Add an Inventory Item

Step-by-step instructions

1. 1 Open New Inventory Item

   In the left sidebar, click Add stock → New Inventory Item. Or from the Inventory list, click the + New Inventory Item button in the top right corner.

   

2. 2 Search the catalog (recommended)

   Use the Greysheet catalog lookup search box at the top. SpotPro keeps a Greysheet-linked searchable catalog of 50,000+ lines — U.S. coins, U.S. paper money (including deep obsolete/colonial trees), Canada, Mexico, UK, Australia, and more — with many search aliases so informal typing still hits. Type a year, name, or GSID — pick a match to pre-fill description, type, and price suggestions so you are not typing a full title from scratch. Supplies and one-offs can skip this and type manually below. Live guide values still need Greysheet keys after the trial; the searchable structure is local.

   

3. 3 Or Use AI — photograph the piece

   Fastest path: members app → Add to inventory (AI Inventory Builder). Two photos, check the ID, tap Add to inventory — usually in less than a minute. Title, grade, cert, type, shop prices, sales description, and cropped listing photos are included. Raw coins: front and back of the metal. Slabs: add a label shot. On a PCGS slab, the cert number is checked with PCGS — if the number is missing or belongs to a different coin, you see it before you add it. Not just identification, and not CoinSnap: SpotPro builds the inventory record with your premiums and Greysheet match. Full walkthrough: AI Inventory Builder.

   

4. 4 Confirm the item title

   After a catalog pick, review the title SpotPro filled in and tweak only if needed. For non-catalog items, type a descriptive title yourself. Be specific — this text appears on receipts, labels, and your web store. Example: 1881-S Morgan Dollar PCGS MS65.

5. 5 Choose a category

   Click the Category dropdown and select the best match — US Coins, Bullion, World Coins, Paper Money, etc. Category affects reports and web store browsing.

6. 6 Fill in coin details

   Type the Year, Denomination, Mint mark, and Grade in the labeled fields (or let Greysheet pre-fill them). For slabs, use the collapsible Certification (slabs) section below the title — it is closed by default so raw coins stay simple.

7. 7 Optional: track the slab cert

   Photograph the slab front and back under Listing photos first — those are the listing, we crop the coin out as extras, and we can read the cert number from those shots. Expand Certification (slabs) only when the piece is graded if you need to confirm service, number, or grade. Read cert # from a photo is OCR only (it does not add listing photos). Cert numbers are searchable on Current Inventory. Raw coins: leave this section collapsed.

8. 8 Write a description

   Scroll to the description field. Type details a buyer would want — toning, scratches, provenance, population report notes. This text appears on your online store listing.

9. 9 Upload obverse photo

   Click Choose file under the primary image area, or drag a photo into the upload zone. Use a clear, well-lit photo of the obverse. JPG or PNG format works best.

   

10. 10 Upload reverse photo

    Click Choose file for the second image slot. Upload the reverse side. Both photos display on your web store and help customers trust the listing.

11. 11 Set retail price

    In the box labeled Price or Retail Price, type your asking price. Use numbers only — for example, type 450 for $450.00.

12. 12 Goldbacks (gold bullion notes)

    Goldbacks are gold bullion, not paper money. Choose item type Goldbacks (not Notes). Pick the denomination — ¼, ½, 1, 2, 3, 5, 10, 25, 50, or 100. Gold content is fixed: 1 Goldback = 1/1000 oz of 24k gold, a 5 is 1/200 oz, a 50 is 1/20 oz. Larger notes are physically bigger. Sell tracks live gold spot plus your premium (0.15 = 15% over melt; 2.00 = $2 on this note), the same gold convention as other bullion. Quantity is how many of that denomination you have. Optional series (Utah, Nevada, Florida, and so on) is for sorting only.

13. 13 Set quantity

    In the quantity field, type 1 for unique coins. For bulk bullion or rolls, type the number of units you have in stock.

14. 14 Enable web visibility (optional)

    To put this item on ExtraCoins, turn on the ExtraCoins (Public web shop) channel and pick a category. Use Allow online purchase for cart/checkout. Turn that OFF if you want the item listed online as In store only (visible on the web; buy in person). When the last one sells is on that same card. Leave on the shop if you will get more — shoppers still see the item and your out-of-stock message. Hide when sold out for a slab or a single coin you will not replace, even when the price follows spot (a 1936 quarter is the usual case). That shop page, where customers see the item, comes down when the last one sells. A return puts it back. The item stays in inventory. A graded coin starts on Hide when sold out. Leaving ExtraCoins off keeps it out of the public shop entirely. Full guide: In-store only listings.

15. 15 Click Save

    Use the sticky Save bar at the bottom (or top on desktop). The item is immediately searchable in Sales Checkout and NumisNexus. A barcode is assigned automatically — print a label from Design Your Labels.