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WatchFlow
WATCHFLOW
WATCHFLOW
Home
Stock
Inventory Watch Library Scout Stock Locations
Sales
Deals Invoices Contacts Customers
Money
Payments Expenses Bookkeeping Statement lines QuickBooks QuickBooks payments
Marketing
Posting Center
Website
Dealer Locator
Reports
Analytics Report Builder
Account
Settings
 
Needs action
Create Post
Pick the type of post you want to publish
Create Post
Want to Buy
WTB Post
Tell the market what you're hunting. Set a budget, share specs, broadcast it.
Define brand, model & refs Set your max budget Share condition preferences Broadcast to your network
Post a WTB
For Sale
Sale Post
List a watch you're selling. Upload photos, set a price, push to your channels.
Upload photos of the piece Set price & condition Auto-generated captions Push to every channel at once
Start listing
Quick Capture
Snap it. Describe it. Published.
Quick Capture
Photos
Up to 12 images

Drop your watch photos here

or click to browse — JPG, PNG, WEBP

About This Piece
0 / 13 details
More detail = better caption
Pre-fill from Source
Select an item to pre-fill description
Caption & Details
Refine your listing details and captions
Caption & Details
Review & Publish
Preview your listing before publishing
Review & Publish
New WTB — Want to Buy
Let the market know what you're looking for.
New WTB
Photos
Up to 6 images

Drop your watch photos here

or click to browse — JPG, PNG, WEBP

What You're Looking For
0 / 8 details
Clearer buying criteria = better offers
Pre-fill from Source
Select an item to pre-fill description
WTB Caption
Write it once — this is what gets posted everywhere.
WTB Caption
Review & Publish WTB
Pick where to send your buying request
Review WTB
Create Post
Upload photos to begin
Create Post
Upload Watch Photos
Up to 12 images · JPG, PNG, WEBP

Drag & drop your watch photos

or click to browse · Max 25MB per file

Pre-fill from Source
Watch Details
Fill in all specs for accurate, professional captions
Watch Details
Identification
Condition & Accessories
Specifications
Storage
Additional Notes
Caption Studio
Edit, regenerate, or switch tone
Caption Studio
Caption Tone
Full Caption
Short
Specs
# Tags
Full Caption
Short Caption
Specs Block
Hashtags
Select Destinations
Choose where this listing will be distributed
Destinations
Preview & Publish
Review how your listing looks on each platform
Preview & Publish
Destinations
Publishing to 0 channels
Distribution

Posting Center

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Watch Details
Created —
Watch Specifications
Listing Caption
Publish History
No publish history yet
Edit Listing
Update listing details
Photos
0 photos
Click photo to set as cover · Up to 12
Identification
Condition & Pricing
Specifications
Notes
Caption
Status
Reports

Analytics

Live business overview · updates automatically
Live · loading…
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Billing

Invoices

Customer invoices and payment status
Customers owe you
Total Invoices
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Customers owe you
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Overdue
—
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Paid
—
This month
Invoice Details
Fill in the details and save to create your invoice.
Line Items
Add the items included in this invoice
DescriptionQtyUnit Price
Watch Details
Automatically populated when linked to a watch or deal
Select a watch or deal above to include watch details and photos.
Export Invoices
0 invoices
Format
Fields to Include
Invoice #
Customer
Company
Contact person
Amount
Status
Date
Due Date
Currency
Tax
Notes
Email
Line Items
Source
Preview
0 rows selected
New Invoice
Quick create
Invoice Details
Bill To name display
Primary:
Preview
Su
Mo
Tu
We
Th
Fr
Sa
Su
Mo
Tu
We
Th
Fr
Sa
Document Type
A normal sales invoice (A/R)
— None —
Subject to Authentication
Net 30 Payment due 30 days from invoice date
Net 15 Payment due 15 days from invoice date
Due on Receipt
Final Sale — No Returns
50% Deposit / Balance on Delivery
Custom… Write your own
Watch Photos
Line Items
Subtotal $0.00
$0.00
$0.00
Total $0.00
More Options & Fields
Show / Hide Fields
Invoice Number
Due Date
Customer Email
Watch Photos
Ref / Serial Details
Tax
Notes
Gallery Photos
Branding Footer
Qty Column
Saved Drafts

Settings

Manage your account and preferences

My account

You: your profile, how the app looks and where you’re signed in.

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Edit profile

Profile

This information is used across your account.

Day / Night look

Day / Night look

Choose how WatchFlow looks across all devices.

Device
Match your phone
Day
Light blue
Night
Dark blue
Classic
Original look
Devices signed in

Devices signed in

These are the devices currently signed in to your account.

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Two-step sign-in

Two-step sign-in

After your password, we email a 6-digit code to your login address.

Require an email code at sign-inLoading…

Devices that skip the code

Signed in with “Remember this device”. They stay trusted for 30 days.

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Install the app

Install the app

Add WatchFlow to your home screen — no app store needed.

Home screen appStep by step for iPhone and Android.

My notifications

What you’re told about. Each switch saves straight away.

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My sidebar

My sidebar

Put the sidebar in your own order: press and hold a page (or click and drag with a mouse) and drag it up or down. Sections move the same way. Press and hold without moving, or right-click, to hide a page. This changes only your own menu, never what you are allowed to open.

My phone bar

My phone bar

The buttons along the bottom of your phone. Drag a page from below onto a button to swap it in, drag a button sideways to re-order, or drag it down to take it off. Tap one for the same choices without dragging. This changes only your own bar, never what you are allowed to open.

Pages you can add

Whole features

Whole features

Switch a whole part of WatchFlow off, just for you (this was “Sections I use”). It hides that part whichever view you’re on.

Business details

Business details

Your company’s name and contact details. They also print as the seller on your invoices.

Shown under your business name. Leave blank to omit.

PNG, JPG, WebP or SVG. Square works best.

Currency

The currency your prices are shown in. Saves when you change it.

Billing & Plan

Manage your plan on mywatchflow.com

Caption tone (for posts)

The voice your post captions are written in. Saves when you change it.

Danger zone

Take your data out, undo an import, or delete your account.

Export my dataDownload your profile, inventory, listings, deals, contacts, invoices, and settings as JSON.
Delete accountSubmit a request to delete your account. Your account enters a 30-day grace period before permanent deletion.

Demo state

This is a demo account. Show it, change anything, then put it back.

Saved demo stateLoading…
Reset demo accountPuts every watch, photo, invoice, payment, contact, deal and note back to the saved demo state. Your login, password and billing are not touched.
Save current as demo stateMakes what is in the account right now the state that Reset goes back to.

Safe mode

Nothing real leaves a demo account.

OnEmails to customers, WhatsApp, Telegram, Facebook and Instagram posts, payment links and dealer feeds show “Demo account — not actually sent” instead of going out. This account is never shown to other dealers.

Your plan

The WatchFlow plan this account is on.

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Billing

Where you pay for WatchFlow.

Billing & Plan

Plans are managed on the website.

Invoice design

The accent colour for the header rule, labels and totals on your invoices. It doesn’t change the app’s look.

Classic Gold
Day Blue
Night Blue
Show on invoice header

Show on invoice header

Turn one off to hide it from the printed and PDF invoice header.

Invoice header preview

Updates as you type. Save to use it on new invoices.

Your Business
Invoice
WF-1001
Apr 29, 2026
Bill to
Sample Customer · sample@example.com

Invoice numbers

The prefix on every new invoice number.

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Change default only affects new invoices. Change & apply to all also rewrites the prefix on every existing invoice with a numeric tail (the digits stay). Custom invoice numbers are left alone, and you can edit any single number from Edit / Fix mistake.

Default terms

Default terms

Pre-fills the Terms field on every new invoice.

Wire / bank details

Wire / bank details

The first preset is your default and pre-fills Wire on every new invoice. Each preset saves on its own, straight away.

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SKU / PID prefix

Auto-applied to every new watch.

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Made from your business name (e.g. “Prime Watches NYC” → PWN-). Change it any time; your existing watches can be renamed in one go so SKUs stay consistent.

Statuses & stages

How a watch moves through your inventory.

Statuses & stages
Your own labels under each status, like Incoming, To Ship or Shipped.
Show stages in Inventory
Off keeps Inventory to the plain statuses.
Stock locations

Stock locations

Where a piece physically is.

Deactivate or bring back a placeDeactivating keeps every watch’s history there. Deactivated places are listed here too.

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Email for sending invoices

Email for sending invoices

Connect the inbox you already use. Invoices then go out from your address, land in your Sent folder, and replies come straight back to you.

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QuickBooks

Push your invoices to QuickBooks Online.

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Your website
Design your retail & wholesale sites — edits preview live.
Your websites
Storefront details
Business
Contact
About
Live preview
Theme Style
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Publish a watch to your website, then your live preview shows here.
Billing & Plan
Manage your subscription, payment methods, and billing history
Manage your plan on mywatchflow.com
Plan changes and payment management are handled on the WatchFlow web app.
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Payment alerts
If a WatchFlow payment fails, we tell you right away, remind you before your account locks, and confirm when it's fixed.
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Choose Your Plan
Monthly
Annual (Save 15%)
All paid plans include a 14-day free trial. No charge until day 14. Cancel anytime.
Payment Method
No payment method on file
Team
Live activity, members, and access — all in one place
Team Dashboard
Last 7 days of activity
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Live now
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Team size
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Actions today
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Actions this week
Team Members
0 / 2 seats
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Invite a new member
Invitations are emailed right away. Each invite link works for 48 hours, and we send up to two reminders that extend it; use Resend to send a fresh one.
Role Permissions
Pick a role to edit what they can do. Override per-person on each member's row.
Seat Management
Team Seats
Your account is $175/mo. Each additional member is $75/mo — no minimum. You can't reduce below your active member count.
1
$175/mo
Account only
Team Activity
Records older than 7 days are automatically removed
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WatchFlow Marketplace
Browse watches from the dealer network
My WatchFlow Marketplace Listings
Watches you have listed on the WatchFlow Marketplace
Stock
Stock Locations
Every place you keep watches, and how many are sitting in each one

Watch Library

Browse our curated reference database by brand

⌘K
The Collection
Inventory
In Stock
—
Sold
—
Retail Total
—
Stock at Cost
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Add Watch
The Collection

Inventory

WatchCost / PaidCostPaidAll-inRetailWholesaleSoldStatusStageSKU/PID #Days
Add to Inventory
Choose how you'd like to add this piece
Add to Inventory
Quick Entry
Quick Capture
Upload photos and describe the watch in your own words. Details are organized for you.
Upload one or more photos Write a natural description Details auto-organized for you Add specifics anytime later
Start capture
Full Control
Detailed Entry
Fill in every technical detail, pricing field, and classification manually.
Guided 5-step wizard Every spec field available Pricing & purchase details Classification, storage & notes
Open wizard
Accessory
Add Accessory
Straps, boxes, papers, links, and loose stones — tracked on their own or attached to a watch.
Custom accessory types Cost & asking price Attach to any watch Photos & provenance
Add accessory
Add Accessory
Straps, boxes, papers, links, loose stones & more
Add Accessory
Photos
JPG, PNG, WEBP

Drop accessory photos here

or click to browse — JPG, PNG, WEBP

Type
Pick one — or create your own
Details
Pricing
Condition & Provenance
Su
Mo
Tu
We
Th
Fr
Sa
Attach to a Watch
Accessory
Pricing & Acquisition
Details
Sales
Deals
No deals yet
Invoices
No invoices yet
Notes & Activity
Quick Capture
Snap it. Describe it. Save it.
Quick Capture
Photos
Up to 12 images

Drop your watch photos here

or click to browse — JPG, PNG, WEBP

About This Piece
0 / 13 details
More detail = better inventory data
Watch Library
Browse by brand or search the full catalog — select a watch to pre-fill specs and a reference photo
Review
Verify details before saving
Review
Your account

Money

What you’re owed, and what it’s for

Reimbursements

Money you fronted on watches
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Trip costs

Money you fronted on sourcing trips
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What you’ve spent

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Trips
Sourcing runs that haven't yielded a watch yet — your fronted costs are tracked here
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Network

Contacts

The Rolex authorized dealers you can visit
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Stock

Ship-to addresses

The addresses assigned to you. Ship only to these, and follow the rules on each.

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Team Trips
Your runners' sourcing runs — fronted expenses, reimbursements, and the watches they turn into
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Photo

Listing Preview

Add to Inventory
Start with your watch photos
Add to Inventory
Photos
Up to 12 images

Drag and drop your watch photos

or click to browse — JPG, PNG, WEBP — Max 25MB per file

Watch Library
Browse by brand or search the full catalog — select a watch to pre-fill specs and a reference photo
Watch Details
Identification, specifications & condition
Watch Details
Watch Details
Specifications
Technical details used in listings
Papers & Modification
Classification & Pricing
Status, purchase details & your pricing
Pricing
Classification & Status
Purchase Info
How & from whom you acquired it
Su
Mo
Tu
We
Th
Fr
Sa
Pricing
Your internal pricing — never shared
Cost
Unpaid balance to your seller — tracked in Payables.
How was the watch paid
Fees, shipping, refurb — on top of cost. Add a line per expense.
Cost + expenses, worked out for you.
Pricing
Additional Info
Storage & notes
Additional Info
Storage
Notes
Saved to this watch's Notes & Activity — the same place notes you add later show up.
Review & Save
Confirm everything looks right before saving
Review
Package
Pricing details
Watch Specs
Deals
No deals yet
Accessories
No accessories attached
Invoices
No invoices yet
Notes & Activity
Attachments
No attachments yet
Sales

Deals Pipeline

Track every deal from inquiry to close
Watch
Buyer
Payment Tracker
Deal Info
Notes & Timeline
Network

Contacts

Buyers, sellers, and dealers
Deal History
No deals
Notes & Timeline
Ledger

Payment Tracker

Total Agreed
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Collected
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Customers owe you
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Deposits held
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Not yours yet
All payments
ContactDeal / InvoiceDealOwedPaidRemainingSoldDueStatusStageActions
Recent Payment Activity
Latest collections & updates
No recent payment activity
Money

Bookkeeping

Track entries, review records, and prepare your books.
EntryTypeVendor / Customer AmountAssigneeStatusActions
Money

Send invoices to QuickBooks and see what is there
InvoiceCustomerWatch / itemsIssuedAmountQuickBooks #QuickBooks statusActions
Money

QuickBooks payments

Payments entered in QuickBooks, matched to your sales. Nothing is ever changed in QuickBooks.
Sales

Customers

Who you sell to, what they are worth, and who is sitting on your money.
Month by month
Team

Performance

Who finds your watches, what they spend, and what comes back — the same sales and money as your P&L.
Money

Expenses

Everything you spent, in one place.

Where the money went

Split by what it was for. Press a slice to see only those.

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By category

What you spent it on. Press a bar to see only those.

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Month by month

What you spent each month. Press a month to open it.

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DateWhat forOnPaid byReceiptAmount
Type to search your listings, contacts, and deals…

Quick Add

What would you like to do? Try:
"Add 116610LN at 12,500" • "Post my last listing" • "Turn on CRM"

Customize your workspace

Choose which features to enable. You can change these anytime in Settings or by chatting with the Quick Add assistant.

Manage Billing

Pay Invoice

Preparing your account
Assembling
WatchFlow
Review Order / Payment / Confirmation
Order Summary Professional
14-day free trial
$175 /mo after trial
Due today $0.00
First charge April 29, 2026 · $175.00/mo
Card saved now — not charged until April 29, 2026. Cancel anytime in Settings.
Everything in Professional
Payment Secured by Stripe

Card details

TLS 1.3 encryption
PCI Compliant
Powered by Stripe
Risk-free guarantee
Cancel anytime during your 14-day trial and you won't be charged. No questions asked. You can manage your subscription from Settings at any time.
New Deal
Track an inquiry or sale through your pipeline
Select Watch
Buyer
Stage
WATCHFLOW
Welcome to WATCHFLOW
The operating system built exclusively for luxury watch dealers. Let us show you around — this will only take a moment.
Inventory Management
Track every piece with photo management — 26 operations available including add, edit, status tracking, and detailed specs.
Professional Captions
Create polished listing copy instantly, tuned to your brand voice.
Multi-Platform Publishing
Connect WhatsApp, Telegram and your website — publish from one place. Instagram and Facebook are in beta testing — releasing soon.
Deal Pipeline & CRM
Full deal pipeline with 19 operations — stage advancement, payment recording, and notes.
Your Inventory
The foundation of everything. Add your watches and track them from acquisition to sale.
1
Add your first watch
Click Inventory in the sidebar, then + Add Watch. Enter the brand, model, reference, condition, cost, and asking price.
2
Upload photos
Drag and drop up to 12 photos per piece. The first photo becomes the cover — you can change it anytime.
3
Track status
Each watch moves through statuses: In Stock → Reserved → Sold. Deals automatically update status when closed.
Posts & Captions
Create beautiful posts with professional copy that matches your voice.
1
Create a post
Click + Create Post to start the guided flow. Upload photos, enter details, and your caption is created automatically.
2
Choose your tone
Select from Luxury Dealer, Concise, Hype/Streetwear, Technical, or Minimal — the system adapts to your brand voice.
3
Publish everywhere
Select destinations and publish to multiple platforms simultaneously. Track success and failures in Posts & Activity.
Deals & Contacts
Your complete sales pipeline and relationship manager.
1
Pipeline stages
Deals progress through three stages: Reserved → Partially Paid → Paid. Reserved means committed at $0; any payment moves it to Partially Paid, and Paid closes it out.
2
Contact management
Tag contacts as Retail customer, Vendor, or Dealer. See their deal history and add notes for each relationship.
3
Payment tracking
Record payments against deals, track amounts due, and see your full payment history in the Payments section.
Destinations & Storefront
Connect your channels and launch your own branded storefront.
1
Connect platforms
Go to Destinations to add your WhatsApp groups and Telegram channels. Instagram and Facebook are in beta testing — releasing soon. Each gets its own posting configuration.
2
Your own storefront
In Settings, create a branded storefront at yourname.mywatchflow.com. Customers can browse, inquire, and even purchase directly.
3
Stripe payments
Connect Stripe in Billing to accept payments on your storefront. Customers checkout directly — funds go straight to you.
You're all set
Your workspace is ready. Start by adding your first watch to inventory, or create a listing to see professional captions in action.
Add First Watch
Start building your inventory
Create a Listing
See captions in action
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Invoice Preview

Invoice Invoice

Sale
Customer
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Issued
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Due
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Total
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Paid
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Payment details

Details

Customer
—
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Issued
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Due
—
Total—

Payment

Payment method
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Emails & activity

Invoice documentInvoice

Report Preview
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Invoice Preview
Rendering invoice…
Mark Invoice as Returned
This will flip the invoice status to Returned. Choose what should happen to the watches and any payment on this invoice.
Watches on this invoice
Refund handling
0
select invoices
0
selected