Designer Handbag Inventory Software for UK Dealers

Every item links to its purchase record and the contact you bought from, so the chain of ownership is documented from the moment a piece enters your stock. You can attach authentication certificates, photos of the date code or serial number, receipts, and condition photos to each item. Custom template fields let you record the authentication source (Entrupy, Real Authentication, in-house, brand boutique receipt), date authenticated, and grade — the information sophisticated buyers expect before they part with £2,000 for a Birkin or a vintage Kelly.

Yes. Use a calculated field on your handbag template that derives a masked version (e.g. "1234XXXX") from the full serial number. The full number stays in your private records for authentication and insurance; the masked version is what you push to Shopify, 1stDibs, or share with prospective buyers. Common practice for high-value pieces where publishing the full code invites counterfeiters.

Every item in GemJam has standard fields: title, SKU, acquisition date and price, listing price, status, description, condition, location, category, HS code, and country of origin. Beyond these, you create custom templates with fields tailored to each type of stock. A designer handbag template might track brand, model, year or season, serial or date code, material, hardware (gold, silver, palladium), interior and exterior condition grades, inclusions (box, dustbag, authentication card, receipt), and authentication details. A Hermès-specific template might add blind stamp year, craftsperson, and lining. Templates can be broad (one for all handbags) or narrow (one just for Hermès Birkins) — you decide the level of detail.

Yes. Most pre-owned handbag dealers use Like New, Excellent, Very Good, Good, and Fair as headline grades, sometimes alongside finer detail (corner wear, interior staining, hardware tarnish, handle patina). GemJam lets you define select-list fields for each grade and free-text condition notes for the nuance buyers want — handle drop measurement, missing keys, lining replacement, professional refurbishment. You can also separate exterior, interior, and hardware grades so a piece with a flawless exterior but worn interior is described accurately.

Shopify integration is live — listings, photos, descriptions, and pricing push from GemJam to Shopify, and stock syncs back when a piece sells. Marketplace bridging tools for 1stDibs, Vestiaire, and Grailed are coming soon on Professional and above, so you can bulk-export listings without retyping every piece. In-person consignment, fairs (Sign Of The Times, Frieze, regional), and card sales are tracked through GemJam itself with sales channel labels you define. eBay integration is also in development.

Most pre-owned designer handbags come from private sellers or consignment, so they qualify for the VAT Margin Scheme. GemJam tracks the VAT status of every purchase automatically. When you buy from a private individual or a non-VAT-registered seller, the item is flagged as Margin Scheme eligible. When sold, GemJam calculates VAT at 1/6 (16.67%) of the profit margin rather than the full selling price. It generates HMRC-compliant Stock Book entries, VAT Return Reports, and dual invoice formats — and exports to Xero-compatible format, ready for forwarding to Dext.

Yes. You can import items from Shopify, upload a spreadsheet (CSV or Excel), or add items individually. Each piece gets its own record with photos, purchase history, and your custom template fields. Most dealers are up and running within a day.

Generic inventory systems assume interchangeable units with fixed prices — they are built for warehouses and retail, not dealers of unique pieces where each Birkin, Kelly, or Chanel Classic Flap has its own provenance, condition, and margin. GemJam treats every handbag as one-of-a-kind. You create custom templates with the fields that matter for each category — brand, model, serial, condition grades, inclusions, authentication. GemJam calculates what to list each item at on every selling channel so you hit your target profit after fees. It handles VAT Margin Scheme calculations natively, pushes listings to Shopify (eBay and marketplace bridging coming soon), tracks individual item profitability, and generates HMRC-compliant documentation. Built by a former UK dealer who understands the specific challenges.