iOS · Cataloging
Cataloging Workflow
Adding new inventory is the core daily workflow. This guide covers every step from capturing an item to having it fully cataloged and ready to list.
Workflow overview
The typical cataloging flow looks like this:
- Capture or search — Photograph the item, or search for the product by name, artist, or catalog number.
- Match to product — The app finds or creates the parent product record (album, CD, etc.).
- Create inventory item — A new inventory item is created under that product.
- Grade condition — Set the item and container condition using standard grading scales.
- Take photos — Photograph the item and sleeve/packaging.
- Set price — Enter your listing price and expected sale price.
- Done — The item is cataloged and ready to list.
Capturing an item
Intake is camera-first and search-second: you photograph the item, and you match it by searching the catalog by artist, title, or catalog number.
How to capture
- Open the Inventory tab.
- Tap the + button.
- Photograph the item. The photos are attached to the new record straight away.
- Search for the matching product by artist, title, or catalog number.
What happens after capture
- Match found — The app shows the matching product and asks you to confirm. An inventory item is created under that product.
- No match — You can search the Discogs database for the release, or create a new product manually.
- Multiple matches — If several releases fit, you'll be shown options to pick the correct one.
Scout Scan reads text. Point the camera at a shelf label or price tag and Deal Check reads the printed text to triage the item — so you can work a pile quickly without typing. Instica also generates Code 128 labels for the items you shelve.
Product matching
When you search, Instica tries to match your item to an existing product in your catalog. If no match exists, you have two options:
- Search Discogs — Search the Discogs database by title, artist, or catalog number. Selecting a Discogs release auto-fills the product details (title, artist, label, catalog number, year, format).
- Create manually — Enter product details yourself. Use this for items not in the Discogs database or for non-music products.
Setting item details
Each inventory item has its own set of fields that describe this specific copy:
| Field | Description |
|---|---|
| Condition (item) | Grade of the media/item itself (e.g., VG+, NM) |
| Condition (container) | Grade of the sleeve, case, or packaging |
| Condition comments | Free-text notes about specific flaws or highlights |
| Price | Your listing price |
| Expected price | Your target/expected sale price |
| Description | Custom description for this specific item |
| SKU | Your internal SKU (auto-generated if not set) |
| Item type | Format type (Vinyl LP, CD, Cassette, 7", 12", etc.) |
Condition grading
Instica uses the standard Goldmine grading scale commonly used in the music collectibles market. Both the item (media) and container (sleeve/case) are graded separately.
| Grade | Code | Description |
|---|---|---|
| Mint (M) | mint | Perfect, unplayed condition |
| Near Mint (NM) | near_mint | Nearly perfect with minimal signs of handling |
| Very Good Plus (VG+) | vg_plus | Shows some wear but plays well with minor noise |
| Very Good (VG) | vg | Noticeable wear, audible surface noise |
| Good Plus (G+) | good_plus | Significant wear, plays through without skipping |
| Good (G) | good | Heavy wear, may have scratches affecting playback |
| Fair (F) | fair | Barely acceptable, significant damage |
| Poor (P) | poor | Damaged, may skip or not play correctly |
Best practice: Always grade before photographing. This way, your photos can show any flaws you noted during grading, and buyers know exactly what they're getting.
Taking photos
Good photos are essential for selling — they build buyer confidence and reduce returns.
Photo guidelines
- Cover photo — Take a clear front shot of the album cover or item.
- Back cover — Include the back of the cover/packaging.
- Media — Photograph the vinyl/CD/cassette to show condition.
- Labels — Include close-ups of record labels or identifying marks.
- Flaws — If there are scratches, seam splits, or other defects, photograph them clearly.
How to add photos
- Open the inventory item.
- Tap the camera icon or Add Photo.
- Take a new photo or select from your photo library.
- The photo is uploaded and attached to the inventory item.
- You can add multiple photos — they'll be used when listing on marketplaces.
Photos are automatically compressed for upload while maintaining quality suitable for marketplace listings.
Setting prices
Each inventory item has several price fields:
- Total price — The complete listing price (item + shipping).
- Item price — The price for the item alone.
- Shipping price — The shipping cost.
- Expected price — Your target sale price, used for comparison and reporting.
Tip: When importing from Discogs or eBay, pricing data from your existing listings is preserved. Review prices after import to make sure they still reflect current market values.
Inventory statuses
Every item goes through a lifecycle of statuses:
| Status | Meaning |
|---|---|
| Available | Cataloged and ready to be listed for sale. |
| Listed | Currently live on one or more marketplaces. |
| Sold | Sold through a marketplace — awaiting shipment or completed. |
| Shipped | Shipped to the buyer with tracking information. |
| Completed | Order fulfilled and closed. |
Bulk cataloging tips
When processing large batches of inventory:
- Sort first, capture second. Group items by format or genre before you start capturing to maintain a workflow rhythm.
- Grade in batches. Grade all items in a batch before moving on to photography, rather than completing each item fully one at a time.
- Use consistent naming. If your team has multiple people cataloging, agree on condition grading standards and description conventions.
- Leverage CSV import. For very large inventories, consider preparing a CSV file from a spreadsheet and importing through the web dashboard.