How to Create and Manage Invoices

Cohart Invoicing helps artists streamline sales with custom invoices, payment tracking, and digital certificates, building trust with buyers.

What are Cohart Invoicing?

Cohart Invoicing is a powerful tool designed for artists to streamline and professionalize their sales process. It allows artists to easily create, send, and track custom invoices for their artwork sales. With built-in features like digital certificates of authenticity and shipping tracking, Cohart Invoicing simplifies the business side of art, so artists can focus more on their craft.

Who is it for?

Cohart Invoicing is built for independent artists who sell their work directly to buyers, whether through social media, galleries, or other platforms. It’s perfect for visual artists, illustrators, photographers, sculptors, and other creatives who want a professional, efficient, and transparent way to manage their transactions and build trust with buyers.

Why should artist use Cohart Invoicing?

Artists using Cohart Invoicing can streamline their sales, improve their professionalism, and increase buyer confidence. With this tool, you can:

• Create Professional Invoices: Easily create and send invoices, including multi-product invoices and personalized discounts.
• Stay Organized: Keep track of all payments, communications, and transactions in one easy-to-access location.
• Build Trust with Buyers: Include digital certificates of authenticity with each sale, ensuring that buyers have proof of purchase and can confidently invest in your work.
• Simplify Your Business: Say goodbye to managing sales through scattered systems like QuickBooks, Venmo, and email threads. Cohart Invoicing consolidates it all in one place.

By using Cohart Invoicing, artists can manage their sales more efficiently, reduce uncertainty, and foster stronger, more professional relationships with buyers. You can take your art sales to the next level while ensuring both you and your buyers have a smooth, professional transaction every time.

How to create an invoice

Access the Invoice feature

• From the header in the Cohart web-app, click on Quick Sell button
• From the bottom navigation in the Cohart mobile app, click on Quick Sell button
• In the Sales tab in your sidebar, you’ll find Invoices. Click on the Create a new invoice button. 

Fill out information

• Buyer Information: Enter your buyer’s name and email address. The invoice will be sent to your buyer after you have created it. If no buyer's email is inputted, the invoice will be sent to your email address as a receipt.
• Message: The message will only appear in the email address sent to you or the buyer.
• Items: Select existing items from your inventory and apply price and discounts as needed. You can also add custom items, for which you will only need to fill in the item’s name, price, and discount if applicable.

Preview your invoice on the right of the page. Once ready, click on Send to finish creating the invoice and immediately send it to your buyer’s email address.

How to manage the invoices list

Once an invoice has been created, it will appear at the top of the list with a New label to highlight. For each invoice, you can find View and Edit option, along with a ··· menu that includes Copy Link and Delete options.

Each invoice record also shows its information, including:

• A brief list of the items included in the invoice
• Invoice’s total amount
• Invoice’s status
• When the invoice was created
• When the invoice was last sent, and to whom

How to share an invoice

• You can select Copy Link from the invoice’s ··· menu in the invoice list, or go to the invoice page, and click on the link icon.
• From the invoice page, you can also Send the invoice to the entered email address.

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Here are some frequently asked questions about Invoicing

Do I need a Cohart account to use Invoicing?

Yes, you’ll need a Cohart account to use the invoicing feature. Signing up is quick and easy.

Is there a fee to use Cohart Invoicing?

While the invoicing feature is free to use, Cohart charges a small 2.9% transaction fee for payments processed through the platform. Learn more.

Can I customize the invoices?

Absolutely! You can create invoices with artworks on Cohart or custom items, include product details, and even apply custom discounts for each item.

Which artworks can I add to an invoice?

You can add artworks that you have uploaded and listed as For Sale or Inquire to Purchase. You can only add artworks with single quantity, not multiple quantity.

What if my buyer doesn’t want to pay through the invoice?

Cohart Invoicing offers flexibility in payment methods, including cards, PayPal, Klarna, Wire Transfer, or Tap to Pay in certain regions.

Can I use Cohart Invoicing for commission work?

We’re here to support you with commissions! The easiest way to handle a commission is by setting up an invoice from your storefront and collecting a deposit from the buyer. Once the piece is complete, send the final invoice with the remaining balance and an estimated shipping fee to your buyer.

How do certificates of authenticity work?

Each invoice comes with the option to generate a digital certificate of authenticity for the artwork, which can be sent to the buyer along with the invoice. The buyer will also be able to access the digital certificates if they have a Cohart account, via the invoice’s details page. Learn more.

Can I edit or delete an invoice?

You can only edit or delete an invoice before it has been paid. Once an invoice has been marked as "paid," it cannot be edited or deleted. Any changes to a paid invoice would require issuing a new invoice.

What can I edit in an invoice?

You can edit the price and discount percentage on an invoice. You can also edit the buyer’s name or email address, and remove or add items to the invoice after it’s been created. At least 1 item is required to update the invoice.