Crafted Call helps you track artwork sales from exhibitions and submissions, manage commissions, and maintain provenance records. This guide covers recording sales, tracking payment status, and managing inventory.
Recording a Sale
From Exhibition View
To record a sale directly from your exhibition:
Navigate to the Exhibition
Click on the Artwork that sold
Click Record Sale or the Sale icon
Enter:
Buyer Name (person or organization purchasing)
Buyer Email (optional—for receipts and provenance)
Sale Date (when the sale occurred)
Sale Price (final price, before commission split)
Review commission split (see below)
Click Record Sale
The artwork is now marked as Sold in your inventory.
From Submissions View
If recording a sale from submitted artwork (outside an exhibition):
Go to Submissions for the relevant call
Find the artist's submission
Click ... (menu) → Record Sale
Fill in buyer details and price (same as above)
Click Save
Tip: Record sales promptly to keep your inventory and revenue reports accurate.
Sale Details: Buyer Info & Price
When creating a sale record, capture:
Buyer Information
Name (required)
Email (optional—useful if sending certificates or provenance)
Sale Price — Full agreed price (before commission)
Sale Date — Date of transaction
Payment Method — Cash, Check, Credit Card, Transfer, Other
Commission splits apply to the sale price you enter here. If the sale price was negotiated after commission, confirm the final price before saving.
Was this article helpful?
Commission Calculation: Gallery vs. Artist Split
Crafted Call calculates gallery and artist splits automatically based on your Commission Settings:
Go to Settings → Commerce → Commission Structure
Set your commission percentage (e.g., 30% gallery, 70% artist)
Choose application:
All Sales — Applies to every sale across all exhibitions
Specific Calls/Exhibitions — Configure per event
When you record a sale with a price of $1,000 and 30% commission:
Gallery receives: $300
Artist receives: $700
Both amounts are automatically calculated and stored. You can override the split on a per-sale basis by clicking Customize Commission before saving.
Tip: Set your standard commission rate in Settings to avoid manual calculation on every sale. You'll still have the option to adjust per transaction if needed.
Tracking Sold Status on Artwork
Once a sale is recorded, the artwork shows:
Status Badge — "Sold" appears on the artwork card in exhibitions
Sold Indicator — On public exhibition pages, sold artworks are marked (usually grayed out or with a "Sold" banner)
Availability — Disabled for purchase if online sales are enabled
Inventory Count — For limited editions, the count decreases
To view all sales for an artwork:
Open the artwork
Go to the Sales History tab
See:
Buyer name and date
Sale price and commission split
Payment status
To undo a sale (if recorded in error):
Open the artwork
Find the sale in Sales History
Click ... → Remove Sale
Confirm
Removing a sale marks the artwork as available again.
Order Management: Payment Status
Track payment status throughout the transaction lifecycle:
Payment Statuses
Pending — Sale recorded, awaiting payment
Processing — Payment received but not yet confirmed
Paid — Payment confirmed and cleared
Refunded — Payment refunded to buyer
Cancelled — Sale cancelled (artwork re-listed)
To Update Payment Status:
Open the artwork → Sales History
Click the sale record
Click Update Payment Status
Select new status and add a note (optional)
Click Save
Example timeline:
Record sale (Pending)
Buyer pays via ACH transfer (Processing)
Bank confirms deposit (Paid)
Generate receipt and provenance certificate
Tip: Automate payment notifications if using Stripe integration. Crafted Call will update status automatically when funds clear.
Artwork Holds: Reserving for Interested Buyers
Hold an artwork for an interested buyer without immediately recording a sale:
Open the artwork
Click Place Hold
Enter:
Buyer Name
Hold Expiration Date (when the hold expires if not purchased)
Hold Notes (internal or shared with buyer)
Optional Price Quote (proposed asking price)
Click Create Hold
While on hold:
Artwork shows "On Hold" status in your inventory
Other buyers cannot purchase or place holds
You can extend or cancel the hold anytime
If hold expires, the artwork automatically becomes available again
To convert a hold to a sale:
Open the artwork
Click Convert Hold to Sale
Confirm final details (price, payment method)
Click Record Sale
The hold is archived and a sale is created instead.
Manual Transactions for Offline Sales
If you sold an artwork offline (gallery walk-in, phone inquiry), record it manually:
Go to the artwork
Click Record Sale
Enter all details:
Buyer name
Sale price
Payment method: Cash or Check
Mark payment status: Pending, Processing, or Paid
Click Save
Offline sales are tracked identically to online sales and appear in your sales history and revenue reports.
Sale Certificates and Provenance Records
For high-value artworks, generate documentation:
Open the sold artwork
Go to Provenance
Click Generate Certificate
Choose format:
PDF Certificate of Authenticity — Signed by artist or gallery
Provenance Documentation — Complete ownership history
Add optional fields:
Condition notes
Previous exhibition history
Conservation information
Click Generate & Download
Share certificates with the buyer via email or include with physical artwork.
Tip: Maintain provenance records for all sales, especially pieces with significant value. This increases buyer confidence and artwork longevity in the market.
Next Steps: Review your sales and revenue in Analytics & Reports or manage inventory across multiple exhibitions.
