Transport and delivery: Invoicing software for art transporters
Invoicing software for art transporters that turns handed-over objects, crates built, handling hours and additional costs from the shipment into an invoice that matches the quote.
Where invoices stall for art transporters.
In art transport the invoice rarely matches the quote. A work turned out to need a crate, waiting time at the museum mounted up, a crate meant to come back stayed with the client. With an exhibition of many works, working out which objects were actually handed over and which crates were built becomes a job in itself. A registrar wants an invoice they can justify per object or per exhibition, and receives a single total. Art transporters lose revenue on extra work that was never recorded, and payments stall on queries that drag on for weeks.
Invoicing software for art transporters
Example- 1
Gather objects and crating
DoneBecause the quote, job card and condition report are already in the same software, the office sees per object after completion whether it was handed over, which packaging was used, which crates were built and how many handling hours were logged.
- 2
Review differences from the quote
In progressPer object you see where the work deviated from the quote: an extra crate, more hours, a work that did not travel.
- 3
Send the invoice with breakdown
NextThe invoice goes to the client with a payment link and a breakdown per object or per exhibition.
From finished work to paid invoice.
Gather objects and crating
Because the quote, job card and condition report are already in the same software, the office sees per object after completion whether it was handed over, which packaging was used, which crates were built and how many handling hours were logged. Waiting time and extra costs from the job card sit alongside the approved quote.
Review differences from the quote
Per object you see where the work deviated from the quote: an extra crate, more hours, a work that did not travel. The office reviews each difference, adjusts or drops it and records the reason. The invoice is justified before it goes out.
Send the invoice with breakdown
The invoice goes to the client with a payment link and a breakdown per object or per exhibition. The client's reference, such as a project or loan number, appears on it. If payment does not arrive, reminders follow on their own, and the payment status is shown with the shipment.
Invoicing from the same software.
Art transporters often invoice separately from the work, with data from quotes, job cards and the crate workshop's timesheets that someone retypes. Here the invoice comes from the same software as the quote and the job card, with a VAT overview and payment status alongside. Your accountant can look in or receive an export. Museums and galleries often have their own invoice requirements, such as a project number or cost centre; those are carried through from the enquiry. Rates and agreements remain the art transporter's own.
Invoice per shipment or per project
A single shipment is invoiced each time. An exhibition with outbound and return transport can be invoiced as one project, with interim invoices per phase. Per project gives the registrar an overview; per shipment follows the work more closely. Agree the form in the quote, so both sides know when each invoice will arrive.
Sell crates or hire them out
A bespoke crate can be sold to the client, or remain yours and be hired out for the duration of the loan. Selling keeps the invoice simple; hiring makes reuse possible. The choice decides how the crate appears on the invoice and what happens at the return.
Actual hours or fixed amount
Charging actual handling hours reflects reality but makes the invoice unpredictable for the client. A fixed amount per object gives certainty but can disappoint with a difficult work. A fixed amount with a clearly defined exception for exceptional works is a common compromise that gives certainty without leaving all the risk with you.
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Read the storyWhat we set up for your invoicing.
Ready at the start: your rates for crating, handling hours and transport, the per-object breakdown as an attachment, the payment link and the reminder intervals. We calculate two shipments together before the first invoice leaves: one for a collector, and an exhibition in which an extra crate was built and one work did not travel after all. Interim invoices per exhibition phase and crate hire can be switched on when you want to invoice that way.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan the invoice include a breakdown per object?
Yes. The software puts the packaging, crate and hours for each object into a breakdown. It is attached to the invoice, so the registrar can account for every object without having to ask for an explanation.
What if a work did not travel in the end?
The object is marked as not handed over. The office decides whether costs are still charged, for instance for a crate already built, or whether it is dropped. The reason is recorded, so the registrar can see why an object still appears on the invoice.
Can we charge for crates that stay with the client?
Yes. A crate left for the return journey can appear on the invoice as a sale or as hire, depending on the agreement. The crate stock shows which crates stayed behind and which shipment they belong to.
How do we see whether a museum has already paid?
Every invoice shows its payment status. A client who pays through the payment link is marked paid straight away; if the money arrives by bank transfer, the office marks it. Open invoices get an automatic reminder, and your accountant can look in or receive an export.
What often connects to this.
- Quotation software for art transportersQuotation software for art transporters that combines crating, handling hours, packaging materials and transport into a proposal showing the client what happens to each object.
- Digital job cards for art transportersDigital job cards for art transporters with an object record for each work: packaging, handling, condition at departure and arrival and a recorded handover with signatures.
- Website for art transportersA website for art transporters that explains packaging options and transport services, from soft wrapping to bespoke crates and accompanied shipments, so a gallery, museum or collector knows what suits the object.
Invoicing without chasing details.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Invoicing software for art transporters: objects, crating and hours per shipment set against the quote, sent with a payment link and visible payment status.
- Gather objects and crating
- Review differences from the quote
- Send the invoice with breakdown