A Guide for Artists: Organize and Grow Your Art Business with ARTWORK ARCHIVE | Carrie Lacey Boerio | Skillshare

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A Guide for Artists: Organize and Grow Your Art Business with ARTWORK ARCHIVE

teacher avatar Carrie Lacey Boerio, Artist and Entrepreneur

Watch this class and thousands more

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Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Watch this class and thousands more

Get unlimited access to every class
Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Lessons in This Class

9 Lessons (54m)
    • 1. Introduction

      2:04
    • 2. Adding Contacts and Locations

      7:33
    • 3. Adding Reminders and Documents

      3:53
    • 4. Managing Artwork Inventory

      11:29
    • 5. Sharing Your Profile and Portfolio

      5:14
    • 6. Applying for Opportunities

      4:32
    • 7. Working with Galleries and Collectors

      11:05
    • 8. Tracking Finances and Using Insights

      3:47
    • 9. More Resources and Getting Started

      4:10
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About This Class

Overview:  

If you are an artist who wants to get organized and grow your business, this class is for you. I will show you how to manage all aspects of your art business in one place, with an online software program called ARTWORK ARCHIVE. My bite-sized lessons walk you through how I use this tool to streamline the business side of my life as an artist. This is the class I wish I could have taken when I started making, showing and selling art!

Who should take this class?

This class will help artists in any stage of their career, working in any medium from anywhere in the world, including those who already use Artwork Archive. You don’t need any prior knowledge or materials. I will teach on my laptop, but the program also works on your tablet or smartphone.

Artwork Archive is a popular online program that costs about $6 per month. If you want to try it for free during or after the class, just go to www.artworkarchive.com/carrie to get their 30-day trial and a 20% discount for the first year if you decide to subscribe. I’ve been using it for about four years.

Why I made this class to help you make a living making art

When I decided to leave my office job to become a full-time artist I had a lot to learn about becoming a creative entrepreneur. I quickly found out I would be juggling all kinds of information... images of my artwork, where it was showing, who bought it and for how much, contact info for people, deadlines for applications, income and expenses... the list was long. At first, I tried doing it myself with spreadsheets, then I started researching better solutions, and found Artwork Archive. 

I love that my data is backed up daily. And I love that I can get push-button reports and make online "private rooms" for working with galleries and collectors. All of this saves me time and lets me present myself as a professional. You can also use the program to schedule reminders, store all kinds of documents, and manage your art business finances. I was motivated to offer this class because the other teachers on Skillshare gave me real-world advice that helped me make the leap into my art career. Now I sell original art, make commissioned works, illustrate children’s books and license my art on products. (It’s honestly the best job in the world.) Visit me at www.carrielaceyboerio.com or follow me on social media @carrielaceyboerio.

What will you learn?

After watching the step-by-step video lessons, you will be able to:

  1. Add your contacts and locations
  2. Add reminders and documents
  3. Manage your artwork inventory
  4. Share your profile and portfolio
  5. Apply for opportunities
  6. Work with galleries and collectors
  7. Track finances and use insights
  8. See more resources and get started

It's easier than you think to get organized and grow your art income

Download my WORKFLOW TIPS from the class resources to see how the tools I demonstrate in Artwork Archive can streamline each step in your business. Follow me to get alerts when new classes are posted and let me know if you have any questions. I’m here to help!

Meet Your Teacher

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Carrie Lacey Boerio

Artist and Entrepreneur

Teacher

Hello, I'm Carrie Lacey Boerio. 

I am a full-time, self-taught artist and entrepreneur. After many years of working for nonprofits, I was ready for my next chapter. I started seriously studying painting in my free time while still working at my day job. At the same time, I was learning about the business of art. Three years later, I was selling enough original and commissioned art to make the leap to full-time. I even illustrated a children's book. I can't even begin to describe how much I love making my living making art.

I'm teaching on Skillshare be cause it has been such a fantastic resource for me. I love that the classes offer a real person's firsthand experience, whether it's about creating, using software or building a business.&n... See full profile

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Transcripts

1. Introduction: And welcome. This class is for any artist who wants to build and streamline their art business. Taking these kinds of classes out me transition from full-time employee to full-time artist. That's one reason I made this class. The other reason is this is the class I wish I could have taken when I started making and selling our, our work archive is popular online program that you can subscribe to for about $6 a month. It also has a 30 day free trial. It's been around since 2010 and I've been using it for four years. I like that. It gives me a way to keep everything in one place. And I liked the way it combines images and information for these push-button reports. This is for artists in any stage of their career who work in any medium. And it works from anywhere in the world. On any device. I use step-by-step, bite-sized video demonstrations to show you exactly how the tools inside this program can help you. After this class, you will be ready to add your people and places. Add reminders and documents you use often like your CV manager, artwork, inventory, so you have a record of what it looks like, where it is, who he sold it to. Share your portfolio and profile that you create publicly or privately. It will help you apply for opportunities. Work with galleries and collectors, keep track of all the money side of your business and get a bird's eye view of it. And then I'll show you more resources and give you some tips to get started to try the program during or after the class. Get the free trial in 20% off your first year. Add artwork Archive.com, forward slash carry. All right, let's go to the first lesson and I'll show you how this works. 2. Adding Contacts and Locations: Okay, let's get started by adding the people that you're working with and the locations where things are happening in your business. Okay, Let's start by adding some of your people to artwork archive. I would recommend when you first start out to just add one or two current records to get started. So you might want to add or one or two people that you're currently working with. You would click on this contacts tab. And it'll show you the list of all the records you've already entered. We're going to look at how you would add a new contact rate up here at the top. And you'll open this form that lets you enter as much information as you would like about a person, the name, address, phone, birthday, all kinds of things, their website. And you'll see the only mandatory field here is this one. Often asterisk means mandatory and all you'd have to put in is the name. So you could enter a name and then come back later and enter more information or just use in, that's all you need, which I love that you don't you're not required to put all this in to have a record. So let's look at a contact I've already created so that you don't have to watch me type. This is Anthony. So what you'll see is anywhere in our artwork archive that you see blue letters. That means that's a live link to something. So here's the Anthony's record. Here's his address. Here's what role he plays in my business. He's a collector. He has purchased this painting. I can add files to his record like maybe purchase order or a testimonial or contract. So let's look at what his form looks like filled Allah's hit Edit. So you can see what I've done is put in his email, which is helpful. I would suggest that you do use at least want email and you're first entering your information because there are places inside the program where you can send information from inside here via email, just a click of a button, so you'll like that. And what I've done is assigned him to this group. I could say he's also a gift recipient. Maybe I gave him something and he bought something. I can also assign him to a location. Maybe he works at this law firm where I exhibit. And then I would just hit Update contact. You can also save a photo of a person if you'd like. And you can add a reminder. So I could click here and say, all you have to do is enter two fields here. So I might say, in June, I'm going to invite to the Arts Festival. So I will click Save. And then I would have all the information I need for this person. And as I said at the beginning, like everything is interrelated. So the reminders, the sales, the groups, all those things, locations are all interrelated. So let's look next at the groups. So we saw when we were entering people, when we added a contact that you could assign them to a group for the role they play in your business. And so where you can see all of those groups is if you click on the Contacts tab where we saw that link to add a new contact. Right next to it there's a folder called groups. So let's click on that. These are the groups that I've created and you can create anything you want. And what you can do is show them, added them or delete them as top. I'm going to show my group of funders. Don't, well, let's do collectors. So I'll show me everybody that I've assigned as a collector. So I have 44 collectors in here right now. I can clear that filter or I can look up people buy these pieces of information. And I could go back to groups and they enter a new group. So maybe I've thought of something else. I've entered somebody. And I do a lot, Let's say I do a lot of art fairs. I could say, I want a group called Art Fair organizers. And save that. You can also create a group right from inside the contact form for when you make a new contact. And it'll just add them to this list. So that's how easy it is to assign people to the role that they play. Okay, What about places? What we'll do is click on this locations tab on the left-hand side, and then click on new location. And this is the form that pops up where you can enter all the places where your art might be being exhibited, are shown, are sold, and maybe even where they're stored. So again, there's only one place that's mandatory, the name that you give the location. And then if you want to, you can add these other fields. So let's look at allocation that I've already saved. Let's go to that allotrope Art Center. So again, if it's in blue, that means that's a live link. And I could to show the record or I could edit the record. Let's just look at it. So what you see here is where is it? Who is her contact information? The pieces that are there right now. And I have a couple of contacts associated with it. And then across the top you'll see I can edit it. I can manage inventory so I could add paintings or add art to this location or return them from location to my inventory or my studio. I could add a reminder. I could see what I've shown there in the past. I could look at my sales over here. And anytime that you are in any list of fields or records that you've entered. You can always search up here too. So we'll look at how to use all the tools that go with the contacts and locations. When we do the last one on working with galleries and collectors. 3. Adding Reminders and Documents: Let me show you here how you can keep track of your schedule. Give yourself reminders, and store business documents that you use often or that you want to share inside of artwork archive. Okay, let's look at this schedule tab over here on the left. If you click on this, it will show you a list of any reminders that you had entered. An artwork archive. Reminder can be added inside any records. So this was added inside Anthony's record. This was added inside one of the galleries records. Or you could add a general reminder. Up here on the left you see this ad general reminders. So you could click on this and you could put something maybe that's not related to a record. So maybe next month I want to remember to draft a new blog post. I could say seeing that reminder. And then what will happen is every Monday artwork archive would email you something that looks exactly like this. You'll see what things you have coming up and it'll help you make sure nothing kind of fall through the cracks. That's how easy it is to use reminders. Next, we'll look at ways that you can store your documents, your business documents. Okay, let's look at this tab over here called My Docs. If we click on that, you'll see that artwork archive has set up a specific place for you to save your current or even past. You can put more than one. Resume, your artist bio, your artist statement, proposals, maybe press that you've had other files that you might want to add. So let's see how it works. If you click on new document, you get a form and you get to pick what kind of document you want to enter or upload. And then you simply add a description, a name, a, D. And then you would click on this Choose File button and navigate to wherever the files on your computer and saving. So let's look at one that I've already saved in press. My starters also an artist and we had a nice feature story in a magazine. So what I could do when I click on that live link is view the file downloaded to my computer, copy the place where it lives on the Internet and send it to someone, edit it or look at the share button. So this we had talked about adding an email addresses for your contacts. And this is one of the reasons why I could say, I really like this article. I don't know if everybody seen it. I want to share it and I can choose. I'm going to share it with Anthony. And it'll automatically enter his email address. And then I could put a message with it, send myself a copy, hit Send, and it would actually send email, that PDF, right to that contact directly from inside here, which is really convenient. There's two ways to enter a document. You can either hit this new document button or go to the place where you would want to enter it and then hit new. So it's just that simple to store all the business documents that you're using currently. Reading into artwork, archiving. 4. Managing Artwork Inventory: Welcome back. Let me show you now how to manage your artwork inventory. Before you start adding artwork to your artwork archive account. You can go up to this upper right-hand corner and click on that, and then click on Account. And that's where you can choose the currency in units of measurement. So since I'm in Columbus, Ohio, no, I'm doing dollars and inches from my units of measurement. And then to add a new piece, it's just as simple as clicking on this button over here on the top called new piece. And it brings up the blank form. You enter the title. You can choose the file that's the image that you want to show. You can also add ten more images. And so I'll show you how I use that to show like what the work looks like in a room or my process of making the art. You could put that can be pretty big too. You can go up to 30 megabytes in size. You can choose what type of art it is. Is it a painting, a drawing, a sculpture? What medium? You know, oil or watercolor, the subject matter. And you can enter as many kinds of things as you want in here. Like if the medium that you use isn't listed, you can add it to the list. Tags are great for getting the work found wherever you're showing it or for you to find it again. So I'll show you how I use those to describe the work so that I can find it again easily. The creation date, when was the work made? Give a retail price and wholesale price and description. So over on the right, you see the status. Is it available? Is it been sold, lost, gifted, they have a lot of choices for you. Destroyed. That happens. Specifications are unframed. How, how big is it? You can add other information here about the kind of paper. If you're doing other things besides visual, you know, how long is your video, how long is your audio? Is it signed? Is there anything special about that? And then this area about the public profile, we'll get into that in the next module. And then you can sort your work into collections. So these are ones you create yourself. I've created these different choices to add my work, to sort of group my work by subject matter. And then where's your work? And you can choose from all the locations that we created earlier. If you don't enter location, the default is your inventory, which is great because the software setup to show you what's in your inventory. So let's look at. Form has already been completed. And then this will make more sense. So we'll go to pieces. Let's look at my Paris painting. So you can see here that I have added other images. What is this work looking like somewhere else? This is part of the process of it being made. Part of the process of it being made. So you can add all those images up to 10. The current location is tagged me in a law firm. I could change the location here. I can see that before this, it was showing the grout, the Granville gallery that I exhibit in some times. I entered it in exhibition. Also in Granville. It shows the size, the medium, the price. I don't have a wholesale price, so that's just the retail price. And then I want to talk about this. The inventory number that you enter in the form. I like to have a naming system convention, so I do the year than the month, than the day, then the title because it's easier for me to sort anywhere by when it was created. Then I assign this to the collections for landscape and seascape. And then here's the kind of tags that I'm adding. This is in Europe, it's Paris. It's Twilight is dusk like things might be looking for if they were searching for a painting of a certain kind. I did a description of how and why it was made. We were in Europe and then the lights came on and I thought, Oh my gosh, this is the greatest moments. Took a bunch of pictures of the Eiffel Tower. And then I describe what the work will look like when it comes to them that, you know, it's an original painting. It's on this kind of materials, this big, it's ready to hang as wired where it's framed or unframed. I do have this showing on my public profile which will show you soon. And this is where you can see runs and additions and reproductions. So if you make multiples, have an original, like if you're doing screen prints or something like that, you can use this tool. If you are making reproductions of something, you can use this tool. So let's look at that. And then so I could say, oh, I'm going to make reproductions of this Paris painting. And then I could say how many, what were they going to sell for? What were their size B. And then I could have those as pieces. And also that I'm tracking and our work archive. So let's see what else have we not seen her? I think that's pretty much it. If we look across the top here for any piece, you'll see that you can click on here to edit this record. You can copy a piece which is interesting. So if you're making work in a series and a lot of the things are the same. You might want to just make a copy of the record and then just change the things that are different. Let's register a sale. Let's do that. Let's say that this painting sold to Anthony because he works at the law firm, wear a tank and you want to pair a Swanson. He really likes him. I could say whether there was any kind of discount, whether it had to give him commission to a venue or an agent. If the tax has been added on any kind of notes where it sold from. And again, it'll just be your inventory if you don't have a location and then oh, it's sold, you want to remove it from the law firm now, you might not like maybe it's going to hang until the end of the show or the end of the month before you give it to Anthony. And then you hit Save sale. And that'll show up in other places where your income will show. I could also click here to get an invoice. And we'll talk more about those kinds of reports to. So let's look at the navigation, the other things you can do with your artwork. So we have our pieces, we have the additions, and I don't make multiple original, so I don't use that section, but you can see that it describes it as lithograph, cast sculptures, other things that you might make in multiples. I have done, have sold some prints. So here's an ink drawing and print of the Short North at dusk. And then if you click on that, you can see I'll, I sold the first one to this person, $75. And I can click on that person, I can click on that sale. So that's a nice thing to have if you do a lot of reproductions. We looked at collections, grouping your work. And so these are the collections that I've created. And I can show those, edit or delete those. So for example, I might want to show my florals. Look at this grouping of florals. And that's convenient for a lot of reasons, especially when we go look at our public profile, which will be in the next module. So let's see, we have private rooms. We'll talk more about that too, and we talk about working with collectors and galleries. The other thing I want to show you before we leave the artwork tabs is there are a lot of ways to view your artwork. So right now we're in this gallery view. There's this view, ListView, which is nice if you want to just edit or edit a record or just edit like a piece of a record. And you want to scroll through your art. There's also this view which they call table view, or you can see even more of the art. And then sort of scroll through to do what you wanna do where or look for a particular piece. And then this view, and I think this is a good one if you're wanting to, if you're in a private meeting with someone and you want to show them maybe works you have available or something like that. So those are the ways to view your inventory. You can also filter. So I have all my art here. I could say, Oh, I just really want to see what has been donated. And then it'll go to that. Or maybe I only get lonely. Want to see I can hit clear all filters. Maybe I want to see it by where something is by when I made it, made it by the price. There's a lot of ways to filter and sort. I can see just a collection by a client. So it's really a pretty robust way to see your art and then do something with that filter group. So I think that's all we would need to see for adding and managing our art. Oh, there's one other thing. So when you're looking at your poll group of art, you see this in bulk actions up here. You could upload a bunch of art at once and then go in and add details later. You could delete a bunch of art at once, and then you can hide art. So I have a piece that I'm revising. So it's hidden. Let's see. I think that's everything we've seen. How to enter, how to look at them, how to record a sale. There's one other thing. So if I have this piece of art and you could also register that you're donating it or gifting it in it works the same way. So I could say, I've decided to give this to someone or someplace. This is someplace that I've donated art. This is a person to whom I've given art, so it will still keep track of where it's gone even if it wasn't a sale. All right, next we'll see how to share our art. 5. Sharing Your Profile and Portfolio: Let's talk about creating your profile and sharing it in our Ricard Pat. Why would you want to do that? Well, I require archive is used by other people besides artists, and you can get discovered by them on her cat. So this is the artwork archive website. I went to the features and you can see that there's things that work for this program for artists, collectors in organizations like institutions and universities. Mana collectors page. So you can see, you know, there's all kinds of tools for them, just like there are tools for us. They can catalog, Are they can invoice people, they can manage contacts just like we do. And so what we'll talk about next is how you can create this profile and share it and have it seen by these collectors. Alright, let's see how you would create your profile and artwork archive. It's way down at the bottom of this left navigation. Just click on that. And then it will ask you to fill out pieces of this form and you can do as much as you want. Again, the only mandatory field here is your name. So I have chosen a profile picture. I put my basic info in, I have my logo. You can put in links to your social media, which I recommend. And then inside here, you can talk about yourself more. You can put in a cover photo, a bio, your biography. So let's go look at my profile. You can view it from here on the left navigation or here. Take a look at what I have. So I have all of these things about me. There's the buttons that go to my social media. You can see more portfolio, which is here to the right. You can filter my portfolio or search my portfolio. You can see what I've entered about myself. I have my statement and my CV. You can enter news. So I can put as many posts as I want here. I put the magazine article that was out recently for people to read. And you can look at my collections the way that I've sorted my work, which we talked about when we added artwork. And so let me go back to what it looks like where you're entering these things. So this is where we did the post about magazine article. And then this is where we decide which piece at what we want people to see when they click on that portfolio. So you can make it public or not. And you can decide what people will see when they click on a painting. Well, they see whether it's sold or not, how much it costs. You get to pick all of those things where it is you get to decide. See, so when they're my portfolio and they click on this piece, I decide what information is over here on the right. And you can assign works here and public pieces. You can decide which art people will see and maybe what you don't want them to see. And I have to do is click on this button on the right. I might say, you know, not that proud of that piece. I am better art now. I don't want that to be public anymore. And now it just won't shop on my portfolio. There's one more thing I wanted to show you in here, where you create your portfolio, this integration button I really like. So you can embed the code for this portfolio and then put it anywhere you want. So I have it in my website. Let's see, Scott on my website. I have my available art in Shopify, but then I also have this link to portfolio. And if you click on it, this is my artwork archive portfolio. It's just been embedded into my website so it doesn't look like something different. It looks like it belongs here. But anytime I make a change in artwork archive, it'll show up here, which is fabulous. I don't have to double enter anything, you know, sold, worker available, work, anything like that. So the other thing you can do, if you're in your public profile, you can decide to share this work through a social media post. So I could click on facebook and this would go to my Facebook account and I could write a post about it and it would post this image and lengthen back to here. So somebody's interested in purchasing it, are inquiring about it. They can. I think that's all we need to really know to get started with the portfolio. Next, I'll show you how all these tools can work together to help you apply for opportunities. 6. Applying for Opportunities: Okay, Let's talk about applying for opportunities. First. We can look at calls for entry. There are all kinds of things that you might want to keep track of an artwork archive in terms of deadlines in art that might be assigned to a competition or using the documents that you've stored to apply for a residency. All kinds of things that you might want to keep track of in your own career. Record Archive actually has a resource for you for calls for entry. So down on the bottom left of the navigation, you'll have to probably scroll down to see it. This live link calls for entry. They have them sorted by date, by what kind of opportunity, by what kind of art you make, and where you live, by the deadline. A lot of them are national or regional. And anybody can submit one up here. So this is a great place to look if you want to find a new kind of opportunity to apply for. Okay, to work with exhibitions and artwork Archive. Let's go to the left navigation and click on the exhibitions tab. And all you have to do is click on this New button to create anything basically that you are applying for. It can be an exhibition. So let's say I'm going to apply for a competition. And you can say what it is. I'll say, Oh, if it's competition, is it a seller or group show? A group show. And then I can put all the information about it. Curator, who's the juror? Is it going to be aligners? Going to be in person? If it's in an existing location, I can just choose that. And these are all optional fields. I can put in as much information as I'd like. And if it, if the piece is accepted in the show and it has a geographical location, it will automatically assign it to it for me based on the data, the exhibition. So this is nice, I could say when it actually starts, let's say it starts April 1st and the end of April. And the reception then would be the first weekend in April. And then I want to make sure I submit by this date. I can put in when they'll notify me when I have to deliver it, when I have to pick apart in the great thing about all of these dates is you don't have to do reminders in your schedule over here for these dates. Our artwork archive will automatically reminder of these dates when it sends your, your email every Monday morning. So that's really handy. And then after you save a competition or exhibition, you can assign pieces to it. So you click on this button. And I can say, I'm going to select pieces and they're going to automatically have the status of being submitted to this competition. So I might say, I think it's abstract kind of thing. So maybe I'll add these two. This is what I'm going to submit. And then I would assign them to the exhibition. And then anytime that I go to do something with that piece of art, I can remember, oh, no, I wanted to reserve that for this competition. I could even click on the piece of art and then change the status to reserved to make sure that I know not to sell it if it's going to be physically exhibited or physically sold at that exhibition. And then let's go to a record that already exists. So this was a museum in Ohio. I submitted two works in. One got in. So after you find out, after you get the notification, just click on whichever button applies to the work. And in the next module you'll see how to use these reports when you're working with exhibitions. So let's go to our next lesson. 7. Working with Galleries and Collectors: In this lesson, we'll talk about working with galleries and collectors. The first thing you might be doing is presenting your artwork. All right, let's use a private room to show your work to collector, or a gallery or a licensed agents, licensing agency, anybody that you want to show a particular collection of work privately or publicly. So I have a group that I abused her licensing for specific applications. Let's create one. Let's go to new room. And let's say that we're going to approach a new gallery. You don't know their name, let's just call them new gallery. Maybe we do want to show them our price. Whether it's sold or not. Let's just say all of these things are fine. And we will do a through Z default. So what we can do is assign pieces to the room. So maybe I like this watercolor, want to show them. My little boy. And maybe this space painting. And then I would say I'm Varner create this room. And then I can say whether it will be published or not. If you want to share it with someone, you'll have to publish it and no one will be able to find it. Won't be like the public can see it unless you send them a link to it. So I would say I do want to publish this and let's look at it first. Let's view the room. Okay, I'm just showing somebody these three works. That's fine. Now to get out of here, It's not very obvious how you leave viewing a new room. You have to go up to the upper right to Dashboard and click there, and I'll take you back to your artwork archive dashboard. So to share this, I would publish it. Ts, I do want to publish it. And then it'll give me the URL where this lives on the Internet. I can copy that and send it to someone or I can share to one of my contacts directly through artwork archive. So it would be, they would go, you would send them this link. They click on a link and then they would see this exact thing. They could click on a work, they can scroll through the works. So that's how that would work. Another way that you could show somebody personally work would be to go to your pieces of art in your artwork tab over here. And if you were in a room with them, let's say you wanted to just show them available work. You could go to the status and he would say, let me show them what I have available. It would filter and that's all that would be on the screen here. And then you could go to the slideshow view. Maybe you would want to present this way. So that's another option for you. Let's see what happens when you settle a work of art. You can go to peace, but you've sold and start from there. Or you can work from the contact that has the word for person if they've maybe gotten more than one thing at a time. So we had already, Let's come back to another theme. We talked about this a while ago. But you could, when you're in the piece, see this register sale Jony or gifts. So this is where you would register a CL. And we had already done that for this Paris painting. We decided Anthony was found to buy it from his law firm, but it was hanging. So what we can do is click over here on the right on this invoice tab and create an invoice for Anthony. We could save to maybe a month from now and then enter any notes, say thank you, or talked more about your copyright, something like that. And then you have choices for it. The invoice will look like I could have created one from a New South than an existing sale of their their shipping costs. Are there other things that you want to include in here? There is a way to include I'm a way a button for him paying me through PayPal, which you can set up in your account over here on the top right. But you're counting set that up. So I'll say yeah, I think they would like that. Well, I'm I'm partial payments, maybe not. So safety and voice. And it will have all the information that we had put in when we registered this day. And then you can view the invoice and here's what it will look like. He would get something that looks like this. Preview it. He would see something like this. And we have included the payment options. Could do one of those. We could send this to him via email. You can make edits to it. And there are a couple other places where you'll be able to see and voices. You can see it from the piece. You'll be able to see it from your sales and donations in your income. You're lot of places you can take a look at that. This easiest probably just you can see them, I believe, from his contact record, but it's easiest just to see it from the piece that you've invoiced or your sales records. We'll get more into these income and reports and insights in the next section. What else might you want to do after I sold this to him? Besides invoicing him, I might want to create a certificate of authenticity to give to him. And so again, it offers you all these options that you could include on it. I always do include my logo and website, email address. Include some text around how I retain the rights to the image from. I didn't steal this work from anybody or this image from anybody. And I would generate that report and where it will show up, it doesn't pop you right over to this Reports tab and that's where this report will show up. And when it's done being created. You can click on it and you'll have choices. You want to view it and download it onto your computer and put it. If somebody up the location where it lives on the Internet, where do you want to share it via e-mail through our archive. So this is what it look like. It will merge an image of the painting with the things that you want it on your certificate of authenticity. So I do give this to everybody who buys a work and sign-in data for their provenance. All right, Well, let's go and look at some more reports in it. So the great thing about artwork archive as you can get all these inter-related pieces of information that you submitted back out in reports already made for you. They're already templates that they'll just drop in your information. So for example, from this piece, the parents piece, if you click up here on this new report, beside, you can get that portfolio page and certificate of authenticity we looked at. If you go to a location, there's a lot of reports, so let's pick one. Let's do this gallery Granville. And new report. I could do a consignment report for things that I'm dropping off. Inventory report of all the current pieces. They have portfolio pages which is like a full page that has a big image of the work and details about it. While labels, if they are not making their own and maybe you're having a pop-up showing you how to print your own wall labels. This QR code labels is if you can get this feature if you upgrade to the highest level of our work archive, but I don't need that. You can get tear sheets, which are like a little thumbnail image. And so let's look at one. So here's a portfolio page that I made for our work, that I donated the work. And then it talks about the description and the size to medium, what the value was. Let's look at a set of wall labels. And you can choose whether you want them left or right justified and what information you want on them. So that's very, very handy. An exhibition report. So this was, I had a I was part of a group show not too long ago. And so when I went to deliver the art, I gave them these details. Consignment report. If you were you have an agreement with someone that they'll sell your work and take a commission. You can choose the groups of work that you're going to deliver. And here's what the tear sheet looks like. It's just you can get a lot more on a page. So if you're taking a lot of words somewhere, that might be handy. Okay. And then there are reports pretty much that you can get from every area of this entire piece of software. So we saw it from locations, from exhibitions. You could export them to a spreadsheet if you'd like. The contacts. The choices for reports are that you could see all of your contacts in a report or you could export them to a table to Excel. Let's see, We'll get to income next. Where else? O from the pieces themselves. So from this big giant where your area, where you have all of your art, you could do an inventory report from here or export all of your work to a table to just see every single thing that you have where you could filter it and then do an inventory report or tear sheet. So pretty much from anywhere or recolor artwork archive has decided to try and make it intuitive that wherever you are, should you need a report that then this little place in the upper left, you should be able to get one. And then if you click down here on this Reports tab, you'll see that that's where it's waiting for you. All right. Next we will see how to manage our finances and get insights into our business. 8. Tracking Finances and Using Insights: Hey, let's look at the money side of our business. Let me show you how you would enter income and expenses. If you click on the income tab over to the left, you'll get a choice of revenue and expenses. And if you click on that, you see that you can get new reports or you can add new items. And so reports can be created by the date, the type of income or expense, the category it falls into, who you paid or who paid. You will see a little bit more about that next. So here's how you add new income. You would just click on the income tab, revenue expenses, and then you'll see a form that says new income item. You can add a description of whatever the income is, then the amount. And so you can add a sale here, but you can also add income from other categories. So maybe you got an award or a commission, a fee for maybe teaching, a grant, licensing. And you can always add another category under this other revenue. But it's really good way to see your income broken down by your portfolio of income streams. And then there's room for you to add a memo if you wanted to keep any notes about it. And then who gave who? Phaedra the money. So maybe it was somebody who already have in your contacts. If not, you can create a new contact right here and then assign it to that. And it's just that simple to track money coming into your business, then you would just hit Save. And here's how you keep track of the money going out of your business. You click on revenue and expenses, new item, and then you have add an expense. So again, you get to put in the description the amount, and you can choose a category. And most of these categories relate to the IRS forms. So and you'll be able to see which of these you'll want to export to Excel and then used for tax purposes. And then you can enter which piece that expense was for. If you want to keep track of how much it costs you to make a particular work of art and also who are you paying? So you get to keep track of the amount, the date, who you pay the money to, and if it was applying to a particular work of art. And then again, you just hit Save. Here's some function on our archive called insights. Then you click on the Insights tab over on the left-hand side of your navigation. This is what will pop up. There'll be a map of where your pieces are located that are not sold, are donated or gifted and not in your inventory. So things that are out for sale somewhere, they're showing somewhere, and a different location. You can scroll down and you'll see the value for inventory overall. So I have sold pieces, I've pieces in my studio, I have pieces on location and if I hover over those, it'll show me the dollar amount of that. You can also see the number of pieces that you've created and sold and you can choose by the week, by the day, by the year. So here's an example of two years of mine. And you can see I made more and sold less than 2000 1018 and then even down a little bit better in 2019. Next, we'll finish up with more resources and easy next step. 9. More Resources and Getting Started: Hey, we are in our last lesson. I just want to show you a couple more things and give you some suggestions to get started. On the left-hand side of artwork archive down in the menu you see an inbox. So if somebody's in your portfolio and they see a painting they like, or a word craft that they liked, sculpture, whatever you have. They can use artwork archive to, to email you. So for example, I got this inquiry about this painting and he bought that and another painting. Let me show you the other tools on the left-hand navigation down here that other resources for you. You can get a credit for referring a friend. You saw the inbox. Here's the blog. You can choose the audience that you are, that you are an artist and you want to see blog posts, particularly for artists. And then you see they have them categorized really nicely. They're really well-written. It's really helpful. And then discovery. Well, you saw calls for entry back in exhibitions and I just remind you what that looks like. And then discovery is what collectors and institutions can see to find you, to find your portfolio if you make it public. So they can search by artist or type of work. They have some filters they can choose by and then you can be discovered by collectors. I like this. Help tour whatever page you're on. It'll walk you through the tools on the page and what you can do from here. So that's a really nice interactive help tool. And then they also have a really well organized set of resources that are like FAQs. So that's just taking a minute to load here. So you can search for something or they already have them categorized by working our way through the program. And then the last thing is your account where you can go to your settings. So in terms of backup, artwork archive has this on their website and they assure you that they do backup your content every day. Also, you can back it up yourself anytime. You can go into the places where you're entering information and data and then make your own backup files by just clicking export to and you can send it to Excel or send it to just a simple CSV table. So to get started, I would suggest that you go to the Resources tab of the class and take a look at my workflow tips and how artwork archive could just be incorporated into your business flow. And then if you would like the free trial and a 20 percent discount, you can use this link which is our work Archive.com, forward slash carry. And then I would suggest trying out each of the places where you're entering information with just one or two things that are very current. So a piece of artwork that's for sale, maybe an artwork tab, a recent sale and the contacts that the person that bought it may be a place where you have your art showing an upcoming reminder and then it will give you a good feel for how those things all work together and how they can help you. So please consider following me. So you can see when I have new classes about making art or making a living making art. And I would just really appreciate it if you consider sharing your feedback, I'd love any kind of comments that you can give me a reviews. And then for your project, just upload a screenshot from inside the class or inside your artwork archive account if you do the free trial. So that I can see what was your favorite part of the class or what you found most useful. All right. Thank you for joining me for class. I hope it does help you organize and grow your art business. And please visit me anytime that my website, it carry Lacey barrio.com or communicate with me anytime Let's social media. Follow my accountant at Kerry Lacey barrio. See you next time.