Totals and activity
Compare totals over time and review recent additions. These figures are only as complete as the records behind them.
Public customer guide
Use Item Legacy with confidence.
A practical guide to organizing collections, documenting important possessions, preserving evidence, and preparing useful records for the people who may need them next.
Current customer guide · Updated August 26, 2026
01 · Getting started
Build a useful first vault.
Sign up with email and password, or use Google when that option is available. Complete the short setup, then start small: a clean first record establishes the pattern for everything that follows.
- 1Create a collection for a meaningful group of possessions.
- 2Add one representative item with its identity, cost, value, condition, and location.
- 3Add a clear photo and any useful receipt, certificate, appraisal, or warranty.
- 4Review Home and the Missing Data report to spot gaps.
02 · Home
See the state of your vault at a glance.
Home summarizes inventory totals, recorded costs and values, precious-metal information, missing-data warnings, and recent activity. Use it as a quality check, then open the underlying Items when something looks unexpected.
Readiness warnings
Follow missing-data prompts to improve photos, values, locations, and other information used in reports.
03 · Collections & Sets
Organize without duplicating.
A Collection groups related possessions, such as watches, family art, or U.S. coins. Give it a durable name and add a category, description, storage context, insurance status, and notes when useful.
Collections
Open Collections, choose New Collection, name the group, select the closest category, and save. Add Items from the Collection page or the global Add Item button.
Sets inside Collections
Use a Set for a defined checklist, album, or series. Fill positions with existing Items or create an Item from an empty position. Removing a Set or position preserves the linked Item.
Templates: Start a Set from a reusable checklist when one fits. Existing Sets keep their own checklist when a template is changed later.
04 · Items & evidence
Document each possession clearly.
Choose Add Item, select its Collection and category, then record a specific name. Add quantity, acquisition details, purchase price, estimated value, condition, location, identifiers, notes, and category-specific details that will help another person recognize and understand it.
Add Item
Save the essential identity first. Category-aware fields help with details such as maker, model, year, grade, dimensions, material, or provenance.
Photos
Use one clear primary photo, then add useful angles showing condition, marks, signatures, serial or reference numbers, and packaging.
Documents
Attach receipts, certificates, appraisals, warranties, provenance, or insurance schedules. Use filenames that will make sense later.
Supported uploads: JPEG, PNG, and WebP photos up to 10 MB; PDF and macro-free DOCX documents up to 20 MB. Avoid passwords, access codes, safe combinations, payment-card numbers, or other secrets.
05 · Find and review
Move through a large inventory efficiently.
All Items supports search, filters, sorting, and pagination. Search by familiar item text, narrow results using the available Collection and item-detail filters, and clear filters when you want the full inventory again.
Search & filter
Narrow by Collection and available details such as metal, mint, year, condition, storage location, and value ranges.
Sort
Order results by recent activity, name, value, melt value, cost, or year to match the task at hand.
Pages
Use the page controls to move through results. On smaller screens, expand the mobile filter panel first.
06 · Values
Keep cost, estimate, and melt distinct.
Purchase price is what you recorded paying. Estimated or collector value is your current estimate. Melt value is a high-level metal-content estimate based on the Item details and saved metal prices.
Using melt values
For eligible precious-metal Items, review the metal, weight, purity, quantity, and saved spot price, then use Spot Prices to recalculate. Melt is informational—not a dealer quote—and does not include collectible premiums, condition, fees, spreads, taxes, or transaction costs.
07 · Reports & data
Prepare a record for the moment you need it.
Reports turn your Item records into useful views for holdings, costs, metals, storage, insurance readiness, estate organization, and missing information. Available reports depend on your plan.
- 1Run Missing Data and correct important gaps.
- 2Review quantities, values, locations, and evidence on the source Items.
- 3Open the report you need and confirm its scope and totals.
- 4Use the report's print control to print or save a dated PDF where available.
Import
Use Import & Export to add Items from CSV. Start with a small test, check the result, and avoid importing the same rows twice. Missing Collections can be created from the file.
Export
Download CSV copies for portability and periodic personal backups. Custom Export can narrow the file using the filters shown on the page.
08 · Plans & settings
Choose the capacity that fits your collection.
Billing & Pricing shows your current plan, usage, subscription status, and renewal information. Paid checkout and payment management use a secure billing portal. Confirm the final price and billing interval shown at checkout.
Free
$02 collections · 25 items
50 photos · 10 documents · 3 reports and 3 CSV exports
Collector
$59/yearUnlimited collections · 500 items
1,000 photos · 100 documents · 25 reports and 25 CSV exports
Pro
$99/yearUnlimited collections and items
10,000 photos · 1,000 documents · unlimited reports and exports
Estate
$149/yearUnlimited collections and items
Unlimited photos, documents, reports, and exports
Settings
Update profile preferences, default currency, spot prices, billing, backup access, password, and account controls from Settings.
Cloud Backup
Pro and Estate include 1 GB of Cloud Backup; eligible accounts can also add 1 GB. Backup & Data shows status, usage, history, and restore-request access. Restores are reviewed rather than immediate.
Plan availability and checkout configuration can change. Billing & Pricing and the secure checkout page are the current purchase source of truth.
09 · Mobile, privacy & security
Use the same vault across supported devices.
Item Legacy is responsive and can be installed as a web app when your browser offers Install App or Add to Home Screen. The mobile navigation keeps Home, Collections, Items, and Add Item close at hand.
Mobile & PWA
Download files to the device before uploading, keep the browser current, and use a reliable connection for edits and uploads. Item Legacy is a web app, not a separate native app.
Customer privacy & security
Your vault requires an authenticated account, and your collection records and uploaded files are not public. Use a unique password, protect the connected email or Google account, sign out on shared devices, and store only information appropriate for an online inventory.
10 · Common workflows
A few reliable ways to work.
Use these short routines as starting points, then adapt them to the kind of collection you maintain.
Document a new purchase
Add the Item, record acquisition details and location, attach a clear photo and receipt, then review the finished record and Home totals.
Prepare an insurance packet
Run Missing Data, improve photos and supporting records, review the Insurance report, save a dated copy, and confirm requirements with the insurer.
Plan a collectible Set
Create a Set in the Collection, mark missing positions, link owned Items, and use the completion view to plan future additions.
Prepare for handoff
Update identity, provenance, storage, and evidence; create appropriate reports and CSV copies; review Cloud Backup if enabled; and keep credentials and physical-access instructions in a separate secure plan.
11 · FAQ & support
Solve common problems quickly.
Is Item Legacy an appraisal?
No. Item Legacy organizes information you enter and provides helpful calculations. For certified values or decisions involving insurance, taxes, law, or an estate, consult a qualified professional.
Does deleting a Set delete my Items?
No. A Set is a checklist layered over a Collection. Removing a Set or one of its positions does not remove the linked Item.
Why is a photo or document not uploading?
Make sure the file is fully downloaded to your device. Photos can be JPEG, PNG, or WebP up to 10 MB; documents can be PDF or macro-free DOCX up to 20 MB.
Why is a value or report incomplete?
Check the source Item for missing quantity, cost, estimated value, location, evidence, or relevant metal details. The Missing Data report is the fastest place to start.
Can I use Item Legacy offline?
Item Legacy can be installed as a web app on supported devices, but editing and uploads require a reliable internet connection.
Can I take my data with me?
Yes. Use Import & Export to download portable CSV records. Keep periodic copies in a secure location you control.
Still need help?
Signed-in customers can search Help & Support or submit a question, bug report, or feature request. You can also email Vellstead for account, billing, privacy, or legal questions. Never include passwords, card numbers, safe combinations, or access tokens.