Consignment Product Intake Form

Streamline Your Consignment Business with a Professional Intake Form

Running a consignment business—whether you're managing a boutique gallery, retail store, or specialty shop—requires careful tracking of vendor relationships, inventory details, and financial agreements. Our Consignment Product Intake Form template helps you establish clear expectations from the start, protecting both your business and your consignment partners while creating a smooth onboarding experience.

Why Consignment Businesses Need Structured Intake Forms

Consignment arrangements involve unique complexities: you're accepting inventory you don't own, sharing revenue with creators, and managing return timelines for unsold items. Without proper documentation, misunderstandings about pricing authority, commission splits, or pickup policies can damage valuable vendor relationships and create operational headaches.

This Paperform template replaces messy email chains and handwritten agreements with a professional, legally-sound intake process that captures everything you need: artist or vendor contact details, product descriptions with photos, pricing structures, commission terms, and clear policies for unsold merchandise. Every submission is automatically organized and can trigger your next steps—from inventory updates to vendor welcome emails.

Perfect for Galleries, Boutiques, and Retail Stores

This consignment intake form is ideal for:

• Art galleries and studios working with multiple artists on rotating exhibitions
• Fashion and apparel boutiques accepting designer pieces or vintage collections
• Gift shops and craft stores featuring local makers and artisans
• Antique dealers and vintage stores managing consignor inventory
• Bookstores and specialty retailers with consignment sections
• Home décor and furniture stores showcasing independent designers

Whether you're accepting your first consignment pieces or managing dozens of vendor relationships, this template creates consistency and professionalism that vendors appreciate.

What Makes This Form Template Effective

Our consignment intake form captures everything in one organized submission:

Vendor Information: Full contact details, business name (if applicable), tax ID, payment preferences, and preferred communication methods ensure you can reach consignors quickly and process payments properly.

Product Details: Detailed descriptions, quantities, photos, materials, dimensions, and condition notes create a complete inventory record. The form can accommodate multiple items per submission, making bulk consignment intake efficient.

Pricing Strategy: Clear fields for retail price recommendations, minimum acceptable prices, and markdown authorization help you understand pricing flexibility. You'll know exactly when you have authority to discount and when you need approval.

Commission Structure: Transparent commission percentage or flat fee arrangements are documented upfront. Whether you use a standard rate or negotiate individually, everything is recorded in writing.

Terms and Policies: Built-in sections for contract duration, unsold goods return procedures, damaged or lost item policies, and payment schedules protect both parties. Consignors acknowledge terms before submitting inventory.

Automate Your Consignment Workflow with Stepper

Once a vendor submits their consignment intake form, Stepper (stepper.io) can transform that single submission into a complete workflow:

• Automatically create inventory records in your POS system or Airtable database
• Generate unique SKUs or tracking numbers for each consigned item
• Send a welcome email to the vendor confirming receipt and outlining next steps
• Create a vendor profile in your CRM with commission rates and contact preferences
• Notify your team to inspect and photograph items upon arrival
• Schedule automatic reminders for contract renewal dates or pickup deadlines
• Track payment cycles and trigger payout notifications when items sell

This automation means consignment management happens in the background, freeing you to focus on merchandising, sales, and vendor relationships rather than administrative tasks.

Build Trust Through Professional Onboarding

First impressions matter in consignment relationships. When artists and vendors see a polished, comprehensive intake process, they trust you'll handle their work with equal care. The form sets professional boundaries around pricing decisions, makes commission structures crystal clear, and ensures everyone understands what happens to unsold inventory.

You can customize the form to match your brand, adjust commission structures, add specific product categories relevant to your inventory, and tailor policies to your business model. Conditional logic can show different fields based on product type—for example, asking additional questions about framing for artwork or sizing details for apparel.

For Store Owners, Managers, and Retail Entrepreneurs

Whether you're a shop owner, gallery director, retail manager, or creative entrepreneur building a consignment model, this template gives you the structure to scale confidently. It's particularly valuable for businesses in retail, arts and culture, fashion, and creative services industries where consignment arrangements support local makers while diversifying inventory without upfront purchasing costs.

Paperform's flexibility means you can adapt the intake process as your consignment program grows. Start with basic terms, then add complexity like tiered commission structures, seasonal pricing rules, or different policies for emerging versus established vendors.

Secure, Compliant, and Ready to Use

Built on Paperform's SOC 2 Type II compliant platform, your vendor data and inventory details remain secure. You can integrate submissions directly with your existing tools—push data to Google Sheets for inventory tracking, sync vendor details to your CRM, or connect payment processing for automatic commission calculations.

With over 500,000 teams worldwide trusting Paperform for business-critical forms, you're in good company. The platform's intuitive editor means you can launch your consignment intake form in minutes, not days, and make updates whenever policies change—no developer required.

Get Started with Consignment Success

Stop juggling verbal agreements, lost paperwork, and vendor confusion. This Consignment Product Intake Form creates the foundation for successful, sustainable consignment relationships that benefit your business and the artists and vendors you support. Clear communication, documented terms, and organized processes mean fewer disputes, faster onboarding, and more time to focus on what matters: curating great products and building community around your retail space.

Start with this template, customize it to your brand and policies, and watch your consignment program transform from administrative burden to streamlined operation.