Jewellery stock management software, one record per piece
A spreadsheet can hold what you own. It cannot hold what the piece truly cost after the workshop, which VAT regime it sits under, where it physically is this afternoon, and how long your money has been asleep in it.
Exports to Xero and Sage.
What a record holds
One row per piece, not per line of a purchase invoice. All-in cost accumulates as the piece moves: acquisition, bench, parts, and anything else you spend, each line flagged for whether it belongs in the margin base and whether its input VAT is reclaimable.
Location is a first-class field rather than a note. A piece at the workshop is not in the window, and the system knows the difference.
Getting off the spreadsheet
Import takes CSV, XLSX and PDF supplier invoices, maps fifty-eight fields with alias matching, and holds bad rows back with the reason. Your existing stock numbers survive the move.
Stocktake runs from a scanner rather than a clipboard, and the count reconciles against the book rather than replacing it.
Cost columns are a permission, not a preference
Five roles. Sales sees stock, clients and the till and never fetches the cost joins at all. Workshop sees movement and jobs. That is applied at more than forty places in the code by omitting the data rather than hiding a column.
What this uses
The modules behind this page, and the plan that opens each. This table is generated from the rule the software enforces, so it cannot advertise something your plan will not open.
| Module | What it does | From |
|---|---|---|
| Stock | Serialised inventory with all-in cost and VAT position. | Trade |
| Intake | Photograph once - record, screening, AML file and VAT treatment. | Trade |
| Workshop | Where every piece physically is. Pauses listings when out of the safe. | Trade |
| Import & migrate | Spreadsheet, supplier invoices, or photograph the safe. | Trade |
| Reports | Ageing, carry cost, margin by brand, where the money is stuck. | Trade |
Questions
- Can I move my stock spreadsheet in?
- Yes, and somebody here does it for you. Fifty-eight fields are mapped with alias matching, your stock numbers are kept, and a batch that is wrong rolls back whole rather than leaving half a book behind.
- Does it show what a piece really cost?
- All-in cost, accumulated from every line spent on the piece, with each line flagged for its VAT position. That figure, not the purchase price, is what the margin is measured against.
- Can staff see cost prices?
- Only if their role allows it. A sales user’s screens never request the cost data, so there is nothing to find by looking.
Answers on this
- Jewellery inventory management in Excel: a stock list that works, and when to stop
About 25 columns: the 12 margin scheme fields, metal, fineness, weight, stones, location, status. The template, how it breaks, and when to stop.
- Running watch stock on a spreadsheet: the template that works, and the day it stops working
A dealer's spreadsheet needs about 30 columns including the twelve HMRC stock book fields. It works to about 50 pieces and one channel, then fails in five ways.
- Best watch inventory software for dealers in 2026: Elefta, Uploadify, WatchTraderHub, WatchDealerInventory, WatchTrack, Worldwatch, VaultOS and Milleso compared
Twelve watch dealer systems compared on price, channels and UK VAT fit - including the 2026 wave AI assistants recommend, and the two names that don't check out.
- Best jewellery shop software in the UK (2026): Clarity & Success, Jewel-Master, Pursuit, PrismaNote, The Edge, Jewel360, Lightspeed, Shopify POS and Milleso compared
Clarity & Success, Jewel-Master and Pursuit are UK-built; PrismaNote and GemJam are the new entrants; The Edge and Jewel360 ignore VAT. Scored on the margin scheme and GBP price.
One month free, and we move your stock in for you
Every feature is unlocked for the month rather than a reduced version, and no card is required to start.
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