Diamond inventory software that knows a stone from a SKU
A diamond inventory management system built on carat, cut, colour, clarity and the certificate — with parcels that split without losing their cost, memo reconciled in both directions, and unfix positions you can see today rather than at month end.
What is diamond inventory software?
Diamond inventory software tracks stones by the attributes that decide their value — carat, cut, colour, clarity, shape and certificate — rather than as a quantity of a part number. That distinction is the whole job. Two stones of identical weight can differ in price by a factor of ten, so a system that stores “1.20ct diamond × 4” has recorded almost nothing useful.
Diamond stock management software has to do three things a general inventory tool cannot. It holds grade as structured, searchable data. It splits a parcel into lots while carrying the landed cost down to each one. And it keeps owned stones, memo stones and unfix positions visibly apart, because mixing them is how a stock report comes to show money that is not there. ZSolTech does all three inside the wider jewelry ERP system, so a stone set into a ring keeps its cost and its certificate all the way to the invoice and the balance sheet.
The diamond stock register
Grade, certificate and per-carat value on one line — the screen a stone buyer actually works from.
Diamond stock register · 4C grading
USD · per carat- D-0142RoundIGI 6412…1.20 ctEXFVVS18,400.00
- D-0143PrincessIGI 6418…0.85 ctVGGVS13,570.00
- D-0151OvalIGI 6431…2.05 ctEXEIF23,575.00
- D-0166Pear—0.42 ctGHSI1798.00
Uncertified stones are flagged, never priced as certified
Total USD 36,343.00
Diamond inventory management, end to end
From the parcel on the desk to the stone on the balance sheet.
Every stone graded on the 4Cs
Cut, colour, clarity and carat are fields on the stone master, not notes in a description box. Shape, fluorescence, measurements and the lab report number sit alongside them, so a stone can be found by grade rather than by memory.
See inventory tracking →Certificates tied to the stone
The certificate master holds the lab, the report number and the scanned document against the stone itself. It follows the piece through a sale, a memo and a return — and an uncertified stone is flagged rather than quietly priced as though it were graded.
See the catalogue →Split a parcel without losing its cost
Buy a 40-carat parcel, break it into singles and mixed lots, and each child lot inherits its share of the landed cost. Sell three stones out of it and the remaining parcel still values correctly — the single hardest thing to do in a spreadsheet.
See lot costing →Priced per carat, valued per stone
Rates are held per carat by shape, size band and grade, so a 0.42ct SI1 and a 2.05ct IF are never valued off the same number. Change a rate band and every affected stone revalues — with the old basis kept for the audit trail.
See valuation & accounting →Memo, approval and consignment
Stones out on memo stay visible but out of your own valuation until they sell. Stones in on memo sit in your showcase without inflating your books. Both age on their own report, because unreturned memo is the quietest leak in the stone trade.
See wholesale & memo →Unfix positions, visible
Diamonds that moved before the rate was agreed sit on the unfix register with the counterparty and the quantity, so you always know which stones are unpriced and with whom — not at month end, but now.
See unfix trading →How to manage diamond inventory
Five steps that hold up whether you carry ten stones or ten thousand.
Receive the parcel
Book the purchase by total carat and landed cost — including freight, duty and certification — so the cost per carat is real rather than the invoice line alone.
Grade and tag
Enter shape, the four Cs, measurements and the lab report. Certified stones get their certificate attached; uncertified ones are marked so nobody sells them as graded.
Split into sellable lots
Break the parcel into singles, pairs and mixed lots. Each inherits its share of the parcel's cost, so margin stays truthful whichever piece sells first.
Move it — sale, memo or setting
Sell it, send it out on approval, or issue it to a job card for setting. Every route keeps the stone's identity, cost and certificate attached to it.
Reconcile and revalue
Count by lot against the system, age what has not moved, and revalue against current per-carat rate bands with the previous basis retained for audit.
Why a spreadsheet stops working
Not a vendor comparison — a list of the things a stone ledger has to survive.
Working from a spreadsheet today? Start with our free inventory template and import it when you outgrow it.
An uncertified stone is never priced as a certified one
Stones without a lab report are flagged on the register, on the quotation and on the invoice. It is a small control that prevents a large problem — and it is the first thing worth testing in any vendor demo, including ours. See how the same discipline runs through permissions and the audit trail.
Diamond inventory software — common questions
What is diamond inventory software?
Diamond inventory software tracks loose and set stones by the attributes that decide their value — carat weight, cut, colour, clarity, shape and certificate — rather than as a quantity of a part number. It has to do three things a general inventory system cannot: hold a stone's grade as structured data so it can be searched and priced, split a parcel into smaller lots while carrying the cost down with them, and keep memo and unfix positions separate from owned stock. ZSolTech does all three inside the wider jewellery ERP, so a stone set into a ring keeps its cost and certificate all the way to the invoice.
How do I manage diamond inventory properly?
Start from the parcel, not the stone. Book the purchase at landed cost — invoice plus freight, duty and certification — then split into lots and let each inherit its share, so the cost per carat is honest before anything is sold. Grade every stone on the 4Cs as structured fields, attach the certificate where one exists, and flag the stones where one does not. Price from per-carat rate bands by shape, size and grade rather than a single average. Then keep three things visibly separate: stones you own, stones on memo, and stones that have moved unpriced. Most losses in the stone trade come from the last two being mixed into the first.
Can it handle parcels, or only individual stones?
Both, and the conversion between them is the point. A parcel is received by total carat and landed cost, then split into singles, pairs, calibrated lots or mixed goods as often as you need. Each child lot carries its proportional cost, and the remaining parcel revalues automatically — so selling the three best stones out of a parcel does not silently leave the remainder overvalued, which is what happens in a spreadsheet.
Does it store GIA, IGI and HRD certificates?
Yes. The certificate master records the issuing lab, the report number, the grading details and a scan of the document, held against the stone rather than in a shared folder. When the stone is sold, memo'd or set into a piece, the certificate travels with it and appears on the invoice. Stones without a certificate are marked as ungraded so they cannot be quoted at certified pricing by mistake.
How are diamonds valued for the balance sheet?
At cost by default, with revaluation against per-carat rate bands available when your auditor asks for it. Because cost is carried down to each lot at split, the closing value of a partially sold parcel is calculated rather than estimated. Tagged stones are costed by specific identification — a certified solitaire carries its own cost on its own record — so the FIFO-versus-average question that dogs bullion barely applies to graded goods.
Can I track stones that are out on memo or approval?
Yes, in both directions, and neither distorts your books. Stones you send out on approval stay yours, sit on a memo-ageing report and either convert to a sale or come back. Stones you take in on memo appear in your showcase and on your stock list but stay out of your valuation until you settle with the vendor. Ageing is reported separately because an unreturned parcel is a loss that no stock count will surface.
Does it work for loose stones as well as set jewellery?
Yes. Loose goods, set stones, pearls, watches and coloured stones each have their own division, so a diamond in a parcel and the same diamond set into a ring are the same record at different stages rather than two disconnected entries. When the stone is issued to a setting job card, it leaves loose stock and attaches to the piece — with its cost and certificate intact.
What are the best tools for diamond inventory management?
Judge any tool on five things and the shortlist gets very short: structured 4C fields you can filter on, certificate handling attached to the stone, parcel splitting that carries cost, memo in and out with ageing, and an unfix register. A tool that only stores a description and a price is a list, not an inventory system. Test all five on your own parcels during a demo — including a partial parcel sale — because that is where spreadsheet-grade tools break.
How much does diamond inventory software cost?
ZSolTech publishes its pricing: $300 per branch per month for Retail, $499 for Professional and $999 for Enterprise, with additional users at $60 a month and additional branches at $199. Diamond grading, the certificate master and unfix trading sit in the Professional plan. There is no per-module charge and no quote wall.