Help Center — Jewlerist

Getting started

Getting Started with Jewlerist

Jewlerist is the operational home for independent jewellers and small jewelry studios. It connects inventory, materials, production history, contacts, orders, costs, payments, tasks, and responsibility in one workspace. This guide explains what Jewlerist is, who it is designed for, and the first steps to recording meaningful work.

Understanding Workspaces

A workspace is the top-level container in Jewlerist. It represents one business or studio, and everything you create — assets, contacts, orders, costs, payments, tasks, and team members — belongs to a workspace. Data never crosses workspace boundaries.

Glossary of Jewlerist Terms

This glossary defines the terms used consistently across Jewlerist and its Help Center documentation. Using these terms consistently helps avoid confusion and ensures that everyone on a team is talking about the same thing.

Inventory and assets

Adding Your First Assets

Assets are the core records in Jewlerist. Every stone, metal lot, jewelry piece, parcel, and component in your inventory is an asset. This guide walks through creating your first assets and explains the information that matters most.

Asset Types Explained

Jewlerist recognises five asset types: stone, metal lot, jewelry piece, parcel, and component. Each type tracks different kinds of inventory with fields appropriate to that kind. Choosing the right type when creating an asset ensures you capture the right information and can work with it correctly.

Recording Asset Events

Events are how Jewlerist builds the history of each asset. Every action — acquiring a stone, moving a piece, consuming metal from a lot, reserving an item for an order, selling it, or correcting a mistake — is recorded as an event. The timeline of events on each asset is the source of truth for its current state and its complete history.

Orders and contacts

Managing Contacts

Contacts in Jewlerist represent the external parties you work with: customers who commission or buy jewellery, vendors who supply materials or services, and labs that provide certificates or treatments. Every order, cost, and payment can reference a contact, making contacts the connective tissue between your inventory and your commercial relationships.

Managing Conversations

The Inbox in Jewlerist keeps customer and vendor communication beside related orders, tasks, and designs. You can log WhatsApp chats, Instagram DMs, emails, phone calls, and shop visits manually for the workspace.

Creating and Managing Orders

An order represents work you are managing: a personal design or sample, a custom commission, a sale of existing inventory, a repair, or a service. Orders connect designs, assets, costs, tasks, and—when a customer is assigned—billing and payments into a single thread.

Recording Payments

Payments in Jewlerist record money received from customers against orders. Every payment reduces the outstanding balance on an order and creates a corresponding event on the timeline of each asset linked to that order. Payments can be full or partial, and they support multiple payment methods and currencies.

Costs and financial tracking

Recording Costs and Expenses

Costs in Jewlerist record money spent: materials purchased, lab work, casting, setting, shipping, or overhead such as rent and electricity. Costs are divided into two types — direct costs (linked to a specific asset or order) and overhead costs (period expenses not allocated to individual pieces). Together, they build the money trail that shows what your work actually costs.

Tasks and collaboration

Assigning Tasks and Tracking Work

Tasks in Jewlerist turn orders, production steps, and follow-ups into accountable work items. A task has a title, a description, a priority, a due date, and an assignee. Tasks can be linked to orders, assets, or contacts for context, and they can include checklists, attachments, and comments. Tasks are how you track what needs attention next and who owns it.

Workspace setup

Setting Up Locations

Locations in Jewlerist represent the physical places where assets are stored: your workshop, a safe, a vendor's office, a client's premises, or any other place where inventory might be. Every asset can be assigned a location, and locations help you answer the question "where is this right now?"

Customising Event Templates

Event templates allow a workspace to define its own vocabulary for asset events. Instead of using only the built-in event kinds (acquire, move, consume, etc.), a studio can create named templates like "Sent to Casting", "QC Passed", or "Stone Set" that match the language and workflow of their workshop. **Note:** Event templates are not yet available in the current version of Jewlerist. This article describes the intended functionality and will be updated when the feature is released.

Inviting Team Members

Jewlerist workspaces can have multiple team members, each with a role that determines what they can see and do. The workspace owner invites team members by email, assigns them a role, and can customise their permissions. This article explains roles, permissions, and the invitation process.

Plans and billing

Plans, Billing, and Account Management

Jewlerist workspaces operate under subscription plans that determine which features are available and whether the workspace is writable or read-only. The workspace owner manages billing, subscription status, and plan changes. This article explains how plans work and where to find billing settings.

Invoicing

Introduction to Invoicing

Jewlerist can turn an order into an invoice. You configure your seller details, jurisdiction, and tax profiles once in workspace settings, then issue invoices directly from an order. Issued documents become permanent records that corrections never modify.