With a collection created, adding items is the heart of Vaultry. You can type an item in by hand, or let a barcode or slab scan do most of the work.
Add an item by hand
- Open your collection and choose Add Item.
- Fill in the fields. What you see depends on the collection type — a Watches collection asks for reference number and movement; a Numismatics collection asks for denomination, year, and mint mark.
- Record the value, condition, and location if you track those. Value feeds your dashboard totals and insurance reports; location ties into audits and QR labels later.
- Save.
Every field is optional except a name — start with what you know and come back to fill in the rest.
Let a scan fill it in
For many item types you don't have to type much at all:
- Graded slabs (PSA, PCGS, NGC, CGC, SGC) — scan the cert barcode and Vaultry pulls back the grading record.
- Books — scan the ISBN barcode for title, author, and cover.
- Vehicles — enter or scan the 17-character VIN to decode make, model, and year.
- Retail products — scan a UPC to pull product details.
See Use the camera scanner for the full walkthrough.
Add photos
Attach photos of the item — the piece itself, the serial number, the receipt, the certificate. Tap Add Photos on the item and pick from your device or camera. Details on limits and large files are in Add photos to an item.
Organize as you grow
- Locations let you record where an item physically lives (safe, shelf, box) and power walk-and-scan audits.
- Attached items let you link accessories to a parent — an optic or suppressor to a firearm, a strap to a watch.
- Custom fields (Pro and up) add any field your collection needs.
Have an existing spreadsheet? Don't add items one by one — import a CSV instead.