You can manage invoices all in one place with Art Galleria, including recording payments manually or using the integrated payments processor (requires having a Stripe account connected).

This article covers how to:

Watch our video demonstration, or scroll down for step-by-step instructions.

1. Select Sales and click + New Invoice.

2. Complete the top fields:

3. Click the Add a new line dropdown to add artworks, custom items or shipping details / delivery charges:

4. Once an artwork or other items have been added, you can add a Discount or adjust the Tax options if required.

5. Continue adding artworks or other line items if required.

6. Add any notes or terms and conditions (these will be included when you print or email the invoice):

7. Click Create Invoice when finished.

You can now scroll to the bottom of the invoice if you want to:

Open Sales, then Invoices, and open the more options (...) menu next to an invoice to:

To share an invoice with a client, at the bottom of the Invoice click the More Options dropdown and select Share.

You can either:

You and your collaborators can add notes to invoices, which are for internal use only. User notes will not be printed on the invoice and are intended for internal reference only.

1. Open Sales.

2. Click the bubble icon next to the appropriate invoice.

3. The preview pane will open. Click Add Note.

4. Enter a note in the field and click Save.

You can accept and process credit card payments in Art Galleria if you have a Stripe account connected.

When you use the link to share an invoice, clients can view or download it, and click Pay Now to make full or part payments. If you have configured credit card surcharges, these will be added automatically to the amount paid.

You can also accept credit card payments directly on the invoice (for example when a client call you to pay).

1. Click Enter Payment at the bottom of an invoice.

2. Open the Process Payment tab.

3. Enter the credit card details, and then click Process Payment.

Using the Record Payment screen you can record payments received outside of Art Galleria against specific invoices.

1. At the bottom of an invoice, click Enter Payment

2. In the Add Payment window, select the payment date, amount paid, and method of payment.

3. Click Create Payment when done.

4. The payment will be recorded against the invoice total, and the Total Amount Due will be update.

5. If you need to reverse the payment (i.e., indicate that you have not received the payment), you can click Reverse all Payments.

A credit note reduces the amount owed on an invoice, issued by the seller to adjust for returns, overcharges, or discounts, ensuring accurate financial records.

1. Navigate to Settings > Payment Services.

2. Under Payment Methods, Type "Credit Note", and hit enter:

3. Click Update Settings.

4. Navigate to Sales, open up your invoice, and click Enter Payment.

5. Enter the credit amount, select Credit Note as the payment method, and click Create Payment: