Single stones & watches
Certified diamonds, gemstones, luxury watches and one-off pieces. Each one is a single item with its own cost and its own history.
- Counted in
- 1 piece, always
- Costing
- Specific item
- Example
- 1.02 ct F VS1 · GIA
Diamond · Jewelry · Watch ERP
From the bench to the bank, every piece accounted for.
OctaGems runs job work, stock, memo and invoicing for diamond, jewelry and watch businesses from one ledger. Below, one ring goes from job order to payment.
LiveJOB-0042 · Solitaire ring · 18K yellowExample
- Job orderJOB-0042
- Job work4 vendor POs
- StockTray A-14
- MemoM-0417
- InvoiceINV-2291
- PaidClosed
- Item
- JOB-0042
- Where it is
- Planning
- Job cost
- $0
- JOB-0042 opened · Solitaire ring, 18K yellow
Entity Definition & Overview
What is OctaGems?
OctaGems jewelry ERP is specialized custody and inventory management software engineered specifically for diamond dealers, manufacturing jewelers, luxury retailers, and watch traders. It operates a single-ledger architecture linking workshop job orders, consignment memo tracking, RapNet list discount pricing, and customer invoicing into one synchronized system.
Inventory
One stock list. Three kinds of goods.
Most systems count everything in pieces, but a GIA stone, a bag of melee and a ring design are three different kinds of stock. OctaGems counts each one in its own unit, so the numbers are right from the start.
Parcels & lots
Melee and uncertified goods sold by weight. You can split a parcel, mix parcels together or pull stones out, and the average cost per carat updates each time.
- Counted in
- Carats, then pieces
- Costing
- Weighted average
- Example
- 42.18 ct · +2 sieve
Styles & finished pieces
Repeat designs, mountings, findings and chains, counted in pieces, each with a bill of materials covering metal, stones and labour.
- Counted in
- Pieces
- Costing
- Standard or average
- Example
- Solitaire · 18K · 3.1 g
JWL-1001A stone set into a ring keeps its history.Ring cost = diamond $6,940 + metal $412 + CAD $120 + labor $180
Job work
Make it in a job. Know what every piece cost.
Open a job order for a collection or a customer order. Upload each vendor invoice and OctaGems reads the vendor, invoice number and lines for you. Split every line across the pieces it went into, equally or by gross weight, and each finished piece goes to inventory at its true cost.
- Every vendor invoice in one place: diamonds, CAD, casting, metal and labor.
- Duplicates caught. The same vendor invoice can't be entered twice.
- Cost locked. Once a piece is in inventory, its cost can't change.
JOB-0042
ExampleBridal solitaire collection
Vendor invoices on this job
- PO-5001Diamonds / Stones$19,980
- PO-5002CAD$240
- PO-5003Casting$1,192
- PO-5004Manufacturing labor$560
Allocated to each pieceDiamondMetalCADLabor
- JWL-1001Solitaire ring · 18K$7,652
- JWL-1002Oval halo ring · 18K$10,740
- JWL-1003Stud earrings · 14K$3,580
Job cost $21,972Not yet allocated $21,972Ready to close
AI assist
Stop typing. Scan it or say it.
Drop in a vendor invoice and OctaGems reads it into a purchase order. Or say what you sold and it drafts the invoice. Fields it isn't sure about are marked for you to check, and nothing is saved until you confirm.
Scan an invoicehudson-casting-oct.pdf
Vendor
Vendor invoice #
Invoice date
Invoice for
Total —Confirm & add to JOB-0042
Say itInvoice by voice
Tap the mic and say what you sold
- Customer
- Item
- Price
- Terms
Ready
Memo & custody
Goods on memo are still yours.
Goods out on memo stay your stock, at your cost, in someone else's hands. OctaGems tracks who owns a stone and who is holding it as two separate states, so your memo exposure and stock value stay accurate.
Financial state
Owned→Committed→Sold→Paid
Custody state
At vendor→In vault→On memo out→Delivered
Memo out · exposure at costExample
0–30 d$0
31–60 d$0
61–90 d$0
90+ d$0
STEP 01
Issue Memo Slip
Select certified stones or finished jewelry, assign recipient dealer, and set return terms.
STEP 02
Track Custody
Goods remain on your balance sheet at cost while aging bars track exposure and due dates.
STEP 03
Convert or Return
One click converts sold items to tax invoices; returned goods check back into your vault safe.
MEMORANDUMNo. M-0417
21 Oct 2026
21 Oct 2026
To: Meridian JewelersTerms: 14 days
| Stock # | Description | Ct | Value |
|---|---|---|---|
| JWL-1001 | Solitaire 18K · F VS1 | 1.02 | $9,850 |
| OV-20871 | OV G VS2 GIA | 1.51 | $11,240 |
| RD-10388 | RB G VS2 GIA | 0.90 | $5,670 |
3 items · 3.43 ctTotal $26,760
The goods described above remain the property of the sender and are delivered for examination only. Title does not pass until a sale is agreed and invoiced.
ON MEMOINV-2291
ExampleMeridian Jewelers
From memo M-0417DraftOpenPartially paidPaid
JWL-1001 · Solitaire ring 18K · 1.02 ct F VS1$9,850.00
Tax · resale certificate on file$0.00
Total$9,850
Not sent yet
Balance due$9,850
Invoices & payments
Invoice from the memo. Follow every dollar in.
Convert a memo to an invoice and the stock, the receivable and the memo all update together. Record payments as they arrive, in full or in parts, and see what's still on its way.
- Any payment method: wire, check, card or cash, with the account it landed in.
- Cleared, not just received. Money in transit stays flagged until the bank clears it.
- Card fees kept apart. The customer's balance is settled in full; the fee is booked as your cost.
- Consignment handled. Sell goods you hold on memo and the vendor bill is raised for you.
Pricing
Quote in points back. See your margin as you type.
Dealers price stones as a discount off the Rap list. OctaGems keeps every price tied to the list version it was set against, so a new Thursday list never changes your margins without you knowing.
- Price history by customer, vendor, shape and size band.
- Margin floors that send low prices to a manager for approval.
- Revaluation reports each time a new list is published.
RD-10442 · Round · F · VS1Example list price
Rap basis $10,800/ct · cost basis Rap −37% · margin floor 8%
- Price / ct
- $7,776
- Total
- $7,932
- Margin
- 12.5%
Above the margin floor. You can send this quote.
System Evaluation
OctaGems vs Spreadsheets vs Generic ERP
Jewelry and diamond workflows involve custody changes, dynamic Rap pricing, and multi-stage job work that generic software and spreadsheets fail to handle accurately.
| Capability | OctaGems | Spreadsheets | Generic ERP |
|---|---|---|---|
| Memo & Consignment CustodySeparates legal ownership from physical custody with automated aging & return alerts | ✓ Native Built-in | ✕ No | Partial (add-on required) |
| Job-Work Multi-Stage CostingAllocates vendor invoices (casting, CAD, labor) directly into finished jewelry cost | ✓ Native Built-in | ✕ No | Complex manual setup |
| Rapaport List Discount PricingLive discount off Rap list (Rap -X%) with manager margin protection floors | ✓ Native Built-in | Manual formulas | ✕ No |
| RFID & Barcode Tray AuditsCounts 60+ tagged items per tray in seconds, cross-referencing memo status | ✓ Native Built-in | ✕ No | Third-party plugin only |
| Gemological Lab Report CheckDirect cross-reference of GIA, IGI & HRD certificate report numbers and PDFs | ✓ Native Built-in | ✕ No | ✕ No |
| Mobile Counter & Show CompanionNative Android app to check stock, issue memos, and record payments on the go | ✓ Native Built-in | Unformatted mobile sheets | Clunky desktop port |
Safe 2 · Tray A-14 · RFID count59 / 60 read
RD-10388Not lost. On memo M-0417 with Meridian Jewelers.
RFID & barcode
Count a whole tray in seconds.
Read every tag in a tray at once and compare the result with what the system expects. When a stone is missing, OctaGems checks memos and transfers first, so you know straight away whether it's actually lost.
- Weekly counts instead of a once-a-year stock take.
- Barcode and QR labels printed from the item record.
- Every move recorded: tray, safe, branch or customer.
Mobile app
Your stock, memos and invoices, in your pocket.
The OctaGems Android app puts the same ledger on your phone. Look up any piece at a show, send a memo from the counter, and record a payment the moment it lands.
- Inventory and memo on the go: find any piece, see where it is and its full history, and send memos.
- Invoices and payments: create an invoice, or say it, and record payments as they arrive.
- Reminders that matter: memos coming due, overdue invoices and payments received.
- Photos from your camera: shoot items, certificates and vendor invoices straight into the record.
Coming soon toGoogle Play
9:41OctaGems
Search · JWL-1001
JWL-1001Solitaire ring · 18K1.02 ct F VS1 · GIA
HistoryCost$7,652
LocationSafe 2 · Tray A-14
StatusIn stock
- 14 OctAdded from JOB-0042
- 12 OctSetting & polish
- 09 OctCast, 18K 3.1 g
From purchase to payment
One record follows the stone all the way.
- 01
Purchase & make
Purchase orders, memo in from suppliers, and job orders for pieces you make.
- 02
Intake
Grade, certify, photograph and tag in one step.
- 03
Vault
Safe, tray and branch locations, with every move logged.
- 04
Memo out
Custody, due dates and reminders for overdue memos.
- 05
Invoice
Convert a memo to a sale. Stock and receivables update together.
- 06
Payment
Match payments to invoices and sync to your accounting system.
Certificate checks
Match GIA, IGI and HRD report numbers to the grades you sell, so a wrong cert is caught before it goes out.
Roles & approvals
Control who can view, create, edit, delete and approve in each module, with price limits that require a sign-off.
Branded documents
Quotes, sales orders, memo slips and invoices printed on your own letterhead, with your own terms.
Multi-currency & tax
Price in USD, EUR, GBP or HKD, with tax rules for each region and line-level discounts.
Photo & video vault
Store high-resolution images, videos and cert PDFs on each item, ready to share with buyers.
Your own fields
Add fields for fluorescence, origin, movement or bracelet size without waiting on a software update.
OctaGems tracks consignment goods by separating legal ownership from physical custody. When stones or jewelry are placed on memo out, they remain on your balance sheet at cost while recording recipient terms and due dates. Automatic aging alerts prevent misplaced goods, and items convert into sales invoices with one click.
OctaGems connects every supplier purchase order—including loose diamonds, CAD design, metal casting, stone setting, and polishing—to a specific job order. Costs are automatically allocated across finished pieces equally or by weight, locking in an accurate cost basis before finished jewelry enters your saleable inventory.
OctaGems ties diamond inventory directly to Rapaport Diamond Report price lists. You quote prices based on dealer discount percentages off Rap. Built-in margin floors prevent unauthorized discounts by routing below-floor quotes to managers for sign-off, protecting your company's gross profit margin on every transaction.
Using compatible RFID scanners, OctaGems reads entire trays of tagged diamonds and finished jewelry simultaneously in seconds. The system immediately compares physical tag scans against expected safe and tray locations, flagging missing items, checking active memo slips, and logging branch transfers to eliminate manual stocktakes.
Yes. OctaGems lets you store and cross-reference report numbers from GIA, IGI, and HRD directly inside stone records. Graded carat weights, color, clarity, and cut parameters are linked to official report PDFs, ensuring wrong certificates or mismatched report numbers are caught before goods leave your premises.
Yes. OctaGems provides a dedicated mobile companion app for Android connecting directly to your central ledger. Staff can search stock across vaults, issue memo slips at trade show counters, snap invoice photos into job records, and record incoming payments remotely from any location.
Yes. OctaGems supports global jewelry trading in USD, EUR, GBP, HKD, and other major currencies. The system applies region-specific sales tax rules, customs tariff fields, and line-level discount terms to generate professional international quotes, proformas, memo slips, and commercial tax invoices with proper currency formatting.
Administrators configure granular permissions restricting team members to view, create, edit, or approve specific modules like job orders, memo slips, or financial invoices. Custom approval thresholds enforce manager sign-off whenever pricing discounts or credit limits breach predefined company margin parameters.
Each jewelry business operates on an isolated tenant partition with strict role-based access controls. Data is encrypted in transit using modern TLS and encrypted at rest. Customer records, inventory values, and proprietary trade pricing remain strictly your property and are never shared or used for advertising.
You can request a personalized walkthrough using the demo booking form on this page or by emailing support@octagems.com. The OctaGems onboarding team reviews your current inventory workflow, imports sample stock data, and demonstrates job costing, memo custody, and invoicing live with your real business requirements.
TRACKMANAGEGROW
Bring your vault, memos and books into one place.
We'll import your current stock and memo book, walk through your real workflow, and show you exactly where every stone stands today.