As an artist in South Africa, your creativity is your livelihood. Whether you paint, sculpt, photograph, or create installations, one thing that isn’t artistic—but is absolutely essential—is invoicing. Without clear, professional invoices, misunderstandings happen, payments are delayed, and value goes unrecognized. That’s why ProInvoice is your go-to tool: it helps you issue clean, branded invoices that cover everything necessary—so your art sells, your rights are protected, and you’re paid properly.
Stay organized as you grow. Use ProInvoice to manage billing and client relationships with ease.
Here’s how artists should approach invoicing—with ProInvoice guiding you—and what to include to avoid pitfalls.
1. Invoice Every Sale, Big or Small
Even if your buyer is a friend or collector, issue an invoice. It establishes expectations, provides proof of sale, and preserves professional standards.
With ProInvoice, you can generate an invoice immediately after the sale. Include all essential elements (date, description, price, payment terms) so nothing is ambiguous.
2. Include Detailed Descriptions of the Artwork
Your invoice should clearly describe what was sold. For each piece, include:
- Title of work
- Medium or materials used
- Size or dimensions
- Edition number if applicable
This clarity helps the buyer understand what they’re purchasing—and helps you avoid disputes or misinterpretation.
Using ProInvoice, you can itemise each piece, add descriptions, and ensure the invoice reflects exactly what was delivered.
3. Collector / Buyer Information & Rights
Include the full name and contact details of the person/organisation buying the work. If rights (copyright, resale, display) are to be transferred or retained, note that explicitly. If there’s a future show or resale agreement, include those terms.
Invoices made with ProInvoice let you add customised fields like copyright or resale clauses—ensuring both parties understand ownership and rights.
4. Payment Deadlines & Terms
Set clear expectations for payment:
- State the deadline (e.g. “Payment due within 30 days of invoice date”).
- Acceptable payment method(s) (bank transfer, EFT, etc.).
- Late payment penalties if necessary.
A well-worded invoice from ProInvoice includes these terms so there’s no confusion—and clients know what to expect.
5. Delivery, Title Transfer & Insurance Terms
Many artists sell pieces that require delivery or shipping. Your invoice should include:
- Who handles packing, shipping, costs
- When title (ownership) transfers from you to the buyer
- Whether insurance during transit is covered and by whom
With ProInvoice, you can incorporate these condition statements into the invoice template—protecting you from liability and ensuring clarity.
6. Consignment & Third-Party/ Gallery Sales
For artworks you entrust to galleries or shows on consignment:
- Use a consignment agreement or a consignment clause within your invoice or accompanying documentation.
- Include inventory lists, commission splits, timeframe, and what happens to unsold works.
- Define rights, responsibilities, insurance, and cancellation terms.
After the consignment sale, generate your invoice via ProInvoice in line with the agreed terms: the correct split, correct payment to you, and transparent handling.
7. Copyright, Resale & Future Use Clauses
Artists often retain certain rights even after a sale: display, reproduction, resale percentages, exhibition rights. If you wish to keep or share specific usage rights, reflect that in your invoice or associated contract.
Templates in ProInvoice allow custom notes or clauses—so you can indicate usage rights, restrictions, or royalties.
8. Automate Invoicing & Reminders
The more artworks you sell, the more invoices you generate. Automating parts of this process saves time and reduces errors.
With ProInvoice you can automate reminders for unpaid invoices, store client data for repeat buyers, and reuse invoice templates—ensuring consistency and professionalism.
Summary Table: What to Include in Artist Invoices
| Component | Purpose / Benefit |
|---|---|
| Title, Medium, Dimensions | Clear identification of what’s sold |
| Buyer/Collector Details | Proper records; useful for clients and legal clarity |
| Payment Terms & Deadline | Sets expectation; helps with timely payment |
| Delivery, Title & Insurance | Defines responsibility; avoids liability |
| Rights, Copyright, Resale Clauses | Ensures your creative rights are protected |
| Consignment Terms (if applicable) | Clarifies commission, unsold work, timeline |
| Professional Branding & Layout | Builds credibility; reflects seriousness |
| Automated Reminders & Templates | Saves time; reduces errors and delays |
Final Thoughts
Art isn’t just about creativity—it’s also about running a business. To make sure your work is respected, paid for properly, and protected, invoicing must be done well and professionally. Using ProInvoice makes it easier to cover all the essential bases—descriptions, rights, payment terms, delivery—and ensures your invoices look as polished as your art.
If you want to turn every sale into a clear, professional transaction—sign up with ProInvoice today and start invoicing your art with confidence.
