Custom Builds

As of 2026-05-19, custom builds live inside /work-orders with OrderType='custom'. The standalone /custom-builds route redirects there. Same data, unified workflow + universal status set with repairs. The terminology in this article still refers to “custom builds” because it’s the industry term; the URL is now /work-orders.

A custom build is a one-off piece you’re making (or having a vendor make) for a specific customer — an engagement ring set with stones the customer brought in, a refurbished heirloom, a bespoke pendant. It’s distinct from:

• Repairs — sizings / re-tipping / soldering on something the customer already owns (same module, OrderType='repair')
• Purchase Orders — bulk reordering of standard styles you carry as inventory

Many of the dedicated articles for custom-job workflow:

• Quote a Custom Job — quote versions + Quote PDF
• Take a Deposit on a Work Order — collect money before invoicing
• Job Templates — pre-canned recipes for common services
• Photos, CAD Files, & Attachments — multi-photo gallery including CAD/3D
• Email the Vendor on a Job Stage — per-stage vendor outreach
• Customer Signatures — Intake & Pickup — digital signature capture
• Repair Warranty & Warranty Redos — warranty tracking + redo flow
• Print Three Audience Copies of a Work Order — counter / bench / customer copies

Custom builds live at Services → Custom Builds.

The 6-state workflow

Every build moves through some subset of these states. The list is intentionally short: if two statuses had the same owner and the same next action, they were merged.

Code	Meaning	Owner	Typical next
QN	Quote needed	Admin / Salesperson	AVQ, CR, IP
AVQ	Awaiting vendor quote	Vendor (Admin monitors)	CR, QN
CR	Customer review	Salesperson	IP, QN
IP	In production	Vendor or in-house jeweler	RP
RP	Ready for pickup	Salesperson	—
OH	On hold (waiting on customer, stones, etc.)	Admin	back to any state

The typical happy path is QN → AVQ → CR → IP → RP for vendor-built pieces, or QN → CR → IP → RP for in-house work.

OH (On hold) can be entered from any state — useful when the customer needs to think it over, or when you’re waiting for the customer to drop off stones for setting. From OH you can resume into any other state.

RP (Ready for pickup) is the resting state once the piece is finished. The dashboard will eventually flag a build red after 14 days on the floor so the salesperson chases the customer.

Required fields

• Customer — pick from the contacts list. Tax-exempt status, contact info, and address all snapshot onto the build when you save, so later edits to the contact don’t retroactively change the historical build.
• Salesperson — the employee responsible for following the build through. Defaults to the logged-in user.
• Promised Date — when the customer is expecting the finished piece. Drives the aging engine and “due soon” flags on the dashboard.

Everything else is optional. Capture as much or as little spec as you have at the Quote needed stage; flesh it out as quotes come back.

Inspiration photo + vendor drawing

After the build is saved, the detail page shows two upload cards:

• Inspiration Photo — what the customer is asking for. Phone snaps of magazine pages, screenshots of other rings, sketches on a napkin. PNG / JPG / WebP / GIF / PDF, up to 8 MB.
• Vendor Drawing — the vendor’s CAD render or technical drawing for the customer to approve. Same file types and size limit.

Both are stored privately in JewelTrak’s cloud storage (Cloudflare R2) under your tenant’s prefix and shown inline when an image, or as a “View attachment ↗” link when a PDF.

Deleting an attachment also removes it from storage; deleting the build cleans up both files automatically.

Vendor handoff

When you set Vendor on a build, the vendor’s company name snapshots onto the build for later display. Today, sending the quote / build request to the vendor is a manual email step — generate the spec yourself and email the vendor.

A future enhancement will template the email (“Quote request for Custom Build #000123 — Yellow gold engagement ring, 6mm cushion center, …”) and send via the same Resend pipeline JewelTrak uses for invoice emails. For now: email the vendor, then move the status to Awaiting vendor quote so the workflow log shows when you sent it.

What this doesn’t do (yet)

• Doesn’t email the vendor automatically. Set Vendor + bump status, then send the email yourself.
• Doesn’t auto-invoice on Ready for pickup. Mark the build ready, then create a new invoice for the customer with the agreed price. (Bridge to inventory + auto-invoice is a planned enhancement.)
• Doesn’t track stones consumed in the build. If the customer brought in stones, log them as Notes for now; a stone-allocation flow like Work Orders has is planned.
• Doesn’t enforce price-quoting steps. No PriceQuoted field today — capture the quote in Notes or the Description until a dedicated quote-versioning system lands.