Plenty of work sells in the room, over the phone, or by arrangement. Recording those sales in Crafted Call keeps your inventory honest, notifies the artist, and puts the sale into the same reporting as everything you sold online. This article covers recording an offline sale, what happens next, and how commission is worked out.
For sales the buyer pays for online, see Selling Artwork Online. You do not record those by hand.
Recording an offline sale
The Record Sale action appears on the submission for an accepted piece, and in the exhibition editor on the artwork itself.
Open the piece and choose Record Sale.
Enter the Sale Price. The list price is shown next to the field so you can see what changed.
Choose a Payment Method: Cash, Check, Bank Transfer, Donation or Other.
Set the Transaction Date if it was not today.
Add a Reference # for a cheque number or a bank reference.
Add the Buyer Name, Buyer Email and Buyer Phone. The email matters if you want the buyer reachable later.
Add Notes for anything else about the transaction.
Save.
No payment is taken and no Stripe or platform fees are applied. You are recording money that already changed hands.
Record Sale is only available while the exhibition is open or closing. Once sales tracking is closed for a show, use a purchase link instead. The button tells you when that is the case.
What happens after you record
The artwork is marked Sold and the Sold badge appears on your public pages, with the price struck through.
The linked submission moves to a sold status.
The artist is notified with the standard sold email.
Your commission and the estimated artist payout are recorded against the sale.
If you only need to flag a piece as unavailable without recording a transaction, the artwork editor has a Mark as Sold checkbox. Use Record Sale when there is a buyer and a price to capture, and the checkbox when you are just correcting what is shown publicly.
Commission
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Commission comes from the rate set on your organization, applied to the sale total, with the remainder shown as the estimated artist payout. Set your standard rate once rather than calculating it per sale. See Commission Settings.
Payouts to artists are a separate step. See Artist Payouts.
Online and offline together
Your Orders list at Admin → Orders is where online purchases live. Recorded offline sales mark the artwork sold and update the submission, so a piece never shows as available after you have sold it in the room.
The two paths reconcile rather than collide. If you record a sale by hand and a matching purchase-link payment turns up afterwards, the payment is treated as the record of truth and the buyer details are filled in from it. The piece is not sold twice.
Refunds
Refunds are issued against an order, not against a manually recorded sale, and they go back through the payment provider that took the money. See Issuing Refunds.
For a cash or cheque sale you recorded yourself, reversing it is a conversation and a record adjustment on your side, not a refund Crafted Call can process.
Best practice
Record promptly. A piece that sold on Saturday and is still listed on Monday is a conversation you do not want.
Capture the buyer's email. It is what makes the sale traceable later.
Use the reference field. A cheque number in the record saves an hour at reconciliation.
Agree the price before you enter it. Commission is calculated from what you record.
Troubleshooting
Record Sale is disabled.
Sales tracking is closed for that exhibition. Use a purchase link for the piece instead.
I recorded the wrong price.
Correct the record rather than adding a second sale, so commission and reporting are calculated once.
The artist was not notified.
The notification goes out when the sale is recorded. Check the artist's email address on their profile.
A piece shows as available after I sold it.
Confirm the sale was recorded against the right artwork, and that it is the same piece the public page is showing.
