something that wasn't purchased through Cohart?
You can create a shipping label manually from: Sales → Shipping Labels → Create Custom Shipping Label
Simply enter:
- sender address
- recipient address
- package dimensions
- package weight
Then select your preferred shipping option.
Shipping Fees
For Ship by Cohart:
- the buyer pays shipping during checkout
- the shipping label cost is included in their order
- sellers are not charged separately for creating the label
What if the dimensions are inaccurate?
If the artwork hasn't sold yet, simply update the package information.
If it has already sold and the label is no longer accurate, you'll need to generate a new shipping label using the correct package measurements. The seller is responsible for any additional shipping cost resulting from incorrect package information.
Coverage
Ship by Cohart labels include that carrier's standard liability coverage.
Coverage limits vary depending on the carrier and shipping service selected. For example, most UPS and FedEx services include up to USD $100 in basic liability coverage by default.
Seller Responsibilities
Sellers remain responsible for:
- securely packaging the artwork
- printing and attaching the shipping label
- dropping off the shipment
Cohart does not package the art or provide packaging materials.
Many carriers (such as USPS) offer free shipping supplies depending on the selected service.
For packing recommendations: How to Package a Sold Artwork
Frequently Asked Questions
Why am I seeing "Missing Package Information" on my artwork listing?
Your artwork is missing package dimensions or weight. Edit the artwork and complete the Package Dimensions & Weight section.
To edit an existing artwork, visit Inventory -> 3-dots button -> Edit Artwork.
For older listings: If package dimensions haven't been added yet, Cohart will temporarily estimate the package size using the artwork's dimensions with an additional allowance for standard packing materials. However, we recommend updating the package dimensions yourself whenever possible to provide buyers with the most accurate shipping rates.
Can the buyer choose the shipping carrier?
Yes. During checkout, Cohart generates available carrier options based on:
- seller location
- buyer location
- package dimensions
- package weight
The buyer then chooses their preferred carrier and delivery speed.
Can I use my own shipping carrier?
Yes. Choose Ship by Seller / Pickup and arrange shipping directly.
Does Cohart pack or ship artwork?
No. You are responsible for packaging and shipping the artwork.
Can I schedule a carrier pickup?
Not currently. Sellers should plan to print the shipping label, attach it to the package, and drop it off with the selected carrier. We’ll update this guidance if carrier pickup scheduling becomes available through Cohart.
The package dimensions are larger than my estimate - who pays if the final shipping cost is higher than expected?
Shipping rates are calculated based on the package information provided when the shipping label is created.
If the artwork hasn't sold yet, simply update the package information.
If it has already sold and the label is no longer accurate, you'll need to generate a new shipping label using the correct package measurements. The seller is responsible for any additional shipping cost resulting from incorrect package information.
Can I use Ship by Cohart for fairs?
Yes. That said, most sales during fairs will be “pick up,” since the buyer will take the artwork with them. If a buyer requests shipping, you can help them choose either Ship by Cohart or Ship by Seller, depending on how you'd like to handle fulfillment.- Ship by Cohart: Cohart generates a shipping label using the buyer's shipping address and your package information. Simply print the label, attach it to the package, and ship it.
- Ship by Seller: You arrange shipping directly with the buyer using your preferred carrier, pricing, and process.
Does Cohart send tracking updates?
A tracking number is generated once the label is created. Both the buyer and seller can use that tracking number to follow the shipment directly through the carrier’s website.
Are customs duties included?
No. Import duties, customs fees, and local taxes are determined by the destination country typically once the artwork has been inspected by local customs and are the buyer's responsibility.
Can I ship something that isn't linked to a Cohart sale? <<IN STAGING>>
Yes. You can create a custom shipping label from Sales → Shipping → Create a Custom Shipping Label. Enter your package details, sender/recipient address, choose a delivery option, and your label will be generated.
Do buyers receive a Certificate of Authenticity?
If an artwork is purchased through a Cohart artwork listing, the buyer automatically receives a Digital Certificate of Authenticity.
You can also generate a printable COA from Inventory.
Learn more about the digital Certificate of Authenticity here.
Does Cohart collect U.S. sales tax?
Yes. See How Sales Tax Works on Cohart.
How do payouts work?
Visit Seller Payouts on Cohart to learn more about how payouts are processed on Cohart.
Resources
- OLDER -
Cohart offers three options for fulfillment when selling physical artworks: Ship by Cohart, Pick Up / Ship by Seller, or Invoice Only. Each option offers a different level of support, responsibility, and buyer experience.
What is this feature?
Cohart allows sellers to choose how their artworks are delivered after a sale. Depending on the situation, you can ship through Cohart, arrange shipping yourself, coordinate a pickup, or issue an invoice without shipping arranged through the platform.
This flexibility allows artists, studios, and galleries to manage fulfillment in the way that best fits their workflow.
Shipping Options
When listing an artwork, you can choose one of the following fulfillment methods:
Ship by Cohart
When Ship by Cohart is selected, Cohart helps coordinate the shipping process from label creation through delivery and applies a flat fee to the checkout. To learn more about how shipping fees are calculated, visit How Shipping is Calculated at Cohart.
Once an order is placed:
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Cohart generates a prepaid shipping label
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Our team works with you to confirm package dimensions and weight
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We provide packing guidance to ensure safe transit
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You receive instructions for carrier pickup or drop-off
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Cohart manages buyer communication related to shipping
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The shipment is insured while in transit
Shipping carriers calculate shipping costs based on the final package dimensions and weight, not just the artwork size. Packaging materials and protection may affect the final shipment classification.
If you plan to use Ship by Cohart, be prepared to provide:
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Final package dimensions (after packing)
-
Estimated package weight
-
Return address (studio, gallery, or home)
Our logistics team will request this information once a sale is placed in order to generate the shipping label. Just to note:
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Final delivery timelines depend on the carrier
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Cohart is not liable for damage due to incorrect packaging
-
In case of buyer disputes, we’ll assist based on tracking and packaging documentation
Important (International Shipments):
Checkout totals do not include customs duties, import taxes, or local fees for international shipments. These may be collected by the carrier upon delivery and are the buyer’s responsibility. Additional charges are not assigned until the package has cleared customs in the local destination and therefore cannot be estimated in advance.
Pickup / Ship by Seller
This option is used when the seller prefers to handle fulfillment directly.
Pickup
If the buyer will collect the artwork in person:
-
The buyer and seller coordinate pickup directly
-
Cohart processes the payment but does not supervise the exchange
We recommend confirming the artwork’s condition during handover.
Ship by Seller
If you plan to ship the artwork yourself:
-
You may include a shipping fee at checkout
-
You are responsible for packing, shipping labels, and tracking
-
You manage communication with the buyer about delivery
-
Cohart does not arrange shipping or provide transit insurance
This option is useful when sellers prefer to use their own shipping carriers or logistics partners.
Invoice Only (No Shipping Arranged)
This option is used when the transaction does not involve shipping through Cohart.
Common use cases include:
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Commission deposits
-
Custom artwork payments
-
Framing or service fees
-
Shipping billed separately
-
Off-platform delivery arrangements
Cohart processes the payment, but shipping and delivery are coordinated directly between the buyer and seller.
Buyer Protections
Cohart provides buyers with a 48-hour return window after delivery.
Buyers may return an artwork for any reason within this period.
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The buyer is responsible for return shipping costs
-
Refunds are issued 5–7 days after Cohart receives the returned artwork
Shipping at Fairs or In-Person Events
At most fairs, buyers typically take their artwork with them. However, a buyer may occasionally request shipping instead, if the piece is oversized or the buyer doesn’t live locally. When selling artwork at a fair, the final shipping cost is often unknown until the piece is packed. A common workflow is to process the sale first and finalize shipping after the artwork is packed and measured.
- For in-person fair sales: Use Ship by Seller - you can invoice later once you know the ship costs. Some fairs also offer on-site shipping services, which can be a convenient option if available.
- For online or studio sales: Use Ship by Cohart only for online or studio sales where dimensions are known and there is enough time for label coordination (up to ~7 business days).
Best Practices
1. Set expectations with the buyer
Let the buyer know the artwork will ship after the fair and provide a general timeline (for example: “I’ll ship within one week after the fair.”).
2. Estimate shipping if needed
If you have a good sense of shipping costs, you can add a shipping fee as a custom line item during checkout.
If the cost is uncertain, you can:
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Send a separate shipping invoice once the artwork is packed and measured
-
Provide a rough estimate if the buyer prefers to pay a portion on-site
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Add a small placeholder fee (ex. ~5%) and adjust later if needed
Important: If shipping ends up costing more than the estimate, the seller may be responsible for the difference so be sure that you are on the same page with your buyer.
3. Complete the sale using “Ship by Seller”
Process the transaction through Cohart POS and select Ship by Seller.
Ask the buyer to include their shipping address and let them know you’ll confirm shipping costs after packing.
4. Pack the artwork after the fair
Securely pack the piece so you can measure the final package dimensions and weight.
5. Purchase the shipping label
Bring the packed artwork to a carrier (FedEx, UPS, DHL) or use the fair’s shipping service.
You will need:
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Final package size and weight
-
Buyer shipping address
-
Seller return address
6. Send the shipping invoice
If shipping wasn’t collected at checkout, create a new invoice in Cohart and add shipping as a custom line item.
Large or crated artworks can sometimes cost $2,000+ to ship, so avoid committing to an exact price until the final packaging details are confirmed.
Frequently Asked Questions
How should I package my artwork? We recommend using:
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Thick cardboard boxes
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Corner protectors
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Bubble wrap or foam padding
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Reinforced edges for framed works
For detailed guidance, see our guide: How to Ship A Sold Artwork.
What does the shipping fee "Ship by Cohart" collected at checkout cover? Shipping fees help cover transportation and logistics coordination. They do not include packing labor, materials, or on-site shipping services. The shipping fee collected at checkout is calculated by Cohart to help simplify the sales process and avoid back-and-forth quoting with buyers.
To learn how shipping fees are calculated, see: How Shipping is Calculated at Cohart.
Are customs fees included at checkout for international shipments?
No. Customs duties, taxes, and import fees are not included and may be collected by the carrier upon delivery.
What happens after a sale has been made? Congrats! Visit What Happens After I Have Made a Sale to learn more.