Cohart Invoices are a flexible way to process sales when you're working from your desktop, tablet, or phone. You can either collect payment immediately by entering the buyer's card details or send the invoice by email for the buyer to pay later.
Invoices are ideal for:
- Online sales
- Commission deposits and final payments
- Shipping or framing fees
- Custom orders
- Collectors who prefer to pay after your conversation
Before You Start
Before creating QR codes, you'll need to:
-
- ☑️ Complete Cohart Connect if you plan to receive payments through Cohart
Creating an Invoice
- Go to Sales → Invoices
- Click Create Invoice
Add Buyer Information
Enter:
- Buyer's name
- Buyer's email address
- Optional: Add a custom note or message
Add Invoice Items
You have two options:
1. Add from Inventory
Select one or multiple artworks already uploaded to your Inventory. This is recommended whenever possible, since sales linked to inventory automatically generate a digital Certificate of Authenticity for the buyer.
2. Add Custom Items
Need something more flexible? Custom Items are perfect for:
- commission deposits
- final commission balances
- shipping charges
- installation fees
- framing
- consulting
- any custom payment request
Simply enter:
- item name
- price
Fulfillment
For in-person events, select Pick up / Ship by Seller, since typically your buyer will take the artwork with them.
If you choose to select shipping, you can read more about Cohart options in How Shipping Works on Cohart.
Sales Tax (U.S. Only)
If you'd like Cohart to calculate and remit U.S. sales tax on your behalf, simply enable sales tax when creating the invoice.
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 ZIP code.
📖 Learn more: U.S. Sales Tax on Cohart
Currency Adjustments
If you would like the currency to appear differently, select from the currency icon (ex) USD to adjust the view to your buyer's local currency.
Preview & Send
Review the invoice before sending.
Save: Saves your invoice for later; does not send to buyer.
Send: Sends an email copy to your buyer.
Collect payment: Sends an email copy to your buyer and takes you directly to the checkout page. This option is used if your buyer is with you and you plan to complete the checkout together.
Your buyer can then:
- pay immediately online or guided with you in person or over the phone
- complete payment later using the invoice link
You can also copy the invoice link and share it by text, WhatsApp, or any messaging platform.
Managing Your Invoices
Every invoice appears under Sales → Invoices. 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.
You can:
- view invoice status
- resend invoices
- edit unpaid invoices
- copy the payment link
- delete unpaid invoices
When an invoice is complete, the status will update to "paid." If the payment is not yet complete, the invoice will appear as "open."
Frequently Asked Questions
Can I collect payment immediately?
Yes. If the buyer is with you in person, you can enter their card details during checkout by selecting "Collect Payment" instead of sending the invoice.
If you're using your phone, you may prefer Tap-to-Pay instead.
Can I send invoices later?
Yes. Invoices can be emailed directly from Cohart, or you can copy the payment link and send it however you'd like.
Can I invoice for things other than artwork?
Absolutely. Many sellers use invoices for:
- deposits
- commissions
- shipping
- framing
- installation
- consulting
- custom services
Can I edit an invoice?
Yes, as long as it hasn't been paid. Once payment has been completed, financial details can no longer be changed.
Will buyers receive a Certificate of Authenticity?
If the invoice includes artwork selected from your Inventory, the buyer will automatically receive a digital Certificate of Authenticity after purchase to the email they have provided.
Invoices created entirely with Custom Items do not automatically generate a COA.
Where can I see paid invoices?
Completed invoice payments automatically appear in:
- Sales Record
- Transactions
- Invoices
Resources
🎥 Video walkthrough: Creating Custom Invoices
📖 Learn more: All Cohart payment tools
📖 Learn more: Cohart Connect & Payouts