Custom jewelry order software
Custom orders that do not disappear after the deposit
Quote, deposit, approval, production and the final balance belong on one job - not across a notepad, an email thread and a shared folder. PIRO Retail keeps custom and special orders connected from the first conversation to the moment it is picked up.
The problem
A custom order is a project, not a line item
Between the handshake and the pickup there is a quote, a deposit, a design, an approval, a supplier, a bench and a deadline. Software that treats all of that as one product line is the reason custom work feels chaotic.
“Has this been approved?”
The approved version and its price should be on the order, not in an inbox.
“What did they pay already?”
Deposits and staged payments belong to the job, not to a separate receipt.
“Is that stone still ours?”
Material committed to a custom piece should be off the table for everyone else.
Brief to pickup
The custom order workflow, end to end
One job record carries the customer, the money, the materials and the deadline.
Step 01
Capture the brief
Record what the customer actually wants: the design idea, reference photos, metal, finger size, stone requirements, budget and the date it has to be ready. Everything is attached to the customer, not to a notebook.
Step 02
Quote and take the deposit
Build the quote from real component costs - stones, metal weight, casting, setting, labor - and collect the deposit at the counter. The deposit is already applied when the balance is calculated at pickup.
Step 03
Get approval on record
CAD images, renders and revised quotes live on the job, so the version the customer approved is never in dispute and revisions do not restart the paperwork.
Step 04
Run production
Move the piece through the stages your shop uses - CAD, casting, setting, polishing, QC - in house or with an outside vendor. Stones and metal are committed to the job, so nothing gets sold out from underneath it.
Step 05
Deliver and collect the balance
When the piece is ready, pickup is a normal sale: remaining balance, warranty details, appraisal if needed, and the finished piece saved in the customer's history for future service.
What you get
Everything a bespoke piece needs to carry
- Special orders from vendors and fully custom pieces on the same board
- Quotes built from live stone, metal and labor costs
- Deposits, staged payments and final balance on one job
- Design files, renders and approval history attached to the order
- Stones and materials allocated so they cannot be double-sold
- Production stages with owners and due dates
- Outside vendors and casting houses tracked like any other stage
- Full order history saved against the customer record
Margin you can actually see
When stones, metal, outside services and labor are recorded on the job, the true cost of a custom piece is visible - before you quote the next one. Guesswork at the counter is where custom work quietly loses money.
Because the order lives in the same system as the sale, the finished piece and its specification stay in the customer’s history for resizing, appraisal and future service.
Connected
Part of one operation, not a separate tool
Custom orders share the bench with repair jobs, draw their materials from jewelry inventory including memo stones, and finish as a normal sale at the point of sale. If the piece also needs to appear online, it flows through the same Shopify connection.
Questions
Custom orders, answered
What is the difference between a special order and a custom order?
A special order is an existing piece ordered from a vendor for a customer; a custom order is made for them. PIRO Retail tracks both, with the same deposit, approval, deadline and balance logic.
Can we take a deposit before the design is final?
Yes. Deposits are taken at the counter at any point and applied automatically against the final balance.
Are stones reserved for a job?
Stones, metals and components can be allocated to the job from live inventory, so they are not sold to somebody else while the piece is in production.
Does the customer see progress?
Status changes can trigger customer updates, so the person waiting on a piece is not dependent on a phone call from your best salesperson.
More answers are on the PIRO Retail FAQ.
Walk us through your last custom order
We will follow the same piece through PIRO Retail on a live system - quote, deposit, approval, production and pickup.