Use One Specialist Service
Bring Vault into a specific stage without changing the rest of your operation.
- Cataloguing or photography only
- Receiving or outbound support
- Laundry, repair or repacking
- Marketplace preparation
Vault Managed Services
Managed Inventory Services, Client Control and Specialist Support
Use Vault for a single specialist service, combine selected workflows, or outsource the complete physical and digital inventory operation.
Seller Central connects warehouse receiving, custody, cataloguing, inventory search, bulk requests, fulfilment, care, specialist add-ons and commercial activity so clients and Vault teams work from one operating record.
One connected service journey
Physical + digital
Physical + digital
01
Receive and Protect
Appointments, gate receiving, custody records and storage allocation.
Receive and Protect
Appointments, gate receiving, custody records and storage allocation.
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02
Catalogue and Prepare
Item intake, photography, measurements, data and QR identity.
Catalogue and Prepare
Item intake, photography, measurements, data and QR identity.
03
Manage and Control
Search, filter, bulk select, request, locate and report through the Seller Dashboard.
Manage and Control
Search, filter, bulk select, request, locate and report through the Seller Dashboard.
04
Fulfil, Support and Monetise
Dispatch, returns, care, transport, labour, controlled environments and approved commercial routes.
Fulfil, Support and Monetise
Dispatch, returns, care, transport, labour, controlled environments and approved commercial routes.
Choose only the services and controls your business needs.
Seller Central connects the complete history
Seller Central connects the complete history
Choose the support you need
One Service, a Combined Workflow or a Fully Managed Operation
Vault does not force every client into the same operating model. Start with the immediate requirement and extend the programme as inventory volume, channels or operational responsibility grows.
↔ Swipe through the service models
Combine Selected Services
Connect the workflows that create the most operational value for your team.
- Storage plus cataloguing
- Cataloguing plus publishing
- Storage, fulfilment and returns
- Client and Vault responsibilities combined
Outsource the Full Lifecycle
Vault operates the physical and digital inventory programme while your team retains approvals and visibility.
- Inbound through storage
- Catalogue through commercial readiness
- Requests, returns and maintenance
- Reporting, exceptions and billing
Six connected service families
From Physical Custody to Client Control and Commercial Readiness
Each family can operate independently. When combined, the same inventory record follows the asset through receiving, catalogue preparation, search, requests, fulfilment, care, specialist support and approved commerce.
↔ Swipe through the service families
Storage Operations and Location Control
Receive, identify, protect and locate inventory with clear custody and movement records.
ReceivingCustody QRLocationsCondition
Catalogue and Studio Preparation
Create searchable, accurate and destination-ready digital records from physical inventory.
AttributesPhotographyMeasurementsContent
Inventory Management and Seller Control
Search, filter, locate, bulk select and create requests through a powerful Seller Dashboard.
SearchBulk selectRequestsDashboard
Fulfilment, Returns and Care
Move inventory through picking, packing, dispatch, return verification and restoration.
Pick & packDispatchReturnsCare
Rental, Sales and Destination Readiness
Prepare approved inventory for commercial use without losing custody or availability control.
RentalSalesDraftsDestinations
Add-On and Specialist Services
Add cages, environmental support, cleaning, labour, packaging, transport and project teams only when required.
CagesEnvironmentLabourTransport
See managed services in action
Follow the Work from Service Scope to Completed Inventory Operations
Start with the complete managed-services infographic, then move through receiving, catalogue preparation, storage, Seller Dashboard control, fulfilment, returns, care, optional add-ons and completion.
↔ Swipe through the managed-services walkthrough
01
Store and protect
Store and protect
Storage Operations and Location Control
This managed-service family covers the operational work used to receive, identify, move and allocate inventory. Clients seeking approved space without these managed tasks can use the separate Storage offering.
Package and item identity are applied only where the selected operating model requires them. Storage-only clients are not required to purchase catalogue, marketplace or fulfilment services.
↔ Swipe through storage and custody services
Arrival and Gate Receiving
Record the incoming movement before detailed item intake begins.
- Arrival appointment and scheduling
- Vehicle, driver and handover information
- Box, bag, peti or container count
- Optional container-level QR labels
Item Intake and Custody
Create an individual inventory identity and intake record where required.
- Fast phone, scanner-gun or manual entry
- Item count and intake reconciliation
- Permanent storage or custody QR
- Initial condition and intake photographs
Storage Allocation
Place accepted inventory into structured, searchable warehouse locations.
- Warehouse, zone, rack, shelf and bin mapping
- Bulk, hanging, boxed or specialised storage
- Location movement and transfer history
- Quick locate information for warehouse teams
Control and Exceptions
Keep damaged, disputed or incomplete inventory out of normal operations until reviewed.
- Exception and hold workflows
- Shortage, excess and mismatch records
- Supervisor approvals and overrides
- Activity history and custody audit trail
02
Digitise and prepare
Digitise and prepare
Catalogue and Prepare
Convert physical inventory into structured records that warehouse teams, internal users and approved commerce channels can understand and use.
The service scope can range from basic intake photography to full commercial catalogue preparation, including attributes, descriptions, SKU structures and destination drafts.
Basic inventory records
Studio cataloguing
Commercial preparation
Studio cataloguing
Commercial preparation
↔ Swipe through cataloguing and preparation services
Photography and Visual Records
Create operational or commercial images according to the selected service level.
- Front, back and condition photographs
- Studio preparation and shot planning
- Image review and reshoot handling
- Association with the correct item identity
Measurements and Attributes
Capture the information needed to search, identify and use each item correctly.
- Size, measurements, colour and material
- Brand, category and subcategory mapping
- Condition, care and handling information
- Custom fields for specialised inventory
SKU and QR Preparation
Connect the permanent custody identity with commercial or marketplace identities.
- SKU generation and validation
- Item-level QR label generation
- Storage and commercial identity mapping
- Bulk label printing and scan verification
Commercial Readiness
Prepare complete records for review before anything is published or offered commercially.
- Titles, descriptions and searchable data
- Rental, sale or subscription eligibility
- Destination draft creation
- Client approval and publishing handoff
03
Move and maintain
Move and maintain
Fulfil and Maintain
Operate the physical workflows required to retrieve, verify, pack, dispatch, receive back and maintain inventory.
Every operational action can be linked to the requested items, responsible user, documents, scans, photographs and stage movement.
Requests and requests
Warehouse execution
Returns and care
Warehouse execution
Returns and care
↔ Swipe through fulfilment and maintenance services
Pick and Reserve
Give warehouse teams a clear list of the exact items and locations required.
- Item and line-level pick lists
- Inventory reservation and availability checks
- Location guidance and scan verification
- Missing-item and substitution exceptions
Pack, QC and Documents
Complete the handover only after the selected operational checks are satisfied.
- Packing and material requirements
- Quality-control confirmation
- Invoice, challan, label and packing slip
- Supervisor approval when documents are missing
Dispatch and Returns
Record inventory leaving custody and reconcile it when it comes back.
- Vehicle, driver and dispatch photographs
- Delivery or collection scheduling
- Return count, scan and condition checks
- Short return, damage and excess-item handling
Care and Reconditioning
Route returned or held inventory into the work required before it can be stored or used again.
- Laundry, steaming and cleaning
- Repair and alteration workflows
- Repacking and protective materials
- Condition update and return to availability
04
Monetise approved inventory
Monetise approved inventory
Rent and Sell
Prepare selected items for commercial use while retaining a clear relationship between custody, stock availability, pricing approvals and destination channels.
Seller Central creates or updates reviewable drafts. Final publication remains controlled by the approved destination workflow.
Rental
Sale
Subscription
Rent and sell
Sale
Subscription
Rent and sell
↔ Swipe through rental and sales services
Channel and Eligibility Setup
Decide where and how each approved inventory group may be commercially used.
- Rental, sale and subscription modes
- Marketplace and destination selection
- Client-level defaults with item exceptions
- Warehouse and fulfilment ownership rules
Draft and Publishing Workflow
Prepare destination records without automatically publishing unfinished catalogue records.
- Create or update destination drafts
- Adopt approved existing drafts
- Image, title and inventory synchronisation
- Review lock and controlled publication
Requests and Availability
Connect commercial demand with the physical items required to fulfil it.
- Availability and reservation control
- Rental and sales request handoff
- Warehouse-specific fulfilment tasks
- Rental return and stock restoration
Reporting and Commercial Control
Understand what is ready, listed, reserved, rented, sold, returned or waiting for action.
- Channel and catalogue status visibility
- Inventory activity and exceptions
- Client approvals and ownership history
- Operational and billing records
05
Give clients operational control
Give clients operational control
Inventory Management and Seller Control
Approved users can browse image-led inventory, search and filter by physical and commercial data, locate items, retain bulk selections and create structured inbound, outbound, return or project requests.
The Seller Dashboard also provides the applicable lots, requests, destinations, fulfilment ownership, reports, user access and support controls.
Commerce-style inventoryBulk selectionSeller Dashboard
↔ Swipe through inventory management and Seller Dashboard controls
Search, Filters and Location
Find inventory through visual and operational fields.
- Grid and list views
- Category, colour, size and measurement filters
- Warehouse, zone, rack, shelf, bin and rail
- Availability, condition and destination status
Bulk Selection and Requests
Select individual or large filtered groups without repeating the same work.
- Persistent selection and quantity controls
- Inbound and lot preparation
- Outbound, project and stylist requests
- Returns and outstanding-item reconciliation
Seller Dashboard Control
Manage the approved client-facing operational modules from one place.
- Account, users and access
- Lots and My Vault Inventory
- Requests, progress and next action
- Destinations and fulfilment ownership
History, Reports and Exceptions
Keep every material action connected to the responsible user and inventory record.
- Custody and movement history
- Inventory and location exports
- Permission and approval history
- Mismatch, shortage and exception control
06
Add optional support only where required
Add optional support only where required
Add-On and Specialist Services
Extend storage and managed operations with approved cages, restricted areas, temperature or humidity support, cleaning, labour, packing, transport, audits and project teams.
Availability depends on the facility, equipment, inventory type, location, timing and confirmed service scope.
Environment and securityLabour and preparationTransport and projects
↔ Swipe through add-on and specialist services
Controlled Environment and Access
Add physical and environmental controls where the selected facility supports them.
- Dedicated cages or lockable zones
- Temperature monitoring or control
- Humidity monitoring and dehumidification
- Air filtration, dust reduction and restricted access
Cleaning, Preparation and Packaging
Prepare and protect inventory for storage, photography, movement or reuse.
- General cleaning, laundry and steaming
- Stain, odour and presentation treatment
- Sorting, folding, hanging and set assembly
- Boxes, covers, protective wrap and repacking
On-Site and Off-Site Labour
Deploy approved operational teams at Vault, client, vendor, event or shoot locations.
- Loading, unloading and handling
- Counting, sorting and segregation
- QR generation, attachment and relabelling
- Setup, teardown and supervised site teams
Transport and Specialist Projects
Coordinate movement and complex one-time programmes through one accountable scope.
- Pickup, delivery and inter-site transfer
- Dedicated or shared vehicles
- Audits, migration and warehouse reorganisation
- Project management, evidence and completion report
How service requests work
Clear Scope, Approval and Execution Before Billing
Services move from assessment to execution through an auditable request. One-time work and recurring services follow different commercial structures.
↔ Swipe through each request stage
Assessment
Share the inventory type, volume, location, current condition, required services and operating objective.
Scope
Vault defines the selected service stages, responsibilities, dependencies and expected output.
Estimate or Subscription
One-time work is quoted. Recurring custody, storage or protection services use the approved subscription structure.
Schedule and Receive
Confirm the service date, intake method, access requirements and handover information.
Execute and Approve
Teams complete the work, record exceptions and obtain approvals at the required checkpoints.
Report and Bill
Completed work, documents, activity history and approved charges remain connected to the request.
↔ Swipe through billing models
One-time service charges
Labour and receiving, packing and materials, catalogue preparation, care, laundry, repair, and priority or special handling.
Recurring services
Storage rental, premium protection and other approved services that continue for a defined billing period.
Who manages what
Keep Control, Share the Work or Let Vault Operate It
Responsibilities are defined by workflow rather than by a single rigid package. The operating model can change as the programme grows.
Responsibility
Client-Managed
Hybrid
Vault-Managed
Warehouse space and physical custody
Client
Shared or selected sites
Vault
Item intake and catalogue data
Client team
Divided by service
Vault team
Picking, packing and dispatch
Client team
By warehouse or request
Vault team
Commercial approvals and pricing
Client
Client
Client approval retained
Inventory search, bulk selection and requests
Included within permission
Included and shared
Included and operated
Add-on and specialist services
Client-approved scope
Shared by service
Vault-coordinated where scoped
Seller Dashboard workflow and visibility
Included
Included
Included
↔ Swipe through operating ownership models
Client-Managed
- Space and custodyClient
- Intake and dataClient team
- FulfilmentClient team
- Commercial approvalClient
- Seller CentralIncluded
Hybrid
- Space and custodyShared or selected sites
- Intake and dataDivided by service
- FulfilmentBy warehouse or request
- Commercial approvalClient
- Seller CentralIncluded
Vault-Managed
- Space and custodyVault
- Intake and dataVault team
- FulfilmentVault team
- Commercial approvalClient approval retained
- Seller CentralIncluded
Inventory types supported
Built for Businesses with Physical Assets to Control and Use
The workflow, service depth and handling standards are adjusted to the inventory rather than forcing every category into the same process.
↔ Swipe through supported inventory types
Managed services FAQs
Common Questions Before Starting
The final operating scope is confirmed after the inventory assessment. These answers explain how the service model is intended to work.
Can we use only one Vault service?
Yes. A client can begin with a single service such as photography, catalogue preparation, receiving, packing, laundry or repair. The remaining operation can continue with the client’s own team.
Must the inventory be stored in a Vault warehouse?
No. The model can support Vault storage, client-managed storage or a hybrid arrangement. The exact workflows available at a client location depend on access, staffing, equipment and integration scope.
Can Vault catalogue inventory at our location?
Potentially, yes. On-location cataloguing can be scoped where the volume, workspace, equipment, access and operating schedule make it practical. The assessment determines whether work should happen on-site or at a Vault facility.
How are QR codes handled?
Container-level QR codes may be used during gate receiving. Item-level custody QR codes are created when the selected intake service requires them. Commercial or marketplace identities remain connected to the permanent custody record.
How are one-time charges approved?
One-time work is scoped and quoted before execution. Additional work caused by exceptions, damage, special handling or changed requirements should be approved through the relevant request before billing.
Can the same item be rented and sold?
Yes, where the client approves that commercial mode and the selected destination channels support it. Availability, reservations and final ownership changes must remain synchronised with the physical inventory record.
Who controls pricing and publication?
The client retains commercial approval. Seller Central may prepare or update drafts, but final publishing and destination-owned pricing follow the approved destination workflow.
What happens when inventory returns damaged?
The return is reconciled against the expected items and condition. Damaged inventory can be moved to an exception, hold, laundry, repair or repacking workflow before it becomes available again.
Can clients search and bulk-select their own inventory?
Yes. Approved users can use grid or list views, advanced filters, location visibility and persistent selection to create structured requests.
Are cages, environmental controls, labour and transport compulsory?
No. They are optional, scope-based services. Facility, equipment, labour and vehicle availability must be confirmed for the specific requirement.
Start with an inventory assessment
Tell Us What You Own, Where It Is and What You Need It to Do
Vault will help define the right combination of custody, cataloguing, fulfilment, care and commercial services without forcing your business into an unnecessary operating package.