Consignment accounting requires treating artwork differently than inventory you purchase outright. The art belongs to the artist until it sells. Your role is to display and sell it, taking a commission when a piece moves. This distinction shapes how you record everything.

When artwork comes into the gallery, don’t record it as an inventory purchase. You didn’t buy it and you don’t owe anything for it yet. Instead, maintain a consignment log that tracks each piece: artist name, title, date received, retail price, and your commission rate. This log is your inventory record for consigned work, separate from your general ledger.

When a piece sells, record only your commission as revenue. If a painting sells for $5,000 and your commission is 50%, your revenue is $2,500. The other $2,500 belongs to the artist and goes into a liability account until you pay them. Call it something like “Due to Artists” or “Artist Payables” so it’s clear what the balance represents.

Some galleries record the full sale amount as revenue and then record the artist payment as an expense. This inflates both your revenue and expenses, making your financials misleading. Your actual revenue is the commission. Record it that way from the start.

Track artist balances carefully. Each time you sell a piece, the amount due to that artist increases. Each time you pay them, it decreases. At any point, you should be able to pull a report showing exactly what you owe each artist. Art galleries with multiple consigning artists need this visibility to maintain trust and stay organized.

Payment timing matters for cash flow and artist relationships. Most galleries pay artists monthly or when a piece sells, depending on the agreement. Whatever your terms, stick to them and reconcile with artists regularly. Artists should receive statements showing what sold, what commission was taken, and what’s still on consignment.

Consider keeping artist funds in a separate bank account. This isn’t legally required for most galleries, but it makes reconciliation cleaner and ensures you always have the cash to pay artists when it’s due. Mixing gallery operating funds with money you owe artists creates confusion and potential shortfalls.

In QuickBooks, you can set this up using sub-accounts under your artist payables liability, or by using classes or projects for each artist. A QuickBooks bookkeeper in Santa Fe can configure this so reporting is straightforward and you can see balances by artist with a few clicks.

The accounting isn’t complicated once it’s set up correctly, but it does require discipline to record each transaction the right way from the start. Getting the structure right means clean books, accurate profit reporting, and artists who trust that they’re being paid what they’re owed.