Help
The steps for each task in CoinManagerPro. In the app, the assistant answers from these articles. For other questions, send an email to support@coinmanagerpro.com.
Getting started
- Use the home pageThe home page shows the work that needs action, your auctions, this month's sales, and your stock. Sections with nothing to show stay hidden.
- Invite people to your workspaceSend an invitation by email so staff can sign in to your workspace. Choose Member or Admin, and set the permissions of each member.
- Set up your workspaceThe first steps after you sign up: the Getting started list in the sidebar, and the ways to put your coins into CoinManagerPro.
Coins
- Add a coinAdd one coin with "Add coin" or "Quick add". A photo of the slab or coin, or a certificate lookup, can fill in the form.
- Add photos to coinsUpload many photos at once. Each photo goes to the coin whose SKU or certificate number is in the file name. You can also add photos on the coin page.
- Edit, value and export many coinsSelect coins on the Coins list to edit them together, value them with AI, print labels, list them and more. Export the list as a CSV file.
- Group coins with categories and add notesMake categories and subcategories to group coins. Add notes to coins and other records, mention team members, and search all notes.
- Use the coin pageThe actions on the page of one coin: edit, sell, value with AI, assess the grade, write a description, custody and delete.
- Track custody of coinsRecord who has a coin now. Check coins out to a person with a return date, check them in with a condition check, and approve requests for access.
- Add your own fields to coinsAdd custom fields such as Pedigree or Toning to every coin. A field holds text, a number, or one choice from a list. Set the values on the coin page, in a batch edit, or in an import.
- Send coins for gradingTrack coins you send to PCGS, NGC or CAC. Make a submission, add the coins, mark it sent, and record the grades when the coins come back.
- Import coins from a CSV fileAdd many coins from a spreadsheet. Match the columns to coin fields, check the preview, skip duplicates, and undo the import if necessary.
- Send coins on memoA memo records coins you give to a customer or contractor on approval. Record the coins that come back, invoice the coins they keep, and track the due date.
- Add many coins from photosPhoto intake makes coins from photos. Start a batch, add photos of single coins, obverse and reverse pairs, or trays, and review each coin the AI identifies.
- Pull coins with a picklistA picklist is a list of coins to pull from storage, in the order you walk the warehouse. Make one from an invoice, order, platform sale, memo or selected coins.
- Print coin labelsMake a label template for your printer, then print labels for the coins you select. Scan a label to find its coin.
- Track coins with RFID and GPSConnect an RFID reader or a GPS tracker through the API. See the reads, and get alerts when a high-value coin is out of place or not seen.
- Count your stockCompare the coins on your shelves with the records. Start a count, scan the coins, review the differences, and approve the changes.
- Use the storage mapSee where each coin is: zones, safes, shelves and boxes. Draw the layout of your warehouse, open a slot to see its coins, and move coins between slots.
Buying and selling
- Get coin lists from contractorsGive a contractor a list link to send you coin lists without a login, or import a contractor's spreadsheet, photos or PDF. You review each list into a purchase.
- Manage contractors and profit-share statementsAdd the sellers you buy coins from. For profit-share purchases, make statements of the contractor's share and mark them paid.
- Sell coins and create an invoiceRecord a sale with "New invoice" on Invoices, or with "Sell" on a coin page. Coins on the invoice come out of stock.
- Send a message to a customerWrite to a customer from the customer page. The message goes to the customer by email, and the customer's reply comes back to Messages.
- Manage customersSee the people and businesses you sell coins to, with their purchases, lifetime value and invoices. Add, edit and tag customers, or export the list.
- Take card payments on invoicesConnect Stripe or Authorize.net in Settings so buyers can pay your invoices by card through a pay link.
- Send an invoice and record paymentsEmail, print or download an invoice, copy its pay link, record full or partial payments, send receipts, and void an invoice.
- Record a return and refundRecord coins that a buyer sent back. The credit comes off the invoice, and you can refund a payment and put the coins back in stock.
- Record a purchaseRecord the coins you bought from a contractor, dealer, coin show or private seller. The coins go into stock with their cost.
eBay and Walmart
- Connect your eBay accountSign in to your eBay seller account, then choose the shipping, payment and return policies and the ship-from location that eBay listings use.
- Import your eBay listingsBring the listings you made in eBay Seller Hub into CoinManagerPro. Each listing links to a coin, and CoinManagerPro then keeps the eBay quantity in sync.
- List coins on eBaySelect coins on the Coins page and choose "List on eBay". Save drafts to review, or publish them now. Each listing is priced from the coin's value.
- List coins on Flow DealersPut coins on the Flow Dealers marketplace, where other dealers can see them and make an offer. List one coin or many at a time.
- Manage eBay and Walmart listingsPublish, edit, reprice, end and retry listings on the Listings page. Learn what each listing status and sync status means.
- Handle eBay and Walmart ordersOrders import every few minutes. A paid order makes an invoice and takes its coins out of stock. Buy a label or add tracking to ship it.
- See eBay and Walmart performanceSee orders, revenue, fees, coin cost, margin, sell-through and days to sell for each marketplace, and which categories sell best.
- How stock syncs across channelsA coin that sells on one channel comes off the others. The Withdrawals page shows listings that wait to come down, auction lots to pull, and oversold coins.
- Sell on WalmartConnect Walmart when it is available, list coins with "List on Walmart", and acknowledge Walmart orders. Walmart listings need a GTIN or a GTIN exemption.
Auctions
- Get lots ready and set lot numbersFind the lots in upcoming platform sales that need photos, a description, a grade, a price or a storage location. Set rules for lot numbers and assign them.
- Track consigned coins and pay consignorsMake a consignment for a consignor, add the coins, move it through its statuses, email the statement, and record the payout when you settle.
- Manage your auctions on the Flow marketplaceRun an auction on the Flow marketplace: create it, add coins as lots, add a cover image and a description, then publish, start and close it.
- Import platform sale resultsRecord the results of a platform sale from a forwarded results email or an uploaded report. Check the rows that wait on Results review.
- Sell coins through an auction platformMake a platform sale for LiveAuctioneers, HiBid, Invaluable, Bidsquare or another auction site. Add coins as lots and export the lot file and photos for the platform.
- Offer unsold and unpublished coins againRelist coins that did not sell at an outside auction, publish coins that are on no channel, and use listing templates to make a catalog or eBay listings from many coins.
Automation and reports
- Get an AI grade opinion and write descriptions with AIGet a second opinion on a coin's grade from its photos, and let AI write a draft listing description that you edit and save.
- Value coins with AIGet a price estimate for one coin or many coins from PCGS data, recorded sales and metal prices. Set buy and list prices with valuation rules, and revalue stock on a schedule.
- Connect Shippo, ShipStation and Google MerchantConnect Shippo or Google Merchant with your keys. Test or remove a connection. ShipStation keys go on the Shipping provider page. eBay and Walmart connect on their own page.
- Find pricing problems with price alerts and pricing analysisPrice alerts show coins priced under their metal, under their estimate or under cost, and coins with no value. Metal price alerts tell you when spot crosses a price. Pricing analysis shows your markup.
- See sales, profit and stock reportsReporting shows sales, revenue, profit, units sold, sources, inventory value and each sold coin. Filter by date and channel, export a CSV, and add operating expenses.
- Automate work with workflowsA workflow runs its steps when its trigger occurs: on a schedule, on an event in the app, on a webhook call, or when you click Run now.
Account and billing
- Manage AI privacy, connected apps and account deletionSet how the AI assistant uses your data, save prompts, revoke apps that you connected to your account, and delete your account.
- Use and buy AI creditsAI actions use credits. See what each action costs, how many credits your plan includes each month, and how to buy a credit pack.
- Create API keysOn the Business and Enterprise plans, create keys to call the CoinManagerPro API from your own systems. Revoke a key when you no longer use it.
- Brand your invoicesSet the logo, business details, accent color, payment instructions, footer and legal terms that show on invoices, printed invoices and invoice emails.
- Set roles and permissions for membersOwners and admins can do everything. Set what each member can do with a preset or with single permissions, set a discount limit, and remove people.
- Choose a plan and manage billingThe CoinManagerPro plans, their prices, seats and monthly AI credits. Pick or change a plan, add a card, see invoices, and cancel.
- Change your account and workspace settingsChange your name, your password, the business name and the shipping address. Set up cost codes for labels, Slack stock alerts, the shipping provider and your shipping insurance policy.