Dashboard
Sales, margin, what you're owed and what's sitting in the safe. Everything in ¥; USD invoices at their own rate.
Welcome — let's get your pearls in
Three steps and you're running. Most people start by importing the list they already keep.
Bring in your stock
Upload or paste the spreadsheet or notes you use now — messy is fine.
Or add a lot by hand
A tray photo, the type and size, and what you paid.
Send your first invoice
Pick lots, type the price — the stock updates itself.
Production orders
Jewelry you have made by a manufacturer — for your own stock or for a client. Describe each piece, send the manufacturer a spec sheet, record their quote, keep track of problems and delays, and receive the pieces into stock or straight onto your client's invoice.
| Number | Date | For | Pieces | Needed by | Status | Manufacturer's quote |
|---|
Pieces
The manufacturer
The client
Issues, delays and follow-ups
Accounts
Your profit month by month, what your stock was worth at the end of the year, and who owes what. Worked out from what you record in LotBook — nothing here changes your stock, sales or costs. Everything in ¥, sales before tax.
Other costs by category
| Type | Items | In hand | Out on memo | At workshops | Value at cost |
|---|
| Number | Description | In hand | Out on memo | At workshops | Cost per unit | Value |
|---|
Owed to you
| Customer | Not due yet | 1–30 days late | 31–60 days late | 61–90 days late | Over 90 days late | Total |
|---|
You owe
| Supplier | Not due yet | 1–30 days late | 31–60 days late | 61–90 days late | Over 90 days late | Total |
|---|
Every sale, payment received, purchase, cost and payment made — one debit and one credit each, tax included. Not in it: opening balances, the year-end stock entry and settling up with partners; your accountant adds those. Import a file once — importing it again adds the entries twice.
The first entries
| Date | Debit | Credit | Amount | Tax type | Description |
|---|
Your account names
The names in your accountant's chart of accounts. Change one to match theirs exactly.
Sales
Sales without invoice, and invoices made with no consumption tax. A sale in Japan is taxed whether or not there is an invoice.
| Kind of sale | Before tax | Tax |
|---|
Purchases and costs
| From | Paid, tax included | Tax in it | You can take off |
|---|
From unregistered suppliers you can take off 80% of the tax until September 2026, 70% until September 2028, then 50% and 30% — by the date of each purchase. Import tax paid at customs isn't here; your accountant adds it from the customs papers.
Some suppliers aren't checked yet — they're counted as registered. Mark each one below.
Your suppliers
Does the supplier have an invoice registration number (T and 13 digits)? It's on their invoices.
| Supplier | Bought this year | Registered? | Registration no. |
|---|
Consumption tax on each purchase
In yen: 10% included. In another currency: none (an import). Change one if it's different — a customs bill, say, or a supplier abroad who bills in yen.
| Date | From | What | Amount | Consumption tax |
|---|
Pearls
Every pearl lot you hold, searchable by type, size, shape, grade and colour. Values at cost.
| Lot | Type | Size | Shape | Grade | Colour | Form | In stock | Cost / unit | Value at cost | Storage spot | Updated |
|---|
Coming next for lots & stock
Tick lots to match them into a set, send them on memo, invoice them or add a cost to several at once. The size filter shows every lot whose range overlaps what you type.
Finished jewelry
Pieces made from your pearls. Making pieces takes the pearls out of their lots and adds their cost to the piece.Your finished pieces, design by design, and how many of each you have.
| SKU | Piece | In stock | Cost | Wholesale | Value at cost |
|---|
Gems
Loose stones — precious and semi-precious, natural and lab-grown — each graded on its own system. Values at cost.
| Lot | Gem | Weight | Cut & size | Grading | Treatment · origin · certificate | In stock | Cost | Value at cost |
|---|
On memo
Goods out with customers, goods out for work, and suppliers' goods you're holding.
Out for work
Pearls at a workshop — drilling, bleaching, stringing. Still yours; mark them back when they return.
| Lot | Work | Sent | Out |
|---|
Suppliers' goods you hold
Pearls on memo to you — not yours until you buy them. What you sell from them is owed to the supplier.
| Lot | Supplier | In hand | Sold | You owe | Return by |
|---|
Memo notes sent
| Memo | Date | Customer | Items |
|---|
Sales
Every sale — with an invoice, or recorded without one. Either way the goods leave stock and the sale counts in your margins; sales without an invoice are kept and totalled separately.
| Invoice | Date | Customer | Due | Total | Balance | Status |
|---|
Customers
Retailers and manufacturers you sell to — their account, what they owe and what they hold on memo.
Quotes you've sent. Tick lots on the Lots page and press “Quote”, or start one from a customer.
| Quote | Date | Items | Total | Status |
|---|
| Customer · looking for | In stock now |
|---|
Customers who haven't ordered for longer than usual — a good time to send a quote.
| Customer | Last order | Usually orders | Lifetime sales | Usually buys |
|---|
Requests from buyers
| Buyer | Items |
|---|
| Customer | Currency | Lifetime sales | Balance due | On memo at cost | Last activity |
|---|
Auction results
Every lot you look at, what it went for and who won — so next time you bid on data, not memory.
| Date | Auction | Lots | You won |
|---|
Auction prices also show on Price history (the dashed line) and in each lot's market note.
Market prices
What you've paid and what you've sold for, per momme or per piece, month by month — built from your own purchases and invoices.
By month
| Month | Bought | Avg paid | Sold | Avg sold | Spread |
|---|
Deals
| Date | Lot | With | Qty | Amount | Per unit |
|---|
Purchases use each lot's cost in ¥ (foreign currency at the lot's own rate). Sales use the invoice amount after discount, ex tax. Lots made by splitting or matching are left out so nothing is counted twice. Per-momme figures need the lot's weight; per-piece figures for lots bought by the momme are estimated from size.
Costs
What your stock cost you: pearls you bought, and fees, shipping, grading and work on them. Only costs tied to stock — not rent or overheads.What your stock cost you: making, plating, materials, shipping and packaging. Only costs tied to stock — not rent or overheads.
| Date | Kind | From | What | Amount | Status |
|---|
Partners
Lots you bought together with another dealer — who owes whom, settled in full or in parts.
Purchases come from lots you add as Bought it now. Lots you already had when you started are stock, not new costs. Costs added to a lot raise its cost per piece; other costs don't.
Activity
Every change to your stock, newest first. Made a mistake? Press Undo — stock goes back to how it was. Sales are undone by voiding the invoice.
| Date | What | Items | Note |
|---|
Stock check
Count what is really there by scanning — a whole location or one storage spot, on one phone or several at once. You see what is missing, and what was scanned that shouldn't be there.
Past checks
| Closed | Place | Found | Missing | Shouldn't be here | Closed by |
|---|
Help
Type what you want to do. Each answer gives the steps and takes you to the right place.
Exhibitions
Trade shows from packing to follow-up: what you bring and at what price, the booth, the buyers you meet, and what the show earned.
Coming next
Planned for the full version — tell us which matter most to you.
| Item | Bringing | Show price | Your cost | Status |
|---|
Counting the cases
Scan every tag in the cases, or tick them. Anything not checked is flagged as missing.
On hold
| For | Item | Until |
|---|
Sales at the show
| Date | Sale | Item | Amount | Margin |
|---|
Show costs
Follow up
Add-ons
Your plan covers the essentials: lots, sales, costs and goods on memo. Add any of these when you need them — your data is already in place, so they work from day one.
Stock
Customers & selling
Insight
Team
Trade events
Batches
Everything you bought together — an auction haul or a big purchase — and whether it's making the return you want. Sell some lots well and the rest can go cheaper.
| Batch | Date | Lots | Cost in | Brought in | Towards target | Left to bring in |
|---|
A batch's cost is what you really paid for the lot of it. How you split that cost between its lots is your own estimate — the batch's return is the number that counts.
As bought
The lots as they came from the sale, at the price you actually paid for each.
| Lot | Pearls | Qty | Weight | Price paid |
|---|
As it is now
The lots after mixing and sorting — each lot's cost here is your own estimate.
| Lot | Pearls | Where it is | Cost | Sold for | Profit on sales | Sell for at least |
|---|
Sell for at least: the lowest average price each lot still in stock can go for, with the batch still reaching its target — counting what's already sold. Sell some lots well and it drops for the rest.
Auctions
Before: which lots your customers want and what you can afford to bid. After: what everything went for, and your wins into stock.
Getting ready
| Lot | Pearls | Wanted by | Market | Your max bid |
|---|
Sorted by demand: lots your customers are waiting for come first. At the viewing, tap “Prices” for every deal on similar pearls, note how you graded it, then “Work out bid”.
Coming next
Planned for the full version — tell us which matter most to you.
Team
Who can sign in, and what each person can do. Changes apply straight away — take someone's access away and they're out, even mid-session.
| Person | Role | Can | Status |
|---|
What each permission allows
Everyone on the team can look up stock, customers and sales. Without Costs & margins they never see what you paid — cost columns, margins, the Dashboard, Costs and Market prices are hidden. Only the owner can manage the team.
Settings
Your company details for invoices, exchange rates, and the word lists used on lots and in filters.Your company details for invoices, exchange rates, and the word lists used on forms and in filters.
Company (on invoices and memos)
Invoice design
Exchange rates & tax
Data
Sample data
Tags & barcodes
Locations
Coming next
Your own categories
Track anything the standard fields don't cover — origin, treatment, farm, harvest year, collection, who owns the goods, or a carat weight, a length or a note. Each category is a list to choose from, or a number or text typed on each record, and shows up on the form, stock lists and imports — and as a column when you add it with “Columns”.
Letters in your codes
The letter each type, shape or category stands for in your SKUs and lot numbers. Add a new one with its letter, or change a letter — codes made from now on use it; codes already made stay as they are.
Word lists
What the lot, jewelry and cost forms offer. Changes save straight away; removing a word asks first, and records that already use it keep it. You can also add a word from any form with “＋ Add new…”, and importing a spreadsheet adds new words automatically.What the jewelry and cost forms offer. Changes save straight away; removing a word asks first, and records that already use it keep it. You can also add a word from any form with “＋ Add new…”, and importing a spreadsheet adds new words automatically. Press a word to rename it: every record that uses it changes too.
Grade scales
Default scale per type
About this app
Gem grading
Every kind of gem is graded its own way. A template is the set of grading fields a stone gets — leave a field's choices empty to type it freely. Natural or lab-grown, treatment, origin and certificate are on every gem.