Your first item
Creating an item
You can add a new item from almost anywhere in the app:
- Click the + Add Item button on the Dashboard or Inventory page.
- Press the N key on your keyboard — a quick shortcut that works from most pages.
This opens the Add Item dialog.
The Add Item dialog
The dialog is a two-step wizard: Photos first, then Details.
Step 1 — Photos
Upload images of your item right away:
- Drag and drop files or click to browse.
- On mobile, use your camera directly or choose from your photo gallery.
- On desktop, a QR code is shown alongside the drop zone — scan it with your phone to snap photos that appear in real time. (See [Mobile Photo Upload] for details.)
- You can also skip this step and add photos later.
Step 2 — Details
Fill in the basics to create your item:
|
Field |
Description |
|---|---|
| Name (required) | A title for your item. |
| Category | What type of item this is (e.g., Art, Coins, Jewelry). Determines which category-specific fields appear on the detail page. Defaults to No Category. |
| Status | Defaults to Collection. You can also choose Wishlist, Sold, or Archived. (See [Understanding Statuses] for more.) |
| Template | If item templates exist for the selected category, a Template dropdown appears. Selecting one pre-fills fields like classification, description, and category attributes. (Pro+) |
| Notes | Optional private notes about the item. |
| SKU | Click Add SKU in the dialog header to auto-generate a sequential SKU number. |
When you're ready, you have two options:
- Create item — creates the item and takes you to its view page.
- Create and edit — creates the item and takes you directly into edit mode.
Filling in your item
On the detail page (in edit mode), you can fill in as much or as little as you'd like. Fields are organized into collapsible sections:
Core fields
|
Section |
Fields |
|---|---|
| Basics | Title, SKU, Category, Classification, Condition, Condition Details |
| Description | Free-text description and private notes |
| Location | Where the item is physically stored (requires Locations enabled in Settings → General) |
| Acquisition | Purchase price, date purchased, location purchased |
Pricing and costs
|
Section |
Fields |
|---|---|
| Pricing | Retail price, Trade price, Insurance value, Appraisal date, Appraiser |
| Costs | Restoration costs, Other costs, Cost details |
| Consignment (Premium) | Consignor, commission percentage, terms |
Measurements
|
Section |
Fields |
|---|---|
| Dimensions | Height, Width, Depth, Diameter, Weight — displayed in your preferred measurement system (Imperial or Metric) |
Category-specific fields
If you assigned a category, additional fields appear that are specific to that category (e.g., Artist, Period, Mint Mark). These are managed per-category and may include text fields, dropdowns, checkboxes, and more.
Sale details
When an item is marked as Sold, additional sale fields become available: sold price, sold date, sale method, sale venue, sale fees, tax collected, payment method, online channel, buyer, and sale notes.
Tip: You don't need to fill everything in at once. Come back and edit any item at any time.
Adding photos and videos
Photos
In edit mode, scroll to the Photos section to upload images:
- Drag and drop files or click to browse.
- Reorder photos by dragging them.
- The first photo becomes the item's hero image, displayed in inventory views and cards.
- Use the QR code (desktop) to upload photos from your phone. (See [Mobile Photo Upload] for details.)
Videos
A separate Videos section lets you upload video clips of your item using the same drag-and-drop interface.
The number of photos allowed per item depends on your subscription plan.
What's next?
Your item is now part of your inventory. From here you can:
- Search for it from the Dashboard or Inventory page.
- Share it via a public link.
- Generate a PDF using a document template.
- Mark it as sold to record sale details and move it to Sold status.
- Duplicate it to quickly create a similar item.
- Move it to Wishlist or Archive.