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Sales

Sales, invoices and consignments, linked to every work and contact.

From offers and holds to sales and donations, WrkLst provides the structure to accurately record both in-house and external transactions, complete with detailed financial information — fully searchable and linked to contacts and artworks.
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WrkLst 10, with fictional works and people
Sales

Offers, holds, sales and donations

Customize sales records to reflect your specific scenario — whether it’s an auction, a museum sale, a consultant-mediated transaction or a third-party sale. Put a work on hold for three hours and the hold expires automatically; promote it to a sale, release it or record a payment in one quick dialog.

Everything is fully searchable and linked to contacts and artworks: type the title of a work and every offer, hold, sale and donation that carried it comes up, giving you quick access to all relevant information from any perspective.

Every sale can start as a lead — create the offer, hold or sale from it, and the lead follows that record through to Sale. See the CRM

  • Offer
  • Hold
  • Sale
  • Donation
  • External sale
  • Museum sale
The people behind every sale
Consignments

Loan forms, terms and expiry notices

Easily manage all incoming, outgoing and third-party consignments in one place — dates, consignor and consignee, terms, the consigned works with their prices and commissions, and the documents. See at a glance which way the art is moving, between whom and for how long. A consigned work reads as unavailable everywhere else in WrkLst, helping you make informed decisions when browsing available works.

With the calendar view, you can easily track current consignments and upcoming expirations, and WrkLst sends an email and an in-app notification before a consignment expires.

  • Incoming
  • Outgoing
  • Third-party
  • Consignment forms
  • Loan conditions
  • Expiry notices
  • Calendar view
Reports

Sales reports for every show

Open an exhibition or a consignment to see what it sold: the total, how much each colleague sold, and under each colleague every sale with its buyer, invoice and works. Your own sales, external sales and donations are grouped separately with their own totals, and a status bar shows where every work stands — sold, on hold, offered or available — by number of works or by value.

Track what the exhibition itself cost — shipping, framing, photography, the opening dinner — and download a cost report as a PDF or a spreadsheet.

  • By exhibition
  • By consignment
  • By facilitator
  • By channel
  • Production & framing costs
Exhibitions and what they cost
Invoices & payments

Invoices, payments and your bookkeeping

With its flexible template engine, WrkLst generates invoices, statements and more — the collector pays by card through a link, and the sale syncs to your bookkeeping without re-entering any data. Invoice bookkeeping adds numbered, locked invoices tuned to your country’s rules — GoBD, e-invoice and DATEV in Germany — and, optionally, bank and payment gateway reconciliation (Stripe, Shopify, QuickBooks) that marks invoices paid as the money arrives.

  1. Documents

    Your letterhead

    Generate invoices and statements from your own templates — logo, letterhead and typeface set once — itemised line by line, as Word, Excel, CSV or PDF.

  2. Finance

    Payment link

    Add a pay link to the invoice that takes the collector to a card payment through your own Stripe or Shopify Payments account — whichever gives you the better rate — or to the invoice in QuickBooks, if you keep your bookkeeping there; the invoice document can print the link with a QR code. If you pass the card fee on, the Stripe or Shopify payment adds it — 3 % unless you set your own default under Settings › Invoicing, and any sale can have its own. When the collector pays through the link, the sale is marked as paid automatically, and the outstanding amount shows at the top of the sale.

  3. Integrations

    QuickBooks & Lexware

    Send a sale to QuickBooks Online or Lexware Office in one click — the invoice and the contact, linked between WrkLst and your bookkeeping records.

  4. Accounting

    Income account

    Choose the income account a QuickBooks invoice posts to, right on the sale — so a primary sale and a resale can be booked separately.

  5. Sales

    Multiple spaces

    If you run more than one space, record which one a sale came from — with that space’s letterheads, and its own QuickBooks company if you keep separate bookkeeping.

  6. Accounting

    Invoice bookkeeping

    Optional: invoices, partial, advance and final invoices per sale as numbered, locked documents, mistakes corrected with a cancellation invoice, a history per document and every document in the Invoices view — tuned to the rules of your country: Germany (GoBD, e-invoice, DATEV), Austria, the rest of the EU, the UK or the US. Off until you switch it on under Settings › Accounting; the free invoice documents keep working either way.

  7. Accounting

    E-invoice (ZUGFeRD)

    In the EU, every invoice PDF carries the structured EN 16931 e-invoice inside it — ZUGFeRD, with the XRechnung profile in Germany — so it reaches your client’s bookkeeping as data, not as a picture, with the seller details § 14 UStG asks for and the right note for the small-business rule, the margin scheme, an export or an intra-Community supply.

  8. Accounting

    DATEV export & payments

    Book payments per invoice — automatically from your bank, Stripe, Shopify Payments and QuickBooks Payments, or by hand — and, in Germany and Austria, hand your tax advisor a DATEV Buchungsstapel, SKR04 by default, with the payments optionally included as bank against debtor. A yearly archive and a verification run keep the trail intact.

  9. Finance

    Bank & payment gateway reconciliation

    Every incoming payment in one stream, grouped by the account it landed on: your bank — read online from German banks over FinTS, linked in your own Stripe for a US checking or savings account, or taken from the statement file any other bank’s e-banking exports (camt.053, MT940, OFX, QIF, CSV or Excel, a spreadsheet’s columns matched once and remembered) — PayPal through its activity file, and Stripe, Shopify and QuickBooks. A payment that names an invoice or a sale and fits the amount is booked by itself, one transfer for several invoices included; the rest come with ranked suggestions you confirm with one click. Book part payments, take a booking back with a reason, or set a transfer aside. Optional per account.

Tax assistance: VAT and sales tax suggested on every sale Everything WrkLst connects to
What it costs to sell

No commission on your sales. Priced by the size of your archive.

WrkLst takes 0 % of your sales: no percentage, no listing fee and no payment margin. Card payments run through your own Stripe or Shopify Payments account — whichever gives you the better rate — so the money goes directly from the collector to you, and the only fees are the payment provider’s own.

Your subscription is priced by the number of records and users in your account, with no charge on the sale itself.

See the pricing

Frequently asked questions

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