How to Manage Invoices

Overview

Managing invoices is how you follow through after building a bill: sending it, resending it, viewing exactly what the buyer sees, and editing it when details change.

Who it’s for — artists and galleries working their existing invoices.
Where it happens — the Invoices page, where each card shows the invoice number, items, creation date, total, recipient, order status (Open, Paid, In Transit, Pickup Ready, Completed, Canceled, or Returned), and last-sent time.
What sending does — updates the card immediately: the button flips from Send Invoice to Resend, and the recipient and timestamp fill in.
What viewing does — opens the buyer’s secure checkout in a new tab, which shows a PAID banner once the order is being prepared.
What you end up with — invoices sent, re-sent where needed, corrected within the editing limits, and tracked to paid or open.

Before you start

An artist or gallery seller account with at least one existing invoice. If you have none yet, create one first as described in How to Create an Invoice on Cohart, then return here.
The buyer’s full name and a correct email address, ready for sending. The message to the buyer is optional (up to 2,000 characters), but the email address is required and the invoice goes to it.
Awareness of the editing limits. Open invoices open the full Edit Invoice editor, while paid invoices only allow buyer-information changes through the Update Invoice Buyer Information dialog, and paid invoices can no longer be sent.

Send Invoice and Resend email the buyer a secure payment link immediately — double-check the address first. Only Open invoices can be sent, resent, or fully edited; a paid invoice in a later state (In Transit, Pickup Ready) can only have its buyer information edited. If checkout shows an expiry notice, the invoice can no longer be paid (a legacy invoice, or your payout account is not connected) — reconnect the financial account or issue a new invoice instead.

Steps

The login page with the email address field highlighted

After signing in you land on your dashboard. In the left-hand navigation, click Sales.

3. Open Invoices

In the Sales menu you will see Invoices, Sales Record, Shipping, Transactions, and Testimonials. Click Invoices.

4. Review the Invoices page

Each invoice appears as a card showing the Invoice #, Items, Created On, Total Order, Sent to, Order Status (Open, Paid, In Transit, Pickup Ready, Completed, Canceled, or Returned), and Last sent.

View appears on every card.
Edit is available while the invoice can still be changed — an Open invoice, or buyer-information updates in later fulfillment states.
Invoices that have not been sent yet also show Send Invoice; invoices already sent show Resend instead. Paid invoices can be sent again only in later fulfillment states, where Edit updates buyer information.

The page also shows your Total sales, the Invoice creations counter (for example 0/2 on the free plan), and a Create a new invoice button. Use the page numbers at the bottom (for example 1-5of5) to move through more than ten invoices.

The Invoices page with the Send Invoice button highlighted

5. Send an invoice to a buyer

Click Send Invoice on the invoice you want to send. The Send Invoice to Buyer dialog opens with a note: “The buyer will receive an email with a secure link to view and pay the invoice.”

Fill in:

BUYER’S NAME — the buyer’s full name.
EMAIL ADDRESS — required. The invoice is emailed to this address.
MESSAGE TO BUYER — optional, up to 2,000 characters. The message is included in the email.

Then click Send Invoice. You can click Cancel to close the dialog without sending.

The Send Invoice to Buyer dialog with the buyer details filled in and the Send Invoice button highlighted

6. Confirm the invoice was sent

Back on the Invoices page, the card updates immediately:

The Send Invoice button becomes Resend.
Sent to shows the buyer’s email address.
Last sent shows the date and time the invoice was emailed.

Click Resend to email the invoice to the buyer again. [UNVERIFIED — check manually: the resend dialog was not submitted, so confirm its contents first.]

The sent invoice card with the Resend button highlighted

7. View an invoice

Click View on an invoice card. The secure checkout page opens in a new tab, showing the invoice number, the seller (FROM), the items, and the ORDER SUMMARY with subtotal, tax, and total.

If the invoice has been paid, the page shows the banner “This invoice has been paid” and the note “This invoice has already been paid and the order is being prepared.”

The secure checkout page for a paid invoice, with the paid banner highlighted

8. Edit an open invoice

Click Edit on an invoice with Order Status Open. The Edit Invoice page opens in a new tab with:

BUYER INFORMATION — FULL NAME, EMAIL ADDRESS, and MESSAGE TO BUYER.
ITEMS — each item’s NAME, SALE PRICE*, and DISCOUNT. Use Add item from inventory or Add a custom item to change the line items.
SALES TAX — ZIPCODE and SALES TAX, plus the option to handle sales tax yourself.
THIS IS WHAT YOUR BUYER WILL SEE — a live preview of the invoice and checkout page.

Click Save to keep your changes, or Cancel to discard them. [UNVERIFIED — check manually: Collect Payment, Send, and saving an edited invoice were not submitted, so confirm those results first.]

The Edit Invoice page with the Save button highlighted

9. Edit a paid invoice: buyer information only

Click Edit on an invoice in a later fulfillment state (for example In Transit or Pickup Ready). The Update Invoice Buyer Information dialog opens with the note: “Since the invoice has been paid, you can only edit the buyer’s information.” An invoice whose status is exactly Paid has no Edit control.

Update BUYER’S NAME, EMAIL ADDRESS, or MESSAGE TO BUYER, then click Update, or click Cancel to close the dialog.

The Update Invoice Buyer Information dialog with the Update button highlighted

Tips

The Invoice creations counter tracks how many invoices your plan allows. If it reads 0/2, you can create two invoices before upgrading (Upgrade plan or View all plans). The allowance is monthly — Free 2, Pro 5, Growth and Premier unlimited — and on a paid yearly subscription it is granted as 12× the monthly figure for the year.
Paid invoices are locked down. The checkout shows the paid banner, there is no Send Invoice or Resend button while the status is exactly Paid, and in later fulfillment states Edit only lets you change buyer information.
Only Open invoices can be sent, resent, or fully edited — all later states are locked.
Paid invoices can’t be deleted by the seller. To cancel, refund, or remove a paid invoice, contact the Cohart team at support@cohart.com with the invoice number, and they will help you with it.
A cookie banner overlapping the dialog buttons does not block use. Accept or reject cookies first; the dialog stays usable either way.
The invoice list paginates at ten invoices per page (Items per page | 10).

Troubleshooting

You want to delete an invoice that is already Paid → sellers can’t delete paid invoices → contact the Cohart team at support@cohart.com with the invoice number, and they will help you cancel or refund it.
Buyer reports they cannot pay and checkout shows “This invoice has expired — This invoice is no longer valid and can no longer be paid. Please create a new invoice to continue the sale.” with a Create new invoice link → the invoice can no longer be paid, either because it is a legacy invoice or because your payout account is not connected → reconnect your financial account (or create a new invoice) to continue the sale.
You do not see the Sales menu → you may be signed in to a buyer account, since the Sales menu is part of the artist dashboard → use an artist or gallery account instead.
Buyer says they never received the invoice email → the EMAIL ADDRESS may be wrong or the email was missed → check Sent to and Last sent on the card, verify the required EMAIL ADDRESS, then click Resend.