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. It exists so your dashboard totals, order history, and public sales presence stay accurate even when the transaction did not go through the platform checkout. This feature is for artists and galleries, and it handles two cases: artwork already in your inventory and artwork you need to upload first. Saving a record adds it to your Sales Records list with the buyer, sale date, sale price, and status, and it flips the artwork’s inventory status to Sold. Your Total sales figure updates at the same time. If you enable it, your sales also appear on your public profile through the Show sales in public profile toggle. By the end of this guide you will have a saved record at the top of your list with the correct buyer, price, and date.

Before you start

• You need an artist or gallery seller account; Sales Record lives under Sales in the seller dashboard.
• The artwork must already be 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, so allow pop-up windows.
• Have 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.
• New sales may carry a per-sale fee, so check the View all plans link on the Sales Records page before you record.
• Effect to know: saving immediately marks the artwork Sold in your inventory and updates your Total sales figure.

Steps

1. Sign in to Cohart

Sign in with your email address and password, or use Google or Apple.

2. Open the Sales menu and go to Sales Record

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.

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.

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.

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.

7. Enter the sold price

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

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.

9. Check that the sale record was added

The dialog closes and the new record appears at the top of the list, showing the buyer, Sale Date, Sale Price, and Status.

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 new sales — check it and the View all plans link before recording a sale, since the rate can change.
• The Total sales figure at the top of the page updates as you add records.

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!.