Admin Usage Guide — Pristine Card Co

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App Overview

The Pristine Card Co admin app is a mobile-first progressive web app (PWA) for managing your card inventory, processing sales, and executing trades. Access it at admin.pristinecardcompany.com.

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Inventory

View and search your card collection

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Intake

Add new cards to inventory

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Sales

Record sales and track revenue

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Trades

Execute card-for-card trades

The bottom navigation bar provides quick access to all four main sections of the app.

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Pro Tip: Install as PWA On iOS Safari, tap the Share button and select "Add to Home Screen" for a native app experience with offline support.

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Airtable Data Layer

All your inventory, sales, trades, and show data is stored in Airtable—a powerful spreadsheet-database hybrid. The admin app provides a simplified interface for common workflows, but Airtable is your source of truth for all data.

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Admin App vs. Airtable The admin app makes common tasks fast (intake, sales, trades), but Airtable gives you full control: bulk edits, custom views, filtering, sorting, exports, and direct data access.

Accessing Airtable

Open your Airtable base directly at: airtable.com/appcTuMjiUTAgsfeG

The Airtable base showing all four data tables. Click table names in the left sidebar to switch between them.

Data Model Overview

Your data is organized into four interconnected tables:

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Inventory

All cards and products you own or have owned

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Shows

Card shows and events you've attended

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Transactions

Sales records with payment details

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Trades

Trade records with both sides tracked

Inventory Table

The core table containing every card and product. Each row represents one item (or quantity of identical items).

The Inventory table grid view. Each row is a card with columns for name, grade, origin, disposition, and more.

Key Field	Purpose
Name	Card/product name (auto-filled from search or manual entry)
cost / total_cost	What you paid. `total_cost` = cost + grading_cost
market_value	Current market value (from TCGplayer)
disposition	Status: In Stock, Sold, Traded, Gifted
origin	How you acquired it: Purchase or Trade
is_graded	Checkbox for slabbed cards
grade / grading_company	PSA 10, BGS 9.5, CGC 9, etc.
Transactions	Linked record to Transactions table (when sold)

Transactions Table

Every sale creates a transaction record. Tracks revenue, fees, and profit per item.

The Transactions table showing sale records with payment type, gross sale, and linked inventory items.

Key Field	Purpose
transaction_id	Auto-generated unique ID (e.g., TXN-1735123456789)
transaction_type	Payment method: Cash, Venmo, eBay, FB, IG, Giveaway
gross_sale	Total amount before fees
platform_fee	eBay/FB/IG fees deducted
tax_collected	Sales tax collected (for platforms)
inventory	Link to the sold Inventory item
show	Link to Shows table (if sold at a show)
source_trade	Link to Trades (if cash came from a trade)

Trades Table

Records card-for-card exchanges. Tracks what you gave, what you received, and any cash difference.

The Trades table with fields for given cards, received cards, and cash on top.

Key Field	Purpose
trade_id	Auto-generated unique ID (e.g., TRD-1735123456789)
given_cards	Links to Inventory items you traded away
received_cards	Links to new Inventory items you received
given_market_total	Total market value of cards you gave
received_market_total	Total market value of cards you received
cash_on_top	Cash difference (positive = you received)
trader_name	Who you traded with (optional)

When to Use Airtable Directly

Bulk Edits

Update multiple records at once. Select rows, right-click, and batch update field values.

Custom Views & Filters

Create filtered views (e.g., "PSA 10 cards", "High value items") and save them for quick access.

Data Corrections

Fix typos, update market values, or correct any data entry mistakes directly in the cells.

Exporting Data

Download your data as CSV or Excel for external analysis or tax reporting.

Advanced Reporting

Use Airtable's grouping, pivot tables, and summary features for custom reports.

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Avoid Direct Record Creation While you can add records directly in Airtable, prefer using the admin app for Intake, Sales, and Trades. The app handles linked records, auto-calculations, and business logic that manual entry might miss.

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Airtable Mobile App Download the Airtable app for iOS/Android for quick data lookups when you're away from the admin app.

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Card Intake

Use the Intake tab to add new cards to your inventory. Search for Pokemon cards by name or add items manually for non-Pokemon products.

Adding a Pokemon Card

Search for the Card

Type the card name in the search box. Results appear automatically as you type. The search covers ~20,000 Pokemon cards.

Select from Results

Tap on the matching card. The card's name, set, and number will be pre-filled in the intake form.

Enter Purchase Details

Fill in the purchase cost (required), language, condition, and quantity. These fields help track your cost basis.

Set Card Attributes

Select Print Run (1st Edition, Shadowless, Unlimited) and Finish (Holo, Reverse Holo, Normal) if applicable.

Add Grading Info (Optional)

Toggle "Graded?" to add grade, grading company, and certification number for slabbed cards.

Add Photo (Optional)

Tap the camera icon to take or upload a photo. Images are automatically compressed and stored.

Submit

Tap "Add to Inventory" to save. A success toast confirms the card was added.

Search results showing multiple Charizard variants. Tap a card to select it for intake.

The intake form with all fields. Purchase Cost is required; other fields are optional but recommended.

Manual Entry (Non-Pokemon)

For sealed products, accessories, or cards not in the database, use the "Manual Entry" button:

Tap Manual Entry

Located below the search box on the Intake page.

Select Category

Choose: Card (single), Sealed Product (boxes, ETBs), or Accessory (sleeves, deck boxes).

Fill Required Fields

Enter name and purchase cost. For sealed products, select the product type (Booster Box, ETB, etc.).

Field Reference

Field	Description	Options
Purchase CostRequired	What you paid for the card. Used for profit calculations.	Numeric value
LanguageOptional	Card language variant.	English, Japanese, Korean, Chinese, German, French, etc.
ConditionOptional	Card condition for raw cards.	NM, LP, MP, HP, DMG
Print RunOptional	Print variant (vintage cards).	1st Edition, Shadowless, Unlimited
FinishOptional	Card finish type.	Holo, Reverse Holo, Normal
GradeOptional	Graded card score (when Graded? is ON).	10, 9.5, 9, 8.5, 8, etc.
Grading CompanyOptional	Who graded the card.	PSA, BGS, CGC, SGC, ACE, TAG, Other

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Inventory Management

The Inventory tab displays all cards currently in stock. Use filters and search to find specific cards, and tap any card to edit its details.

Inventory view showing stats, filter pills, and card list. Tap any card to edit.

Inventory Stats

The stats bar at the top shows key metrics:

Total Items: All cards and products in inventory
Graded: Number of slabbed cards
Total Cost: Sum of all purchase costs (your investment)

Filtering Your Inventory

Multiple filter options help you find exactly what you're looking for. Filters can be combined for precise searches.

Filter	Type	Options
Search	Text input	Search by card name or set name. Instant, case-insensitive.
Category	Pill buttons	All, Singles (cards), Sealed (products)
Grading	Pill buttons	All, Raw (ungraded), Graded (slabbed)
Language	Dropdown	All Languages, English, Japanese, Chinese
Has Image	Dropdown	All, Has Image, No Image
Cost Range	Min/Max inputs	Filter by purchase cost (e.g., $10 - $100)

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Clear Filters When any filters are active, a "Clear" button appears. Tap it to reset all filters at once.

Editing Cards

Tap any card in the list to open the Edit Modal. This lets you update details without going to Airtable.

Tap a Card

Tap any card in your inventory list. The edit modal slides up from the bottom.

Add or Replace Photo

Tap the image area to upload a new photo. If there's already a photo, you can replace it or remove it with the × button.

Update Market Value

Enter the current market value (from TCGplayer or recent comps). Helps track potential profit.

Set Condition & Location

Update the card's condition (NM, LP, MP, HP, DMG) and storage location (Vault, Suitcase, etc.).

Add Notes

Free-form notes field for any additional details (centering issues, purchase history, etc.).

Save Changes

Tap "Save Changes" to update the record. A success toast confirms the save.

Editable Fields Reference

Field	Description
Image	Upload, replace, or remove the card photo. Images are auto-compressed.
Market Value	Current market value. Used for profit calculations and trade valuations.
Condition	Card condition: NM (Near Mint), LP (Light Play), MP (Moderate Play), HP (Heavy Play), DMG (Damaged).
Location	Where the card is stored: Suitcase 1, Suitcase 2, Vault X 2, Vault 2, Vault 3, Shelf, Office.
Notes	Free-form text for any additional information.

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Read-Only Card Info Card name, set, number, language, and grading info are displayed in the modal but cannot be edited. To change these core details, edit the record directly in Airtable.

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Disposition Tracking Cards have a disposition status: In Stock, Sold, Traded, or Gifted. Only "In Stock" cards appear in the main inventory view.

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Processing Sales

Use the Sales tab to record when you sell a card. The app tracks revenue, fees, and automatically calculates profit.

Sales interface with Show Mode indicator and searchable inventory.

Recording a Sale

Search for the Card

Type the card name to find it in your inventory. Only "In Stock" cards appear.

Select the Card

Tap the card you're selling. The sale form will appear.

Choose Payment Method

Select how the customer paid: Cash, Venmo, eBay, Facebook, Instagram, or mark as Giveaway.

Enter Sale Amount

Enter the gross sale price. For eBay/FB/IG, also enter platform fees and tax collected.

Review Profit

The profit preview shows: Gross Sale - Fees - Tax - Cost = Profit

Confirm Sale

Tap "Complete Sale" to record it. The card's disposition changes to "Sold".

Payment Methods

Method	Fees Tracked?	Best For
Cash	No fees	In-person sales at shows or local meetups
Venmo	No fees	Peer-to-peer sales, friends & family
eBay	Platform fee + tax	Online marketplace sales
Facebook	Platform fee + tax	FB Marketplace or groups
Instagram	Platform fee + tax	IG Shop or DM sales
Giveaway	No price	Gifts, donations, promotions

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Platform Fees Remember to enter the actual fees charged (eBay ~13%, FB ~5%). This ensures accurate profit tracking.

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Executing Trades

Trades involve exchanging cards. Use the Trades tab to record what you gave, what you received, and any cash difference.

Trades interface with sections for cards given, cards received, and cash on top.

Recording a Trade

Add Cards You're Giving

In the "Cards Given" section, search your inventory and add the cards you're trading away.

Add Cards You're Receiving

In "Cards Received", search for Pokemon cards or use Manual Entry for other items. Enter market value for each.

Set Trade Percentage

Each received card defaults to 80% of market value. Adjust using the quick buttons (70%, 75%, 80%, 85%) or enter custom.

Enter Cash on Top

If cash changes hands, enter the amount. Select "We receive" if you're getting cash, "We pay" if you're paying cash.

Review Trade Summary

Check the summary: market values on both sides, cash adjustment, and net position.

Complete Trade

Tap "Complete Trade". Your cards become "Traded" and their cards are added to your inventory.

Trade Percentage Explained

When receiving cards in trade, you typically pay less than market value. The trade percentage determines your cost basis:

Market Value: $100 (what the card is worth)
Trade %: 80%
Your Cost Basis: $80 (what you "paid" in trade value)

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Manual Entry for Non-Pokemon Use the "+ Manual Entry" button to add sports cards, other TCGs, or items not in the Pokemon database. You can also add a photo for documentation.

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Cash on Top = Revenue When you receive cash on top of a trade, it counts as revenue. Select the payment method (Cash, Venmo) for accurate tracking.

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Show Mode

When attending a card show or event, activate Show Mode to automatically link all sales and trades to that show for reporting.

Activating Show Mode

Go to Sales Tab

Show Mode is managed from the Sales page header.

Tap "Shows" Button

Opens the Shows panel where you can manage events.

Create or Select a Show

Create a new show with name, date, and location, or activate an existing one.

Start Selling

With Show Mode ON, all sales and trades automatically link to the active show.

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End of Show Deactivate Show Mode by tapping the active show and selecting "Deactivate". You can reactivate it later to add more transactions.

Why Use Show Mode?

Track revenue and trades per event
Generate show-specific reports
Compare performance across shows
One tap to link transactions—no manual tagging needed