Point of Sale: Selling Artwork in Person | Sales & Commerce | Crafted Call
Point of Sale: Selling Artwork in Person
Gallery OwnersUpdated Jul 15, 2026
When someone wants to buy a piece right off the wall, Crafted Call gives you two ways to close the sale on the spot, and both keep your inventory and finances in sync automatically:
Ring it up yourself on the Point of Sale screen — search your catalog, build a cart, and record the sale (cash, check, and other in-person methods).
Let the buyer pay on their own phone by scanning a scan-to-pay QR code printed on the wall label — they check out with Apple Pay, Google Pay, or a card without ever signing in.
Either way, the piece is marked sold across every channel at once, and the sale lands in your finance feed with the commission already split between the gallery and the artist.
Before You Start
A few things to have in place:
Permissions. The Point of Sale screen is for owners and admins with Finance access. If a team member can't see it, check their role under People → Team & Access.
Plan. The Point of Sale screen is available on every plan — in-person selling is a core part of running a gallery, so there's no separate add-on to unlock it.
For scan-to-pay. Because the buyer pays by card, scan-to-pay needs Stripe connected and the piece listed for sale online so there's a price to charge. See Connecting Stripe for Payments and Selling Artwork Online.
Opening the Point of Sale Screen
From the admin sidebar, go to Finance → Point of sale. You'll land on a full-screen register split into two halves: catalog search on the left, your cart and the buyer details on the right.
If you manage more than one gallery, the register rings up sales for your currently active organization — the same one shown elsewhere in the admin. Switch organizations first if you're selling for a different gallery.
Ringing Up a Sale
The register walks the same path a checkout counter does:
Find the piece. Use the search box on the left to look up artwork from your catalog. Click a result to add it to the cart.
Build the cart. Add as many lines as the buyer is taking. You can adjust quantities for editions or multi-stock items; one-of-a-kind originals stay at a quantity of one.
Enter buyer and payment details. Fill in the (required) and, optionally, the buyer's name, email, phone, a reference number (such as a check number), the transaction date, and any notes. Buyer fields are optional, but an email lets you send a receipt and keeps a cleaner provenance record.
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Payment Method
Complete the sale. Click Complete sale. You'll see a confirmation with the item count and total, plus a link to view the new order.
Which Payment Methods Are Available
The Point of Sale screen records sales you've collected outside of an online checkout. The payment methods are:
Cash
Check
Bank Transfer
Donation (Workaround)
Other
Pick the one that matches how you actually took payment. The method you choose is stored on the sale so your records stay accurate.
Note: This screen records a sale you've already collected (for example, a buyer handed you cash or a check). If you'd rather the buyer pay by card themselves, use scan-to-pay below.
How Stock Stays in Sync (No Double-Selling)
This is the part that makes in-person selling safe. Crafted Call runs a single, shared inventory ledger behind every channel — your in-person register, your online shop, and scan-to-pay all draw down the same stock.
So if a one-of-a-kind piece sells online while you're mid-sale at the counter, the register won't let you sell it twice. When you click Complete sale, if a line was just claimed in another channel you'll see a message like:
Sold out since you searched: "Sunrise". Remove or reduce that line and try again.
Your cart is kept intact so you can adjust the line and finish the rest of the sale. The same guard works in reverse — selling at the counter immediately marks the piece sold on your public exhibition pages and shop, so the red "Sold" dot appears everywhere at once.
Let Buyers Pay Themselves: Scan-to-Pay
Scan-to-pay turns each wall label into a self-checkout. When you print wall labels in "buy this piece" mode, each label carries a QR code. A walk-in buyer points their phone camera at it and lands on a clean, public payment page for that exact piece — no app, no account, no staff at the keyboard.
On that page the buyer:
Sees the title, artist, price, and live availability.
Pays with Apple Pay, Google Pay, or a card in a tap or two.
The money routes straight to your gallery's connected Stripe account, and the sale settles into your orders and finance feed just like an online purchase. Because availability is checked the moment the label is scanned, a piece that has already sold shows a tidy "This piece has sold" message and never offers payment.
Scan-to-pay shares the same inventory ledger described above, so a phone checkout and a counter sale of the same piece can never both go through.
Tip: Scan-to-pay only appears for pieces that are listed for sale online and backed by your storefront. If a label isn't offering payment, confirm the artwork is marked for sale and that your Stripe account is connected.
Commissions on In-Person Sales
Every sale you record — at the register or through scan-to-pay — applies your gallery-versus-artist commission split automatically, using your commission settings. A cart with work from several artists pays each artist for their own lines, and the gallery keeps its configured share. You don't do any math at the counter.
The Point of Sale screen does not yet drive a Crafted Call card-reader (card-present terminal hardware). Until that's available, there are two solid ways to take a card in person:
Scan-to-pay — let the buyer tap their own phone (the fastest path, covered above).
Your existing card terminal (including Square) — run the card on the device you already use, then record the result on the Point of Sale screen with the Other payment method and a reference number so your books stay complete. If you use Square in person, your Square sales can flow into Crafted Call automatically — see the Square integration guide for setup.
Troubleshooting
I don't see "Point of sale" in the sidebar. It lives under Finance and requires Finance access. Owners and admins have it by default; check the team member's role under People → Team & Access.
"Complete sale" is disabled. You need at least one item in the cart and a valid buyer email (the email is optional, but if you enter one it must be a real address). Fix the flagged field and try again.
I got a "sold out since you searched" message. Another channel claimed that piece between your search and your click. Remove or reduce that line; the rest of the cart is preserved so you can finish the sale.
The register says "this register uses a card reader." Your gallery's commerce integration is set to a card-reader provider that isn't wired into this screen yet. Record the sale with Cash, Check, or Other instead, or use scan-to-pay.
A wall-label scan won't offer payment. The piece must be marked for sale, listed through your storefront, and have Stripe connected. Confirm all three, then re-scan. A sold-out piece intentionally shows a "sold" state instead of a payment button.
Next Steps
Recording Artwork Sales — record sales from an exhibition or submission and manage holds and provenance.
Selling Artwork Online — set up the storefront and purchase links that power scan-to-pay.
