Orders, payments, and payouts

An order is the commercial record of a sale. Build it carefully enough that the collector, gallery team, inventory, and reporting all tell the same story.

Create a draft order

Go to Sales → Orders → New Order. Select the customer, then add one or more artworks. A new order starts as a draft so you can review it before it reaches the collector.

Add the agreed price and any adjustments for discount, tax, shipping, or other charges. Use Customer Notes for information the collector should see and Internal Notes for gallery-only context.

Before saving, check the summary from top to bottom. Never rely on the artwork list price alone to represent negotiated sale terms.

Review before sending

Open the saved order and confirm:

• Collector name and email
• Correct work and edition, where applicable
• Currency and line-item price
• Discount and tax treatment
• Shipping or installation charges
• Deposit and payment terms
• Customer-facing notes

If the sale involves unusual tax, cross-border shipment, resale, or a third-party payer, pause and have the appropriate gallery specialist review it.

Send the order

Send order finalizes the draft and emails the collector a payment link. You can also use Copy payment link to share the collector-facing page through an agreed channel.

Open the link yourself before sending. This quick check catches the wrong collector, a missing line item, or an unclear note.

Understand payment status

Orders move through practical states including Draft, Unpaid, Partially paid, Paid, Cancelled, and Refunded. Payment records—not informal notes—should support the payment state.

Card payment can be taken through the collector link. Use Apply payment to record an external payment such as wire, check, cash, or another agreed method. Record the date, amount, method, and a useful reference.

Important: applying a payment records money received elsewhere; it does not move funds. Reconcile it against your bank or accounting source before marking the work complete.

Deposits and partial payment

For deposits, apply only the amount actually received. The order remains partially paid until total payments reach the amount due. Keep terms visible and avoid changing the original order total to mimic a deposit.

Cancellations and refunds

Cancel an order that will not proceed and has no payment requiring return. If money has already been received, follow the refund workflow and your payment processor procedures rather than using cancellation to erase the obligation.

Check the artwork status after any cancellation or refund. A work should only return to Available when the gallery has actually released it.

Artist payouts

Open Sales → Payouts to review amounts due to artists from eligible sales. Confirm the sale, commission arrangement, expenses, and prior payments against your signed agreement before completing a payout.

Keep payment processor balances, bank reconciliation, tax reporting, and artist statements in your normal financial controls. GalleryCamp's records support those controls but do not replace accounting review.

Close-out checklist

• Collector received the final order
• Every payment is recorded and reconciled
• Artwork and order statuses agree
• Shipping, collection, and insurance are arranged
• Artist payout obligation has been reviewed
• Required invoice, certificate, or supporting documents are complete