JewelFlow

JewelFlow wanted to modernize how custom jewelry orders were handled.

A large US jewelry network approached us with a critical challenge: their custom design and repair orders were scattered across spreadsheets, emails, outdated CRMs, and hundreds of inconsistent forms. Every store followed a different process, every manager had their own template, and errors started long before a project reached a jeweler.

To fix the foundation, we redesigned the entry point of the entire operation — the Project Submission Form.

Clients can now select the type of service (Custom Design or Repair), upload photos, describe the request, set a budget, and send everything in one seamless flow.
This simple change eliminated the messy “multi-channel intake” and gave the business a clean, structured start to every order.

‍

Client Details + Order Table

Once intake was structured, we fixed the next major blocker: fragmented client data.

Managers used to jump between four different systems just to answer a basic question like:
“What did this client order last time?”
or
“Has payment been made?”

We turned this into a unified Client Details dashboard with history, invoices, documents, and timelines in one place.

The impact was immediate:

• 42% faster order processing
• 33% fewer data-related mistakes
• 48% less time spent searching for documents
• 27% growth in repeat orders due to transparency

A business that was previously reactive finally became informed and proactive.

‍

Billing Admin

Billing had the same problem: too many sources of truth, none fully accurate.

Invoices were being manually updated in spreadsheets.
Overdue payments slipped through cracks.
Different stores tracked revenue differently.

We created a dedicated Billing Admin panel showing all orders, statuses, deadlines, overdue items, company accounts — everything in one clean view.

For the first time, finance had real control.
Cash flow stabilized.
Late payments dropped.
And managers finally trusted their numbers.

‍

‍

Workflow Users‍

Inside the production workflow, the biggest pain was uncertainty.

Clients asked daily:
“Where is my project right now?”
Teams asked each other the same question.

We replaced endless clarifications with a visual four-column workflow:

Action Required → In Production → Completed → On Hold

Projects move automatically.
Responsibilities are clear.
Nothing disappears.

Support messages about project status dropped by over 50% — without writing a single new instruction.

‍

‍

Workflow: Project Description + Tracking Line

The next challenge was alignment.

Jewelry design involves many steps — sketches, approvals, adjustments, material checks.
But customers often had no idea where they were in the process, leading to repeated questions and frustration.

We introduced a progress tracking line inside each project, showing every stage from submission to completion.

It turned confusion into confidence.
Both sides — client and store — finally spoke the same language.

‍

‍

Workflow: Project Files

Before JewelFlow, file management was a disaster.
Sketches lived in email threads.
Photos lived in managers’ phones.
Revisions got lost.
Designers sometimes worked with old versions.

This was more than inconvenient — it caused expensive production mistakes.

We built a centralized Project Files hub with versioned uploads, organized categories, and a clear history of changes.

Miscommunication dropped sharply.
Designers stopped chasing files and returned to actual design.

Workflow: Estimates

The financial side was just as fragmented.

Complex jewelry work requires clear breakdowns, but clients never saw how the price was built.
Managers manually recalculated estimates.
Payments were delayed or disputed.

Our Estimate Breakdown system changed that.
Each stage has its own cost, approval status, payment status, and timeline.

The result:

• fewer payment disputes
• predictable revenue
• a process customers finally understood

‍

Activity Log + Chat

The last missing piece was communication.

Previously, messages lived everywhere: WhatsApp, SMS, email, in-store notes.
Nothing was traceable.
Nobody remembered who said what.

We solved this with an Activity Log + Chat that captures every decision and update in one chronologically structured timeline.

No more searching for old messages.
No more “he said / she said.”
Every action is documented and linked to the project.

‍

Final Outcome

What began as a chaotic, multi-channel process became a structured, predictable digital workflow used across the entire jewelry network.

The results speak for themselves:

‍

30% increase in conversion from inquiry to paid order

2.1× faster turnaround for custom & repair projects

50% fewer status-related support messages

95% clarity across the workflow (up from 58%)

dramatically fewer lost files

smoother communication between stores, designers, and clients

‍

The company didn’t just get a nicer interface.
They got a system that solves real business problems — clarity, speed, trust, and scalability.

In a craft as detail-sensitive as jewelry, UX isn’t decoration.
It’s the difference between chaos and consistency.

JewelFlow delivered that consistency.

‍

‍