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WrkLst Classic
The previous WrkLst interface: the original guides and videos for WrkLst Classic.
Works
Learn how to manage artworks in WrkLst, including creating inventories, adding artists and artworks, editing, multi-editing, and working with editions.
Contacts
Manage the people around your works — collectors, artists, curators, museums and suppliers.
Holds & Sales
Reserve works for clients and record sales, invoices and payment status.
Shipments
Move artworks with proforma invoices, customs paperwork and live carrier tracking.
Exhibitions
Plan and archive gallery exhibitions, art fairs and other exhibition projects.
Consignments
Track incoming, outgoing and third-party consignments, and never miss an expiry.
Lists
Save selections of works or contacts and reuse them across WrkLst.
Presentations
Share artworks with clients through private viewing rooms.
Media Library
Upload and organise images, documents and links in bulk.
WrkLst Mobile App
Install and use the WrkLst app for iPhone and iPad, including offline access.
Settings
Workspace and account settings, inventories and appearance.
FAQ - Frequently Asked Questions
Security, privacy, hosting, AI and other questions we are asked most.
Dashboard
Your customizable home screen in WrkLst.
Messages
Email written and sent from inside WrkLst.
Outreach
Campaigns and personal communication at scale.
Timeline
Plan exhibitions, fairs and projects on a calendar-based timeline.
Collection Values
Cost, estimated and insured values across your collection.
Reports & Analytics
Sales, facilitators, exhibitions and consignments on one page.
Biographies
Maintain artist CVs in one place and publish them everywhere.
Integrations
Connect WrkLst to your website and other systems.
Leads
Follow every enquiry from the first contact to the sale, an exhibition or any other goal: the Leads page, offers, holds and sales from a lead, goals, settings and the Leads report.
Account Setup
Getting Started with your WrkLst Account
Website
Your WrkLst website, made from your artists, exhibitions and works: pages and blocks, publishing, settings, and adding a website to your plan.
Popular articles
What other people are reading right now.
Website Data and Website Complete: add a website to your plan
A website is an add-on to your WrkLst plan, in two versions: Website Data, for a gallery whose own developer or agency builds its website, and Website Complete, hosted by WrkLst. This article describes how to add, change and cancel your website in WrkLst 10. The two versions Both versions give you the Website module in WrkLst: pages made from your artists, exhibitions and works, arranged with blocks and published to your website's address, with an imprint and a privacy policy, enquiries that arrive in Leads, and View in Room and View in AR for your works. See Your WrkLst website. - Website Data — For your own developer or agency. Your website's pages, works and pictures are also published as data, so your developer or agency can build your own website from them. WrkLst looks after the editor, publishing and the data; the code of your own website is your developer's. Website Data is set up with you by our team. — choose Contact us on its card. - Website Complete — Hosted by WrkLst. WrkLst hosts your website in its theme, with your logo, typefaces and colours, and our team sets it up with you and takes it live. You pay monthly or yearly, and you buy it yourself under Settings › Website. Each card shows its price and the VAT, what is Included and Not included, and What the setup includes. The website exists only in WrkLst 10. Who can add a website Open Settings › Website. The Plan card is where the website is added and its billing managed. Only the people who manage your WrkLst subscription can buy — by default, administrators. Everyone else sees the plan without its buttons. A website needs an active WrkLst subscription. During your WrkLst trial the card says Available once your trial has converted. If your account is billed by invoice, the card says so; contact us at support@wrklst.art to add a website. Buying Website Complete 1. Under Add a website to your plan, choose the Billing period on the Website Complete card: Yearly or Monthly. 2. The card names the earliest date for your kickoff call and the planned go-live: your service fee starts when your website goes live. 3. Choose Buy Website Complete. A window lists what you pay — Plan, Setup (once), Service fee with the date it starts, the VAT and Due now — and the terms: when the setup fee is refunded, how price changes are announced, and what a failed payment means. 4. Tick I have read these terms and agree to them. and choose Continue to payment. You pay on the next page, with Stripe. 5. Back in WrkLst, the page says Thank you — the website is now part of your plan. After a minute, Website appears in the main menu. The setup fee is charged when you buy; the service fee starts on the planned go-live date shown at purchase. If your payment takes a few days to arrive, as a direct debit does, the plan shows Payment pending until it has. If all onboarding slots are taken, the card says so; contact us for the next free date. While your website is being set up Until your website goes live or you first publish it, the card Your website is being set up shows where things stand — Booked, In progress, Live — and What we need from you. Send it to support@wrklst.art or reply to your purchase e-mail. Book the kickoff call opens an e-mail to us to arrange a date. Within 14 days of your purchase, and before the kickoff call, Ask for a refund of the setup fee is there too. You do not have to wait: you can build your pages and publish them to your website's address from the first day. Your plan at a glance Once your website is part of your plan, the Plan card shows the version, the billing period, its state and Next charge on … with the amount. The state is one of these: - Active — the website runs as part of your plan. - Being set up — Website Complete before its go-live. - Payment pending — the payment has not arrived yet. - Payment overdue — a payment failed (see below). - Ends at the end of the period — you have cancelled. Changing your plan - Upgrade to Website Complete (from Website Data) charges the difference in the setup fee now, plus the difference in the service fee for the rest of the month. The window shows the amount due before you confirm. - Switch to yearly billing charges the year today, less the unused part of the month, and your billing date moves to today. While your website is still being set up, nothing is charged until the go-live. - Switch to monthly billing takes effect at the end of the year you have paid for. - Billing portal is where you change your payment method and billing details. To move from Website Complete to Website Data, contact us. Cancelling Choose Cancel website and confirm; Keep website closes the window without a change. The website ends at the end of the period you have paid for, and until then you edit and publish as before. Changed your mind? Resume website undoes the cancellation before that date. When the period ends, editing and publishing end, and Website leaves the main menu. Your content stays in WrkLst. If you buy the website again within 90 days, there is no setup fee: the card says Buy again — no setup fee until …. If a payment fails If a payment for your website fails, WrkLst sends you an e-mail, and the people who manage your subscription see a notice at the top of WrkLst with Website settings. Under Settings › Website, Your website payment failed shows the open amount with Pay now and Billing portal, and the plan shows Payment overdue. For 14 days after the first failed payment, you can go on editing and publishing as before. If the invoice is still open after that, editing and publishing end until it is paid: the Website module stays in the menu, but you can only look at your pages. As soon as the open invoice is paid, editing and publishing are back, and WrkLst publishes your website again. If there is no invoice left to pay, the card says so; contact us. Your content stays in WrkLst throughout. Enabled by WrkLst For some accounts, our team switches the website on directly — for a pilot, or for an account billed by invoice. The Plan card then says Enabled by WrkLst · until … or Enabled by WrkLst · no end date, and Switch to a subscription moves it to a subscription you pay in WrkLst. When such access ends, the card says Your website access has ended. Contact us to switch it on again. Related articles - Your WrkLst website - Website settings: hosting, look, enquiries and legal pages - Works, artists and exhibitions on your website - Subscription - Users, roles and permissions
WebsiteWorks, artists and exhibitions on your website
Your website shows the artists, exhibitions and works you keep in WrkLst. Each of them has a Website section that tells you where it appears, and that is where you put it on the website or take it off again. This article describes the Website sections on works, artists and exhibitions in WrkLst 10. What your website may show Your website shows a record only when it may be public: - an artist — a contact marked as an artist, not confidential, who has agreed to be shown, and who is not hidden from the website, - an exhibition that is not hidden from the website and has installation views or works, - a work that is shown on the website, whose artists have all agreed to be shown, and that has at least one public picture. Each of them gets a page of its own, laid out like the other pages of its kind — see Your WrkLst website. A new page goes online with your next publish, or with the update you set under Settings › Website › Publishing. A work also appears in the blocks of works on other pages, such as an artist's works or Available works on the home page. The website and its Website sections exist only in WrkLst 10. Works edited in WrkLst Classic keep the website settings you gave them. The artist's agreement Until an artist has agreed to be shown, neither their page nor any of their works is published, though an exhibition they took part in can still show their name. The agreement is off for every artist at first. Until at least one artist has it, your website shows no artist pages and none of your artists' works, and the Overview of the Website module says No artist is shown yet. To record it, open the artist in Contacts and, in the Website section under On the website, tick The artist agrees to be shown on the website. Tick it only once the artist has agreed. If you untick it later, the artist and all their works leave the website at once. The same happens when the contact is no longer marked as an artist, or is deleted; each of their works' Website card then says why it is off the website. A confidential artist never gets a page of their own. Their works can still appear, under their name, once they have agreed. Public pictures The website uses only the pictures of a work that may leave the house: those marked Publishable in the Artwork images section of the work's form, not marked Confidential in the Media Library, and fully uploaded. A work without such a picture stays off the website. See Artwork images. If the work's Website section says Not on the website: it has no public picture with a stored size, although the work has a publishable picture, that picture's size was never recorded. Contact us at support@wrklst.art. The Website card in the work form In the work's form, the Website card sits below Prices and is closed at first. At its top, one or more lines say whether the work is Ready for the website., or what keeps it off — for example Not on the website: an artist has not agreed to be shown. — or Not on a published page yet. - Show on the website is on for every work. Turn it off to take the work off the website at once. Turning it on does not put a work online by itself: the work also has to qualify, and a published page has to show it. - Show its availability shows visitors whether the work is available, reserved, sold or not for sale. A hold shows as reserved, never who holds it. - Price — Not shown, Price on request or Shown. Choose Shown, then under Which price the one price the website may show: Only this price is published, never the others. Only confirmed prices above zero are offered, never a consignment price, and a work whose prices are confidential shows none. With Not shown the website shows no price; with Price on request it shows the words Price on request in place of a price. If the chosen price later stops qualifying, the website shows no price either. Only people who may see the work's prices see these fields. - Visitors can — Enquire or Only look. With Only look, the work never carries an Enquire button on your website. - Public note — a short line shown with the work on your website, such as "Framed". The card saves with the work. If a choice cannot be published, the save says why — for example A consignment price is never shown on the website. Choose another price. Where a work is on your website The Website section of a work's detail shows Where this work is on your website: every page that shows it, with its address, its status, Its own page for the work's own page, and On the website for a page that is online — or Not on any page yet. Below it, one line sums up the work's settings, such as Shown on the website · Price shown · Enquire, and View in Room offers on its page says how many boxes and 3D models its page offers. Publish puts the work's own page online. The switches themselves are changed in the Website card of the work's form. Artists and exhibitions The Website section of an artist's or an exhibition's detail lists the pages that show it in the same way. Without a page of its own, Create website page opens one: the page the website makes for it, or a new one made for it. Under On the website: - The artist agrees to be shown on the website (artists only) — see The artist's agreement above. - Hide from the website takes the artist's or the exhibition's page, and its entries in lists, off the website at once. The artist's works stay on the website. - Feature on the website (exhibitions only) puts the exhibition into the Featured exhibitions block. Publish puts the record's own page online. Changing the switches needs the right to edit the website; publishing needs the right to publish it. Many works at once In the works list, the Website menu in the toolbar changes the works in your basket: - Basket works on the website — Show on the website or Hide from the website, - Price — Price not shown, Price on request or Price shown, - Visitors can — Enquire or Only look. WrkLst asks before it changes anything — This changes the works in your basket: … — and Apply changes every work it can. A work it cannot change is left as it is: Price shown, for example, needs a price already chosen in the work's Website card. The menu needs the right to edit works; the price actions need the right to see prices. To find works by their website settings, open the filter and choose under Attributes › Website: On the website (on a published page), Shown on the website, Hidden from the website or Price shown. See Works: inventories, filter and search, views and the basket. What visitors see A work on your website shows its artist, its caption, its price where you show one (or Price on request), its availability where you show it, and its public note. With Enquiries on the website switched on in Settings › Website and your privacy policy published, every work in a block of works and on its own page carries an Enquire button, whatever its availability — except a work set to Only look. A visitor's enquiry arrives in Leads with the works it asks about — see Leads and Website settings. View in Room and View in AR on your website On your website, View in Room lives on the work's own page: every work page has a View in Room block from the start, and a page holds one. Visitors see the work at its real size in a room — as a box with its picture, or as its 3D model — and on their phone through the camera, on their own wall or floor. The block offers what WrkLst has for the work: each measurement ticked Caption in the work's Dimensions — the View in Room default first, each box showing its View in Room image where that picture is public — and then its 3D Models, in the order of the work form. See View in Room. To choose for one work, open its page — under Work pages, Edit the page of one record — select the View in Room block and choose Customize…. You then keep, drag into order or remove each box and 3D model, and Add a box or a 3D model brings one back. An empty list says Not offered. A list of your own no longer changes when the work changes in WrkLst; Change… › From WrkLst goes back to what WrkLst has. What leaves your website at once These changes do not wait for a publish, nor for the setting under Settings › Website › Publishing: - a work whose Show on the website you turn off, or that you delete, - a picture you remove from a work, mark not publishable, make confidential or delete — and the work with it, if it was its last public picture, - an artist you hide from the website or who withdraws their agreement — the second takes all their works with them, - an artist you make confidential: their page leaves, their works stay, - an artist who is no longer marked as an artist, or whom you delete: their page and all their works leave, - an exhibition you hide from the website or delete, and an installation view you remove. Other changes to a work that a published page shows — its availability, its price, its pictures or its details — reach the website on their own, usually within a few minutes. Everything else waits for your next publish, or for the update you set under Settings › Website › Publishing. Related articles - Your WrkLst website - Website settings: hosting, look, enquiries and legal pages - Website Data and Website Complete: add a website to your plan - Artwork images: upload, edit, view and download - View in Room - Exhibitions - Create a New Artist Contact
LeadsLead goals, settings and the Leads report
A lead does not have to end in a sale. Its goal says what you want to achieve — a sale, an exhibition, a press feature, a loan — and each goal has its own steps, in its own words. This article describes lead goals, Settings › Leads, the role rights for leads, the Leads tile on the Dashboard and the Leads report in WrkLst 10. The goals Sale is the default goal, and it is always on. A sales lead goes from New and In contact to Offer, Hold and Sale, and only sales leads carry offers, holds and sales, an Offer valid until date and a value — see From a lead to an offer, a hold or a sale. Every other goal runs from New and In contact through three steps of its own, and you move it on by hand: - Exhibition — Proposed, Shortlisted, Confirmed - Press — Proposed, Agreed, Published - Representation — Proposed, Negotiating, Represented - Loan — Requested, Approved, Signed - Application — Submitted, Shortlisted, Accepted - Acquisition — In review, Approved, Acquired Exhibition and Press are switched on from the start; the others you switch on under Settings › Leads, where you can also add goals of your own. Every goal can end as Lost or be parked as Long-term. A lost sales lead asks Why it was lost with Price, Bought elsewhere, No reply, Not available or Other reason; the other goals offer Not selected, Timing, No reply, Not available and Other reason, and Acquisition also Price. On a lead with several artworks, each artwork has its own step. A lead of another goal reaches its last step once every open artwork has: until then it says, for example, The lead stays at Shortlisted until every artwork is Confirmed. Choosing and changing a goal With more than one goal on, New lead first asks which goal the lead is for. In the lead's dialog, Goal shows the goal and lets you change it while you edit. Each step keeps its place: an Offer becomes Proposed, and a lead changed to Sale goes from Proposed or Agreed to Offer. The goal stays fixed while a sale is linked (Unlink the sale first to change the goal.) and once a lead is closed (A closed lead keeps its goal.). As soon as a lead you can see has a goal other than Sale, a Goal menu appears in the Leads toolbar: All goals, Sale, Other goals or one goal, each with the number of leads. The stage tabs then use the words of that goal. The board always shows one goal at a time. Settings › Leads Settings › Leads, in the group WrkLst account, is open to everyone whose role may change the General Account settings. - Goals WrkLst brings lists the built-in goals with a switch, their steps and how many leads have them. Sale is Always on. Switch a goal off and new leads can no longer take it; leads that have it keep it, and you can still filter and report on them. - Your own goals is for anything else a lead can aim at — a gallery representation, an art fair, a prize. Add goal, give it a Name and, if you like, your own word for each of its last three steps; an empty field uses the general word, shown as "Default: Proposed". Drag the goals into the order you want. Archive a goal to stop offering it: its leads keep it. An account can have up to 30 goals of its own, archived ones included. - A goal that leads have or had cannot be removed — archive it instead. Your own goals have no icon and use the general reasons for a lost lead. Choose Save changes when you are done. If a colleague saved the goals while you had the page open, WrkLst says so and offers Reload; your changes are not saved. When the exhibition is the outcome For Exhibition and Loan leads, the exhibition itself can be the outcome. When you move such a lead to one of its last two steps — Shortlisted or Confirmed, Approved or Signed — the move dialog offers Link the exhibition. Pick the exhibition under Search exhibitions: the artworks on its checklist move to that step, and the lead's other open artworks continue in a new lead with the same person. The dialog shows both groups before you confirm, and says so when the exhibition lists none of the artworks yet. The timeline then shows, for example, Outcome: Confirmed with the exhibition. Splitting off the other artworks needs a contact on the lead. Who sees which leads In Settings › User Roles, each role has a Leads card with four rights: - View — see leads: the Leads page, the leads on contacts, works, exhibitions and presentations, the Leads tile on the Dashboard, the Leads report and lead follow-ups in a calendar subscription. - Edit & delete — create, edit, move and delete leads, add notes and set follow-up dates. Without it there is no New lead, no Move to and no dragging on the board. - Read and edit confidential leads — see leads marked Confidential, and mark them. - See every lead, not only your own (…) — leads of colleagues too. Without it, a person sees only the leads assigned to them, the ones where they are the second person, and the unassigned leads they entered themselves — everywhere in WrkLst — and the Mine / All button is not shown. The administrator and full-employee roles have all four. Roles that could already see leads when Leads arrived were given the last one as well; you can take it away per role. A few rights from other areas matter too. Creating or linking offers, holds and sales needs Sales, and a lead that follows an offer, hold or sale is seen only by people who may see that record. Artworks on a lead need access to Works; Reply needs Messages and a connected mailbox; Add to waitlist needs access to waitlists and the right to edit contacts. A lead can only be assigned to someone who may see it. If you may see only your own leads and assign one to a colleague, WrkLst warns you first: You will no longer see this lead. The Leads tile on the Dashboard The Leads tile sits at the top left of your Dashboard, unless you moved it, while something is waiting for a reply or you have an open lead of your own. At the top are two numbers, each a click away from the list behind it: - Waiting for a reply — leads that have been New for more than 24 hours, counting every lead you may see. - Follow-up due — your own leads due today or earlier. Below them are up to 20 of your own open leads, long-term ones included: overdue follow-ups first, then the next follow-ups, then the leads changed most recently, each with its goal, stage, follow-up date and a picture. Your leads opens the list. The Leads report Reports & Analytics has a Leads tab. It opens for everyone who may see leads, and it counts only the leads you may see. Choose the Goal, View by (Weekly, Monthly, Quarterly or Yearly) and the Year. - Open leads — right now, by stage, whatever the period; Long-term leads are shown apart, as they are not counted in the funnel. - By goal — with several goals: for each goal its open leads, new, won and lost leads in the period, its Win rate and the median time to won or lost. - New leads — by source, such as From your website or From a presentation. - Won or lost — with the Win rate, won ÷ (won + lost). Rates of different goals are never added together. - Sales value — what the offers, holds and sales of sales leads are worth: In offers and On hold right now, Won in the period, converted to your account's currency as on the Sales tab. - Channel and Assigned to — new, won and lost leads per channel and per person, with the Won sales value. - By contact — the 25 contacts with the most leads, with their Open sales value. - Why it was lost — the lost leads, by reason. Works declined — every artwork a contact said no to, counted one by one with its reason. - Reply and close times — First reply (median), the time to a lead's first move out of New, also per source, and To won or lost (median). Sales leads and all money figures need the right to see sales reports, which the administrator role has from the start. Without it, the tab shows the other goals only. Waitlists A waitlist holds the artists a collector is waiting for. It belongs to the contact, not to a lead, and you find it in the contact's Leads & waitlists section. When a lead turns out to be a wish for later, Add to waitlist on the lead opens the contact's waitlists with the lead's artists already added at the top; nothing changes until you choose Save changes. Your own lead settings Two settings are your own. Under Settings › Notifications, New leads decides which new leads you hear about: None, Enquiries from your website and presentations or All new leads. Follow-up reminders and the notice that a lead was assigned to you always arrive; there is no switch for them. Under Settings › Calendar, a subscription with Lead follow-ups puts the follow-up dates of the leads assigned to you into your calendar app. Still using WrkLst Classic? Goals, Settings › Leads and the Leads report are part of WrkLst 10; Classic has no Leads report. Related articles - Leads: follow every enquiry from first contact to sale - From a lead to an offer, a hold or a sale - Users, roles and permissions - Dashboard - Reports & Analytics - Exhibitions - Calendar feed: your WrkLst dates in your calendar
ExhibitionsExhibitions
Keep track of exhibitions in WrkLst — gallery exhibitions, art fairs and any other kind of exhibition project — from the first checklist to the sales report and the costs. This article describes WrkLst 10. The exhibitions list Exhibitions shows your shows as cards in the Grid view or as a Table view, sorted by title or date. The list runs by the date a show starts, newest first; a show whose dates are still Dates TBC takes the place of the day it was last worked on, so a plan you are busy with stays in view. Filter by Kind — Solo, Two person or Group — by When, by Venue type — Institution, Gallery, Fair or Other — and switch on At our Locations for shows at your own spaces. An exhibition opens without losing the list, which stays beside you as a rail. Its cover is put together from its works, and in the record a click on any picture opens that artwork full screen. The exhibitions list: 1 Search exhibitions · 2 Filter · 3 Table view · 4 Add exhibition The exhibitions list: 1 Search exhibitions · 2 Filter · 3 Table view · 4 Add exhibition What an exhibition record holds An exhibition brings together everything about a show in one place. Under Venues you record the venue, its Venue type, the Exhibition dates with their Accuracy — full date, month and year, or year — and whether the show is Ongoing or its dates are still to be confirmed; a show with several venues is marked as travelling. The record carries the Artists with a Main artist, a Caption generated from title and dates that you can customise, Installation shots with their photo credit, Documents, the Press release, linked Contacts with their roles, Tags, Timeline entries and a Provenance entry that writes an exhibition line onto its works. Loans and transport are linked under Consignments and Shipments, and Linked biography items shows the entries the show generated in the artists' CVs. Large shows load their works in pages. The Leads section lists the leads linked to the show — a fair's enquiries, for example — and New lead adds one that is already linked to it. If your account has a WrkLst website, the Website section lists the pages that show the exhibition and lets you Hide from the website or Feature on the website. An exhibition record: 1 Edit exhibition · 2 Share / export as · 3 More actions An exhibition record: 1 Edit exhibition · 2 Share / export as · 3 More actions Years later the record is still there, which is the point — a show you can reconstruct is a show you can cite, insure and publish. Building the checklist Checklists usually start as a filtered view or a basket selection of works — see Works: inventories, filter and search, views and the basket. Choose Exhibit and the exhibition opens with those works on it. The Works are a list, one per line with inventory number, artist, title, details, price and location; tick Confirmed as works move from considered to confirmed, and keep your own Order or sort by inventory number or year. Creating and editing happen on the same screen as the exhibition, and WrkLst warns you if a colleague is editing the same show. Sales report An exhibition shows what it actually sold: the total, how much each colleague sold, and every sold work with its buyer and invoice. Under Sales by facilitator, unfold a facilitator to see their sales with picture, client, invoice and payment status; one click opens the sale. A bar shows where every work stands — sold, donated, gifted, on hold, offered, available, not available — by Works or by Value. Your own sales, external sales and Donations & gifts are kept in separate groups; donations and gifts are valued at the work's list price. A work that came back or was resold no longer counts, so a work on the wall is never reported as sold. The report is shown to everyone who may see sales reports. Production & expenses Expand Production & expenses to see what the show cost. The production and framing costs of the works are summed and grouped By payer or By work; with Add expense you book the exhibition's own costs — Shipping, Framing, Photography, Hospitality/Dinners or Other — with amount, date, description and Paid by. The report shows Artwork costs, Exhibition costs and the total. Download PDF gives a dated document headed with your gallery's name and address, grouped by payer, ready for your accountant; Download spreadsheet gives one row per entry. Under Include you choose All costs, Artwork costs only or Exhibition costs only. Connections to other records Loans and incoming works are handled as consignments (Consignments), transport as shipments (Shipments), and anything sold from the show as a sale (Holds & Sales). The calendar feed can put Exhibition runs into your calendar app. Still using WrkLst Classic? This topic in the Classic documentation: Exhibitions Related articles - Consignments - Shipments - Biographies - Timeline - Leads: follow every enquiry from first contact to sale - Works, artists and exhibitions on your website - Reports & Analytics
Holds & SalesHolds & Sales
Holds and sales record the commercial life of a work in WrkLst — from reserving a piece for a client, through turning that reservation into a sale, to the invoice and the payments on it. This article describes WrkLst 10. Before you start You need a work in your inventory and a contact for the client. See Creating New Artwork and Create a New Contact. Place a hold on a work Open the action menu on the work you want to reserve. Alongside Offer, Lead, Sell, Ship, Exhibit, Consign and Present, you will find Hold. The hold dialog: 1 Put on hold The hold dialog: 1 Put on hold 1. Choose Hold. A dialog opens for that inventory number. 2. Set how long the hold runs: Until a date with an hour and minute, or For a duration in minutes, hours or days. A two-hour reservation at a fair works the same way as a hold that runs for weeks, and a timed hold expires on its own. 3. Choose the Client and add Notes your colleagues will see, then press Put on hold. The work is marked as held in the inventory, so anyone browsing available works can tell at a glance that it is spoken for. Hold in the sale form opens the full sale form instead, where a hold can also be Indefinite. You can also pick several works in the basket and choose Hold, Sell or Offer: the new record opens with those works already on it, with prices, captions and sizes filled in; Lead instead records one lead with all of those works. You can also start an offer, a hold or a sale from a lead: the person and the works are filled in, and the record shows the lead it came from in its Leads section — see From a lead to an offer, a hold or a sale. Edit, release or convert a hold The action menu changes once a work is on hold: - Edit hold — change the deadline, the client or the notes. - Release hold — return the work to available without recording a transaction. Use this when a client passes. - Hold to sale — carry the reservation straight through into a sale. Set the Sale date and the Payment status and press Promote to sale; the work and the client are already filled in. Record the sale A sale records who bought what, when, and on what terms. You set the Type — Offer, Hold, Sale, Donation, Gift or Cancelled — the Sale Date and the Facilitator, the colleague responsible for the deal. Executed through says whether the sale was made in-house, by an external seller or by an external gallery; the options Museum sale, Through auction and Confidential describe the shape of the transaction. Under Parties you choose the Client and, where they apply, the Consultant, Museum, Curator and Bill To contact. If you run more than one space, the sale also says which Location it belongs to. A sale, with its bar at the bottom: 1 Edit sale · 2 Invoice · 3 Share as A sale, with its bar at the bottom: 1 Edit sale · 2 Invoice · 3 Share as For each work you record the Price and Currency, any Discount as a percentage or a fixed amount, Additional Costs with your own label for things such as framing, and the Tax rate and label. The Item Text on your paperwork is pre-filled from the work record and can be edited for that sale. Shipping is billed on the same invoice under Bill Shipments, anything else under Other Items. The invoice is laid out line by line, with every discount, tax and currency conversion shown, and the outstanding amount at the top — so you can see whether a sale is paid without opening the PDF. The pictures at the top of the sale open the artwork full screen with its whole caption. Payments and payment links On a sold work the action menu offers Record payment: set the Payment status — Paid in full, Payments pending or Not paid — the Last payment date and Payment notes, and press Save payment. Money that arrives on your bank account or through Stripe, Shopify or QuickBooks is matched to the sale under Sales → Payments; see Payments. In the sale form you can Provide credit card payment link via Stripe or via Shopify, optionally with a credit card fee, or let the client pay the invoice in QuickBooks. The Payment link on the sale is for your client — do not open it yourself. When a sale goes to QuickBooks you can pick the Income account it posts to, so a primary sale and a resale need not land in the same place. After the sale Because sales are linked to both works and contacts, the transaction appears on the work's record and on the client's contact record. The Sales list shows sales as cards or as a table, sorted by client, invoice number or date, and filtered by type, payment status, year, facilitator or the location of the works. Searching matches the titles of the artworks on a sale as well as their inventory numbers, the artist, the client and the invoice number. The sales list: 1 Search sales · 2 Filter · 3 Show as table · 4 Add sale The sales list: 1 Search sales · 2 Filter · 3 Show as table · 4 Add sale Invoices and paperwork Choose Share as on a sale, pick a template and the PDF or Word document downloads on your own letterhead; see Document templates: PDFs, Word and Excel on your own letterhead. If your bookkeeping needs numbered, locked invoices, e-invoices or a DATEV export, see Invoices: numbered invoices, e-invoices and DATEV export. Still using WrkLst Classic? This topic in the Classic documentation: Holds & Sales Related articles - Invoices: numbered invoices, e-invoices and DATEV export - Payments: bank reconciliation, Stripe, Shopify and QuickBooks - From a lead to an offer, a hold or a sale - Consignments - Shipments - Reports & Analytics
WrkLst Mobile AppLogin to your account
How to log in to your WrkLst account from the app on iPhone. What you need Log in with the same email address and password you use for WrkLst in the browser. It is one sign-in for everything: one email address and one password for all your WrkLst accounts. Your user also needs the Mobile App permission — see Permission Requirements. After logging in The app runs an initial synchronisation so your records are available offline, and keeps them in sync automatically from then on. See Synchronize your Account or single inventories. If you cannot log in Check first that your email address and password work in a browser. If your password is rejected there too, the sign-in screen can email you a link to reset it — see Signing in: one login, passkeys and two-factor authentication. If your credentials work in the browser and the app still refuses, the most likely cause is a missing Mobile App permission on your role. Contact your account administrator, or email support@wrklst.art. Signing the app out of a lost device When you choose a new password through the reset email, tick Also disconnect my apps and devices: this signs the WrkLst app out on every iPhone, iPad and Android device, in all your accounts. A single device can also be removed under Settings → Mobile App — see Setup WrkLst Mobile App. Still using WrkLst Classic? This topic in the Classic documentation: Login to your account Related articles - Install WrkLst App - Setup WrkLst Mobile App - Permission Requirements - Signing in: one login, passkeys and two-factor authentication