Art Galleries
Half of every sale belongs to someone else. You need books that track what's yours and what you owe artists.
Most of This Isn't Yours
Art galleries are not like other retail businesses. Most of what hangs on your walls belongs to someone else. You sell on consignment, which means every sale splits between you and the artist. That deposit hitting your bank account is only partially yours.
This creates a fundamental accounting problem. If your books treat every sale as revenue, you’re overstating your position. The artist’s portion isn’t income. It’s a liability, money you owe until you pay it out. Without proper tracking, you might think you have more cash available than you actually do.
We set up your books to handle consignment correctly. The artist’s share stays clearly accounted for. You know what you’ve earned, what you owe, and what’s actually available to spend.
Every Artist Has a Deal
Maybe it’s 50/50. Maybe 60/40. Maybe something negotiated based on reputation or volume. Some artists have deductions for framing or crating. When you represent twenty or thirty artists, each with their own arrangement, keeping everything straight becomes its own job.
When a piece sells, you need to know immediately what the artist is owed. And you need to track that amount until payment goes out. A forgotten commission or a late payment damages relationships that took years to build. Artists talk to each other. Your reputation depends on getting this right.
Commission Tracking
Commission Tracking
Each artist, each piece, each sale. We configure your books to calculate and track commissions based on each artist’s specific arrangement. Nothing falls through the cracks.
Artist Statements
Artist Statements
Clear records of what sold, what’s been paid, and what’s outstanding. When an artist calls asking about a payment, you have the answer in front of you.
GRT and Year-End Paperwork
New Mexico’s Gross Receipts Tax applies to art sales. The rates vary by location, and the rules around exempt buyers or out-of-state shipping get complicated. Getting this wrong means penalties or paying tax you shouldn’t owe. Filing correctly every month takes time you probably don’t have.
Then there’s year-end. Every artist you paid more than $600 needs a 1099. That means having W-9s on file before January arrives. Many galleries scramble at the last minute trying to track down tax identification numbers from artists who are traveling or unresponsive. It’s avoidable with the right system in place throughout the year.
GRT Returns
GRT Returns
We prepare and file your monthly or quarterly Gross Receipts Tax returns. Rates calculated correctly for your location, deductions applied properly, submitted on time.
1099 Compliance
1099 Compliance
We track artist payments throughout the year and flag missing W-9s before they become a problem. When January comes, the 1099s go out without the usual scramble.
Back to the Art
You got into this business because you love art. The discovery of emerging artists. The long relationships with collectors. The curation of shows that bring something new to Santa Fe. Not because you wanted to spend your evenings reconciling spreadsheets and calculating who gets paid what.
With proper bookkeeping in place, you always know where you stand. What you owe artists. What you’ve actually earned. Which shows performed well and which ones didn’t cover their costs. The numbers work quietly in the background so you can focus on what brought you here in the first place.
Monthly Bookkeeping
Monthly Bookkeeping
Books closed every month. Consignments tracked, commissions calculated, bank accounts reconciled. You get clean financial statements without spending your nights on it.
Show Profitability
Show Profitability
Not every exhibition makes money when you factor in the opening reception, marketing, shipping, and commissions. We help you see the true return on each show so you can plan smarter.
Santa Fe's Small Business Bookkeeper
The Next Step:
A Quick Conversation
Tell us about your business and what you're dealing with. We'll listen, ask a few questions, and give you a straightforward quote.
