This guide explains how to record Framing/Extras Costs within the Financial tab of an artwork record. It covers how these costs are passed on to the client and how the system manages the reimbursement of these costs to either you or a consignor.
When should Framing/Extras Costs be added?
The Framing/Extras fields are designed for additional costs that are passed directly to the client as part of the purchase price.
Common examples include:
- The cost of a frame.
- Crating or packing fees.
- Art installation or hanging services.
- Shipping.
How to add Framing/Extras Costs
- Open the Artwork Record and navigate to the Financial tab.
- Scroll to the Retail Price & Tax section.
- Locate the Framing/Extras field and enter the net amount.
- This cost will be in the same currency as the artwork's Retail Price.
- Tax is automatically applied to the Framing/Extras cost at the same rate as the Invoice Tax Rate. - In the 'For' field, enter the description exactly as you want it to appear on the invoice (e.g., "Frame")
- The system provides one primary field for extras. If you are charging for both a frame and shipping, combine the totals and label the 'For' field as "Framing and Shipping".
Framing/Extras Costs in Invoices
When you generate an Artlogic invoice for this artwork, the system will automatically provide a transparent breakdown for your client.
The invoice will display:
- The Artwork Retail Price.
- The Framing/Extras cost (using the description from your 'For' field).
- The Total, with tax calculated on the sum of both the artwork and the extra cost.
Recouping the Costs
The system needs to know who paid for the "Extra" initially so it can correctly allocate the funds once the invoice is paid.
Consignor paid upfront
If the artist or consignor paid for the frame and needs to be paid back from the sale proceeds, tick the box 'Paid by gallery / consignee' under the Retail Price and Tax section.
When the work is sold, Artlogic will add this cost to the amount owed to the consignor in the associated Account Record.
You paid upfront
If you paid for the frame and are "recovering" that cost from the client, leave the 'Paid by gallery / consignee' box unticked.
In the Account Record, this cost will be added to the your share of the profit rather than being sent to the consignor.