Artist Brittnie Ortega is sharing valuable insights on how to handle the less glamorous but crucial administrative aspects of artistic work, including creating proper contracts, invoices, and project tracking systems. While many creative professionals tend to avoid bureaucratic tasks and prefer to focus entirely on their artistic projects, Ortega emphasizes that mastering these business fundamentals is essential for protecting both artists and their work.
Ortega has developed comprehensive guides to help fellow artists navigate the often-overwhelming world of business documentation without getting lost in endless internet searches. She strongly advocates for artists to establish these professional practices early in their careers, rather than learning through costly mistakes when problems arise due to inadequate agreements or documentation.
Regarding contracts, Ortega explains that an art contract serves as a protective measure for artists while clearly outlining the exact terms of any agreement. "An art contract is there to protect you and list the exact terms of the agreement. It ensures both you and the client are on the same page before beginning the project," she states. According to her guidance, a proper contract will safeguard an artist's time, work, and peace of mind throughout the duration of any project.
Ortega recommends that contracts should clearly identify all parties agreeing to the specified terms and include proper signatures from everyone involved. She suggests adding brand imagery as a professional touch and incorporating contract numbers for better organizational purposes. "It's standard for the person drafting the contract (you) to sign first. Clients may request changes and that's normal. If you're open to them, make the edits before both parties sign. This ensures everyone is happy with the terms before committing," Ortega advises.
For invoicing procedures, Ortega describes invoices as receipts that provide both parties with proper records for their files. She explains that invoices should contain detailed information about the services provided and associated costs, clear payment instructions showing how money should be transferred, relevant dates, and potentially an invoice number along with brand imagery for professional presentation. "I usually request a 50% deposit upfront (due on signing and before starting the project) and the remaining 50% upon delivery. This helps protect your time and ensures commitment from the client," she recommends.
Ortega also stresses the importance of maintaining comprehensive work tracking systems, even for artists who work on single pieces at a time. She believes that project tracking doesn't need to be overly complex and can be customized to individual preferences, but it should always be implemented to ensure everything progresses according to plan. Her recommended tracking system includes client names and corresponding project details, established timelines, payment status updates, reference information such as contract numbers and invoice numbers, client contact information, and personal notes.
The artist emphasizes that these administrative responsibilities shouldn't be viewed as burdensome obstacles to creativity. "The goal of these admin tasks isn't to make your life boring and miserable (like I always imagined it would). It's to support and protect you, your art, and your business," Ortega explains. She argues that proper documentation serves as a crucial defense mechanism when situations go wrong or when dealing with unreliable clients.
Ortega concludes that investing time in proper business practices ultimately benefits creative work by reducing stress and potential conflicts. "The less you worry about contracts, invoices, and spreadsheets, the more time and energy you'll have to focus on what you actually love – making art," she notes, highlighting how professional organization can actually enhance rather than hinder artistic productivity and peace of mind.
