Watch Dealer Inventory Software 2026: Best Systems for Tracking Stock, Consignment, and Repairs
Your inventory system is your single source of truth when stock goes missing. This guide covers the best inventory management options for watch dealers, from enterprise software to simple spreadsheets, and what you actually need to track.
Here's what we'll cover:
- Why proper inventory tracking matters beyond operations
- Top software options compared with pricing
- Spreadsheet templates for smaller operations
- What to track for consignment, repairs, and owned stock
- Documentation requirements that matter for claims
Why Inventory Tracking Matters More Than You Think
Most dealers track inventory to know what's in stock. But your inventory records serve a second critical purpose: proving what you had when something goes wrong.
If stock disappears, the first question is: can you prove it existed? Without proper records, you're left with estimates and guesses. That creates problems.
Good inventory records should answer:- What exact items were in stock on a specific date?
- Where did each item come from (purchase invoice, consignment)?
- What was the agreed value at intake?
- Is there photographic documentation?
- Who had access or handled the item?
The Documentation Gap
Many dealers track enough for daily operations but not enough for incident documentation. The difference:
| Operational Tracking | Documentation Tracking |
|---|---|
| "Rolex Submariner, black dial" | Ref. 126610LN, Serial 7K9XXXXX, purchased from XYZ on 15/01/26 for $15,800, invoice #12345 |
| "Customer watch for repair" | Omega Speedmaster Ref. 310.30.42.50.01.001, Serial 8XXXXXXX, received from John Tan on 20/01/26, agreed value $8,500, intake photos attached |
| "Consignment piece" | AP Royal Oak Ref. 15500ST, Serial HXXXXXX, consigned by ABC Watches on 10/01/26, agreed value $45,000, consignment agreement #C-2026-015 |
The second column is what you need when something goes wrong.
Top Inventory Software for Watch Dealers
Enterprise Solutions
| Software | Best For | Starting Price | Key Features |
|---|---|---|---|
| Jewel360 | Jewellery specialists | ~$200/month | Built for jewellery, repair tracking, consignment, memo |
| The Edge | Jewellery retail | ~$150/month | POS + inventory, repair management, reporting |
| Lightspeed Retail | Multi-purpose retail | ~$89/month | Strong POS, serial tracking, multi-location |
| Vend (Lightspeed) | SME retail | ~$69/month | Easy to use, good integrations, basic serial tracking |
| RepairShopr | Repair-focused | ~$60/month | Excellent repair workflow, customer portal, ticketing |
| KORONA POS | High-value retail | ~$59/month | Serial tracking, loss prevention features |
Jewellery-Specific vs General Retail
Jewel360 and The Edge are purpose-built for jewellery and watch retail. They understand:- Memo and consignment workflows
- Repair job tracking
- Layaway and special orders
- Appraisal documentation
- Industry-specific reporting
What to Look For
When evaluating software, check for:
- Serial number tracking: Can you search and report by serial?
- Image attachment: Can you attach photos to inventory items?
- Consignment tracking: Does it separate owned vs consigned stock?
- Repair module: Can you track customer items through repair workflow?
- Audit trail: Does it log who changed what and when?
- Export capability: Can you export data for reports or backup?
Spreadsheet Solutions for Smaller Operations
Not every dealer needs enterprise software. A well-structured spreadsheet can work for smaller operations if you're disciplined about using it.
Basic Inventory Spreadsheet Structure
| Column | What to Track | Example |
|---|---|---|
| Item ID | Your internal reference | INV-2026-0042 |
| Brand | Manufacturer | Rolex |
| Model | Model name | Submariner Date |
| Reference | Manufacturer reference number | 126610LN |
| Serial | Unique serial number | 7K9XXXXX |
| Type | Owned / Consignment / Customer | Owned |
| Source | Where it came from | ABC Supplier |
| Date In | When received | 15/01/2026 |
| Cost/Value | Purchase price or agreed value | $15,800 |
| Invoice/Doc | Reference to supporting document | INV-ABC-2026-123 |
| Photo Link | Link to photo folder | Drive link or file path |
| Status | In Stock / Sold / Returned | In Stock |
| Date Out | When sold/returned | (blank until sold) |
| Notes | Condition, accessories, remarks | Full set, minor desk marks |
Using Google Sheets vs Excel
Google Sheets advantages:- Accessible from anywhere
- Automatic cloud backup
- Easy sharing with partners or staff
- Version history built in
- Works offline
- Better for very large datasets
- More powerful formulas and macros
- Data stays on your computer
Photo Documentation System
Your spreadsheet should link to photos. Create a folder structure:
``` Inventory Photos/ ├── 2026/ │ ├── 01-January/ │ │ ├── INV-2026-0042-Rolex-Submariner/ │ │ │ ├── front.jpg │ │ │ ├── back.jpg │ │ │ ├── serial.jpg │ │ │ └── full-set.jpg ```
Take photos at intake showing:
- Dial/face
- Caseback with serial
- Overall condition
- Box and papers (if included)
Tracking Different Stock Types
Owned Stock
For watches you own outright:
- Record purchase invoice details
- Note your cost basis
- Track any servicing or modifications
- Update market value periodically
Consignment Stock
For watches owned by others that you're selling:
- Record consignment agreement details
- Note agreed selling price and your commission
- Track consignment period and renewal dates
- Document condition at intake with photos
- Keep consignor contact information current
Customer Repair Items
For watches left with you for repair:
- Record customer details and contact
- Note agreed value (important for liability)
- Document intake condition with photos
- Track repair status and work performed
- Record completion and collection dates
Memo Stock
For watches received on memo from suppliers:
- Record memo agreement details
- Note memo period and return deadline
- Track agreed price vs your selling price
- Document any restrictions on pricing
What Records Matter for Claims
If something goes wrong, you'll need to prove:
1. The item existed: Serial number, photos, intake date 2. You had legitimate possession: Purchase invoice, consignment agreement, repair intake form 3. The value: Purchase price, agreed value, or recent appraisal 4. It was there when the incident happened: Recent inventory count, last transaction date
Minimum Documentation Standard
At minimum, keep these records for every item:
- Brand, model, and reference number
- Serial number
- Source (supplier, consignor, customer)
- Date received
- Cost or agreed value
- Supporting document reference
- At least one photo showing serial number
Best Practice Documentation
Ideally, also maintain:
- Multiple photos (dial, caseback, condition)
- Condition notes at intake
- Box and papers status
- Service history if known
- Location in store (which display, which safe)
Setting Up Your System
For New Dealers
Start simple:
1. Create a Google Sheet with the columns listed above 2. Set up a Google Drive folder for photos 3. Commit to logging every item at intake 4. Review and update weekly
You can always upgrade to software later. The important thing is to start tracking now.
For Existing Dealers Without Good Records
Don't try to backfill everything at once:
1. Start fresh with new intake from today 2. Gradually add existing high-value items 3. Do a full inventory count and document everything during a quiet period 4. Make the new system your single source of truth going forward
For Dealers Upgrading to Software
When moving to new software:
1. Export your existing data (spreadsheet or old system) 2. Clean up the data before import 3. Run parallel systems for 1-2 months 4. Verify counts match before fully switching 5. Keep your old records archived
Frequently Asked Questions
What's the best inventory software for a small watch dealer?
For small operations (under 100 pieces), a well-maintained Google Sheet works fine. If you want software, Vend or Lightspeed offer good value at $60-90/month with serial number tracking. For jewellery-specific features like consignment and repair tracking, Jewel360 or The Edge are worth the premium.
Do I really need to photograph every watch?
Yes. Photos are often the deciding factor in documentation disputes. At minimum, photograph the dial and serial number. Better to photograph front, back, serial closeup, and full set contents. It takes 2 minutes per item and can save major headaches later.
How often should I update my inventory?
Update in real-time for intake and sales. Do a physical count at least monthly for high-value items. Quarterly full inventory counts are good practice. After any incident, do an immediate count.
Can I use my POS system for inventory tracking?
Most POS systems have inventory modules, but they vary in capability. Check if yours supports serial number tracking, consignment separation, and photo attachment. If not, maintain a separate inventory system and reconcile with POS data regularly.
How long should I keep inventory records?
Keep records for at least 7 years. Digital storage is cheap. Never delete records for items that were stolen or lost. Keep records indefinitely for any item involved in a claim or dispute.
Should I track where items are located in the store?
Yes, especially for larger operations. Knowing which display case or safe section holds each item speeds up audits and helps identify exactly what was taken if something happens.
What if I have items without serial numbers?
Some jewellery and vintage watches lack serial numbers. In these cases, detailed photos and unique identifying features (engravings, custom work, specific damage) become your documentation. Create your own internal ID system.
How do I handle items that move between locations?
If you have multiple locations or take items to shows, your system should track location. Log every movement: date, from location, to location, who moved it. This creates accountability and helps trace items.
MINT Conclusion
Your inventory system is more than an operational tool. It's your documentation backbone when things go wrong.
The best inventory system is the one you'll actually use consistently. A simple spreadsheet updated religiously beats sophisticated software that's incomplete. Start with what you can maintain, and upgrade when you're ready.
Good records don't prevent theft or loss, but they make the aftermath much smoother. When you can prove exactly what you had, where it came from, and what it was worth, you're in a much stronger position.
MINT works with dealers who understand that documentation matters. When you're ready to discuss how your inventory practices affect your protection options, we're here to help.
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