How to Add a Sale Record

Overview

A sale record is your permanent log of an artwork you sold, including sales that happened outside the marketplace, so your order history and public sales presence stay accurate even when the transaction did not go through the platform checkout.

Who it’s for — artists and galleries; it handles two cases, artwork already in your inventory and artwork you need to upload first.
What saving does — adds it to your Sales Records list with the buyer, sale date, sale price, and status, and flips the artwork’s inventory status to Sold.
What it does not do — create an order, invoice, or payment, or change your Total sales figure (which counts sales paid through Cohart).
What you can also do — show your sales on your public profile through the Show sales in public profile toggle.

Before you start

An artist or gallery seller account; Sales Record lives under Sales in the seller dashboard.
The artwork already in your inventory to pick it with Yes, select artwork. Have its title, year, materials, or dimensions handy to recognise it. If the piece is not on the platform yet, choose No, upload new instead, which opens the Upload Artwork form in a new tab — allow pop-up windows.
The buyer, price, and date ready. The buyer’s name for Search Buyer (or invite them with invite them! if they have no account), the sold price in the shown currency, and the sold date in DD / MM / YYYY form. Price and date are required — Save does nothing without them.
A per-sale fee to expect only when paid through Cohart. Recording an outside sale yourself incurs no fee, though you can still check the View all plans link on the Sales Records page.
Effect to know. Saving immediately marks the artwork Sold in your inventory; it does not create an order or payment or change your Total sales figure.

Steps

In the left sidebar, click Sales to expand the menu, then click Sales Record.

The Sales menu also contains Invoices, Shipping, Transactions, and Testimonials.

3. Click Add a new sale

On the Sales Records page, click Add a new sale.

The page shows your existing records. Use the tabs All sales, Sales on Cohart, and Sales outside Cohart to filter them, and the Name or email… search field to find a record by buyer. The Show sales in public profile toggle controls whether your sales appear on your public profile. Records are sorted by Newest first.

Click Add a new sale

4. Choose whether the artwork is already on Cohart

A dialog asks Is this artwork already on Cohart? Choose Yes, select artwork.

If the artwork is not on Cohart yet, choose No, upload new instead. This opens the Upload Artwork form in a new tab, where you can add the artwork and mark it Sold as part of the upload.

Choose whether the artwork is already on Cohart

5. Select the artwork you sold, then click Continue

Select the artwork you sold from your inventory, then click Continue.

The dialog shows each artwork’s title, year, materials, and dimensions.

Select the artwork you sold

6. Add the buyer

Enter the buyer’s name in the Search Buyer field and pick the matching account from the list, or click invite them! if the buyer is not on Cohart yet.

The price currency defaults to USD; the currency selector is next to the price field.

Add the sale details

7. Enter the sold price

Enter the SOLD PRICE* using the currency shown (🇺🇸 USD).

Pick the buyer and enter the sold price

8. Enter the sold date and click Save

Enter the SOLD DATE* — type into the DD / MM / YYYY fields or pick a day in the calendar — then click Save.

Enter the sold date and click Save

9. Check that the sale record was added

The dialog closes and the new record appears in the list in sale-date order (newest first), showing the buyer, Sale Date, Sale Price, and Status.

The new sale record appears in the list

Tips

Your artwork’s status in Inventory changes to Sold as soon as you save the record.
If the buyer is not on Cohart, type their name in Search Buyer and choose the Not on Cohart result, or click invite them! to send them an invitation.
A banner on the Sales Records page states the current per-sale fee for platform-paid sales — recording an outside sale by hand incurs no fee.
The Total sales figure does not change when you log an outside sale; it only counts sales paid through Cohart.

Troubleshooting

No artwork appears in the selection dialog → the artwork is not in your Inventory → add the artwork to your Inventory first. If the piece is not on Cohart, choose No, upload new instead of Yes, select artwork — but make sure your browser allows pop-up windows, because the upload form opens in a new tab.
The Save button does nothing → required fields are missing → SOLD PRICE and SOLD DATE are marked with * and are required.
The buyer search shows no results → the buyer has no Cohart account → invite them via invite them!.