One system replacing Excel, WhatsApp and manual double-listing
A full inventory and office management platform for a diamond trading business: every stone tracked from purchase to sale, a live public stock list, invoicing, expenses and marketplace format conversion.
What was breaking
- Stock, pricing and sales lived across Excel files and WhatsApp threads, so the current position depended on who you asked.
- Buyers had no way to browse available stock without someone sending them a file.
- Invoices and expenses were handled separately from inventory, so the numbers had to be reconciled by hand.
- Listing on more than one marketplace meant reformatting the same stock file twice — RapNet's format and Nivoda's format — every time anything changed.
How we approached it
Modelled the stone lifecycle
Every stone is recorded once and carries its purchase details, pricing and sale through to completion, so inventory and financials come from the same record.
Published a live public stock list
The trader's website shows current available inventory pulled straight from the system, so buyers browse for themselves instead of waiting for a file.
Built the internal office system
Recording purchases, setting selling prices, processing sales and generating and managing invoices all happen in one place, against the same stone records.
Included expense management
Salaries, utilities and other business expenses are tracked in the same system, so profitability does not need to be assembled from separate books.
Added the automation module
Supplier Excel files with mismatched formats are merged automatically, with margins and filters applied — the same engine described in the stock aggregation project.
Automated marketplace format conversion
Upload a RapNet-format stock file and the system produces the Nivoda-format file automatically, so one upload updates both marketplace listings with no manual reformatting.
Results
- One system now covers what previously took Excel, WhatsApp and separate invoicing — purchase, pricing, sale, invoice and expense in the same place.
- Buyers browse a live stock list on the trader's own website instead of requesting a file.
- Double-listing is gone: one upload produces both the RapNet and Nivoda files.
- Inventory, invoicing and expenses reconcile against each other because they share the same records.
Built with
Timeline
Delivered as a platform build, with the public stock list and marketplace conversion added as modules
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