Jewellery billing software for gold rates and making charges

Running a jewellery shop means working with numbers that never sit still. The gold rate changes every day, making charges differ from piece to piece, and a few milligrams on the scale can mean real money. Good jewellery billing software takes the arithmetic off your counter staff, so every bill is right the first time and your stock always matches your books.

This guide covers what jewellers should expect from jewellery shop software, and the questions to ask before you choose one.

Why gold rate and making charges billing is hard on paper

A jewellery bill is not a simple price times quantity. A typical gold bill brings together:

• Gross weight and net weight, after removing stones or other parts
• Purity, such as 22 karat or 18 karat, which decides the rate applied
• The day's metal rate for that purity
• Making charges, which may be a fixed amount, a per-gram amount or a percentage
• Wastage, where your shop charges it
• Stone value, for diamond or gemstone pieces
• GST, shown clearly on the invoice

When staff work this out with a calculator, two things go wrong. Old rates get used by mistake, and making charges are applied differently by different people. Both cost you margin or customer trust.

Daily metal rates should update every price at once

The first job of any jewellery billing software is to hold today's rate. You should be able to enter gold and silver rates by purity once in the morning, and every bill and estimate after that should use the new rate automatically. Nobody at the counter should need to remember or type the rate again.

Tagging and piece-wise stock

Jewellery stock is counted two ways: by piece and by weight. Each piece should carry a tag with its weight, purity and, for hallmarked gold, its HUID (the unique hallmark ID). Scanning the tag at the counter brings up the piece and prices it at the current rate. At the end of the day, you should be able to see stock both as a count of pieces and as total metal by purity.

Karigar tracking and old-gold exchange

Two parts of a jeweller's work rarely fit into general billing software.

Karigar work. Metal leaves the shop for karigars and comes back as finished pieces. If weights are not recorded both ways, balances drift and disputes follow. Software should record metal issued and pieces received, with a running weight balance for each karigar.

Old-gold exchange. Customers often bring old jewellery to trade against a new purchase. The old gold needs to be recorded by weight and purity, valued at the day's rate and adjusted against the new bill, with a clear record for your stock.

Gold schemes, orders and repairs

Many shops run monthly instalment gold schemes. Each member's payments need to be recorded and the scheme closed against a purchase without confusion. Custom orders and repair jobs also need design notes, weights and delivery dates kept in one place, so nothing is promised and forgotten.

What to look for in jewellery shop software

• Daily gold and silver rates entered once, by purity
• Bills on gross weight, net weight, purity, making charges, wastage and stone value
• GST shown separately from metal value and making charges, with HSN codes
• Tag printing with weight, purity and HUID on each piece
• Stock by piece and by weight
• Karigar metal issue and receipt with weight balances
• Old-gold exchange valued at the day's rate
• Gold scheme enrolment, instalments and closure
• Orders and repair tracking with delivery dates
• Role-based limits on rate changes, discounts and stock edits, with a log of every change
• Support for weighing scales and tag printers you already use

How Karatly handles it

Karatly is Hexa Secure Labs' jewellery store ERP. You set the day's gold and silver rates by purity, and Karatly calculates price, making charges and wastage on every bill, with metal value, making charges and GST shown separately. Each piece is tagged with weight, purity and HUID, and stock is tracked piece by piece and by weight.

Metal sent to karigars and pieces received back are recorded with weight balances for each karigar. Old gold is valued at the day's rate and adjusted against a new purchase. Gold scheme instalments, customer orders and repairs are tracked in the same system. Karatly also helps you record PAN for high-value sales and flags cash receipts that may cross legal limits. It works with electronic weighing scales, tag printers and barcode or RFID tag readers, and exports to Tally.

If you are also comparing general billing tools, our pages on GST billing software and inventory management software explain what each covers.

Frequently asked questions

Can jewellery billing software use a different rate for 22 karat and 18 karat gold?

Yes, it should. Rates are entered by purity, and each piece is priced using the rate for its own purity.

How should making charges appear on a GST invoice?

Making charges should be shown separately from the metal value, with GST applied and HSN codes printed, so the customer and your accountant can see exactly what was charged.

Can I move my existing tagged stock and karigar balances into Karatly?

Yes. Tagged stock, karigar balances, customers and scheme members can be migrated from spreadsheets or your old software as part of setup.

Does Karatly work for more than one showroom?

Yes. It keeps showroom-wise stock and metal balances, with consolidated reports for the owner.

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Want to see gold rate and making charges billing on your own pieces? Book a free Karatly demo.