Artwork Expenses

Valise encourages you to keep track of not only your artworks, but the information and expenses related to creating them. There are a few reasons this might be useful:

• When your gallery reimburses your production costs. You’ll be required to provide receipts for these costs, and Valise is a natural place to store them alongside other artwork data.
• When you want historical records of artwork expenses. Having historical data can help you make better decisions about future work, negotiate discounts with vendors you regularly partner with, and more.

Adding expenses

From an artwork page, locate the Expenses section. From there, you’ll see an Add expense button. Clicking this will open a form where you can enter the details of your expense.

You can record:

• Amount and Currency. The total cost of the expense and the currency it was paid in.
• Date. The date the expense was incurred.
• Notes. A free-form text field to describe the expense.
• Uploads. Receipts or other documentation for the expense.

Once you’ve added an expense, you’ll see it listed in the Expenses section. You can add as many expenses as you like, and you’ll see a running total underneath the list.

Exporting expenses

Once you have expenses recorded, you can export them from the … menu in the Expenses section header.

Export as report

Export as report… generates a PDF with the artwork details and an itemized list of all expenses, sorted by date, with a total at the bottom. If any expenses have receipt files attached, those files are bundled alongside the PDF in a ZIP archive, with each file named to match its corresponding line item.

This is useful for submitting expenses to a gallery for reimbursement, or for keeping a clean record for your own files.

Export as CSV

Export as CSV… downloads a spreadsheet-compatible file with one row per expense, including the date, notes, amount, and currency. This is useful for importing into accounting software or doing your own calculations.