Sales, Deals & Purchases

This section covers everything related to moving watches: recording sales, tracking money in and out, importing history, and using deal-planning tools.

Sales Hub

What it is. The central command center for all deal activity. It combines a live inventory view (available watches ready to sell) with a full sales history, key performance metrics, and financial summaries.

What you can do here.

Browse all non-sold inventory and launch a sale directly from any watch row.
Review sales history for the organization, sortable by watch, buyer, sale price, cost, gross profit, margin, payment method, payment status, seller, and sale date.
Toggle “My deals only” to scope the history to sales attributed to your own name — useful for sellers tracking their own book.
See month-to-date sales count and gross revenue (visible to all team members with sales access), plus company net profit, outstanding receivables, and outstanding payables (visible only to users with financials access).
Select multiple sales in the history and bulk-mark them as paid in a single operation.
Navigate to Receivables (money owed to you) or Payables (money you owe) directly from the overflow menu.
Import past sales from a spreadsheet.

Who can access.

Viewing the hub and sales history: owner, admin (owner-equivalent), manager, staff, and viewer.
Recording a sale and seeing costs/profit/margin: owner, admin, manager, staff. Non-owners without payments.manage submit sales for owner approval instead of closing them immediately.
Bulk mark-paid and financial summary panels (company net, AR, AP): owner and admin only (requires payments.manage).

Record a Sale

What it is. The form for closing a deal and committing it to the ledger. It handles single-watch sales, multi-watch orders on a shared invoice, optional trade-ins, sale expenses, broker commissions, and seller splits — all in one submission.

What you can do here.

Select a watch from your active inventory (or pre-select one by navigating from the inventory table). The asking price pre-fills as the default sale price.
Choose a buyer from your Contacts directory. Buyer name, email, and phone are drawn from the contact record automatically.
Set a sale date, payment method (Wire, Cash, Zelle, Card, Crypto, Check, ACH, Bank Transfer, PayPal, or Other), and payment status (Invoiced, Payment Pending, Partially Paid, or Paid). Unpaid and partial statuses require a balance due date.
Add one or more additional watches to the same order (multi-watch sale). Each extra watch gets its own price and optional broker commission, and the entire order shares a buyer, invoice, and payment terms.
Add sale expenses (closing costs, platform fees, shipping, etc.) as line items. These reduce gross profit.
Add trade-ins: watches the buyer is giving you as partial payment. Each trade-in records brand, model, condition, and trade-in value, and the system can create a corresponding inventory purchase record.
Enable a broker commission (percentage of gross profit) paid to a named contact. If the watch was sourced through a broker on the purchase side, the commission contact is pre-filled automatically.
Assign the sale to a specific team member (seller) and optionally split a percentage of profit to that seller.
Preview the live house net (what the company takes home after investor distributions, broker fees, and seller commission) before submitting.
Preview and download a draft invoice PDF before closing the deal.
Confirm and submit. Single-watch sales go to a confirmation page with full deal summary; multi-watch sales follow the same flow.

Approval flow. Users without payments.manage (typically manager and staff) submit the sale for owner review rather than closing it immediately. The sale enters the Approvals queue; the owner finalizes it from there. Multi-watch sales follow the same approval path for non-owners.

Warnings. The form surfaces two warnings that require explicit acknowledgement before submission: selling below cost basis, and outstanding unpaid expenses on the watch being sold.

Who can access.

Submitting a sale: owner, admin, manager, staff (non-owners go to approval).
Seeing cost basis, gross profit, and margin in the live preview: same roles; the financial rail is hidden from viewers.

Sale Detail & Confirmation

What it is. Two pages shown after a sale is recorded. The confirmation page appears immediately after a successful submission and shows what was updated across the system. The detail page is the permanent record for any sale.

What you can do here (confirmation page).

See a summary of every system change triggered by the sale: watch marked sold, investor balances updated, broker commission created, invoice generated, buyer’s client history updated.
Download the sale invoice PDF.
Download broker commission statement(s) if a broker fee was recorded.
Navigate to the permanent sale detail, back to inventory, or start another sale.

What you can do here (detail page).

View watch information, buyer details, sale date, and payment method.
For users with financials access: see the full financial breakdown (sale price, fees, total cost, gross profit, commission, net profit) and the investor distribution table.
Record partial or full payments against the sale after the fact (amount, date, method, reference number). Each payment updates the running balance and progress tracker.
Delete an individual payment record if entered in error.
Download the sale invoice PDF.
Send the invoice by email to the buyer directly from the page.
Reverse the sale: returns the watch to active inventory, restores investor balances, marks ledger entries as reversed, and removes any trade-ins from inventory. Requires a written reason (minimum 5 characters). Sales above the high-risk amount threshold require a two-step confirmation.
View the full activity timeline for the sale.

Who can access.

Viewing a sale and recording/deleting payments: users with sales.view. Financial summary, investor distributions, and payment amounts are visible only to users with financials access (payments.manage or reports.financial.view).
Reversing a sale and sending invoices: owner and admin (requires payments.manage).

Past Sales Import

What it is. A guided wizard for bringing in historical sales records from a spreadsheet. Imported sales go into a separate imported_sales table and are treated as historical records — they do not touch live inventory, run the deal engine, or create ledger entries.

What you can do here.

Upload a CSV file of past sales with any column layout and map columns to the expected fields in the wizard.
Review each record before committing.
Confirm and persist the batch.
View previous import runs and their results.

Who can access. Users with sales.record: owner, admin, manager, staff.

Deal Inbox

What it is. Deal-feed group chats — WhatsApp group conversations tagged as deal discussions. The /admin/deal-inbox route redirects to the unified inbox filtered to the Groups folder; deal conversations live there.

What you can do here. See the Inbox section of this guide for full details on messaging and deal-feed conversations.

Who can access. Users with inbox.use: owner, admin, manager, staff.

Purchases (Watch Acquisitions)

What it is. Purchases are the buy side of a deal — the record of acquiring a watch into inventory. The /admin/purchases route redirects to /admin/inventory, where individual purchase records are accessible from each watch detail page. /admin/purchases/[id] similarly redirects to the corresponding inventory watch detail.

What you can do here. See the Inventory section of this guide for the full purchase and inventory management workflow.

Who can access. Users with purchases.view and inventory.view: owner, admin, manager, staff, viewer.

Batch Operations

What it is. A hub of bulk-action tools for high-volume data management. Three sub-tools are available: Batch Deposit, Batch Status Update, and CSV Import.

Batch Deposit

What it is. A form for crediting multiple investor accounts in a single operation — useful when processing a group of capital contributions at once.

What you can do here.

Enter rows manually (account number + amount) or upload a two-column CSV (account_number, amount).
Submit all valid rows as a single batched deposit operation.

Who can access. batch_operations.manage: owner and admin only.

Batch Status Update

What it is. A form for changing the inventory status of multiple watches at once.

What you can do here.

Enter watch IDs and their target statuses (Available, Reserved, Sold, On Memo, Consignment, In Service, Listed, Returned).
Submit all valid rows in a single operation.

Who can access. batch_operations.manage: owner and admin only.

CSV Import

What it is. A general-purpose CSV importer for bulk-loading three types of records: Contacts, Investors, and Inventory (Watches).

What you can do here.

Select an import type and upload a CSV. The expected column schema is shown for the selected type.
Preview the first rows before committing.
Submit the import and review a count of imported, skipped, and errored rows.

Who can access. batch_operations.manage: owner and admin only.

Tools Hub

What it is. A focused collection of workflow utilities for day-to-day dealing. Configuration settings (payment methods, invoicing, team) and API/integration management live elsewhere; only deal-speed tools live here.

Three tools are available (subject to your role’s permissions):

Deal Calculator

What it is. An offline deal-modeling tool. No data is saved; it is purely a calculator for thinking through a potential trade before committing.

What you can do here.

Enter a purchase price, expected sale price, marketplace fee percentage, card processing fee percentage, broker/sales commission percentage, service/polish cost, shipping and insurance cost, and any other cost.
Instantly see net profit, ROI on purchase price, net margin, a full cost breakdown, the breakeven sale price, and the sale price needed to achieve a 12% ROI target.
Reset to default values at any time.

Who can access. deal_calculator.use: owner, admin, manager, staff.

Chrono24 Export

What it is. A one-click download of your active inventory formatted as a Chrono24-ready CSV for fast marketplace listing.

Who can access. reports.operational.export: owner, admin, and manager.

Batch Operations (via Tools)

Links to the Batch Operations hub described above.

Money Concepts in Sales

Gross profit. Sale price minus purchase cost, minus sale fees (platform/marketplace fees recorded as expenses), minus taxes, minus shipping, minus any additional sale closing costs. This is the profit before any splits.

Broker fee. A percentage of gross profit paid to the contact who sourced the deal or brokered the sale. Deducted from gross profit to arrive at distributable profit.

Investor share. When a watch was funded partly or wholly by investor capital, a portion of the distributable profit is returned to investors according to their profit-split percentage and management fee terms.

Company net. What remains after broker fees and investor distributions. This is the organization’s actual take-home on the deal, and is what appears in analytics and the dashboard KPIs.

Sale price vs. buyer total. The invoice total the buyer owes may differ from the sale price when tax, shipping, additional line items, or trade-in credits are included. The sale price field is what the watch sold for; the buyer’s total is what they actually pay.

Financial details (costs, profit, margin, investor distributions) are visible only to users whose role grants financials.view, reports.financial.view, or payments.manage. All other users see sale price, buyer, date, and payment method only.