The warehouse side
From the loading door to the monthly invoice, every bottle accounted for.
How your team lands wine, tags and places every bottle, moves and pulls by scan, proves the count, and bills for it. Phone or scanner gun, no special hardware.
Landing wine
Check every delivery in against what was expected.
- Before it arrives, the member lists what's coming when they book the drop off, or your team uploads the merchant's spreadsheet.
- At the door, staff count each line, note condition and choose a bin.
- Anything short, over, or not on the list is flagged before it's put away.
- Completing it adds one record per bottle to the member's collection and sends them a receipt in their portal.
Expected
24
Received
23
Differences
2
Member receipt
Your delivery is checked in: we received 23 bottles of the 24 bottles expected. Not received: 2 × 2018 Opus One. Not on your list, but received: 1 × NV Krug Grande Cuvée.
Inventorying every bottle
One record, one tag, one history per bottle.
- Each physical bottle is its own record: producer, vintage, size, condition, value and owner.
- Print a QR tag for every bottle and a label for every bin, right from the system.
- Photograph each wine as it's checked in, and members can ask for a photo of any bottle in storage; it lands on the bottle in their collection.
- Bringing in an existing collection? Upload a spreadsheet. CellarTracker and InVintory exports are recognized, and other columns are matched for you.
Ridge Monte Bello 2016
750ml · Excellent · R. Holloway
C-05-01
History
- Oct 3Received against the drop off list · into C-04-02
- Oct 9Moved by scan · C-04-02 to C-05-01
Placing and tracking
Every bin has an address, and you can see how full it is.
- Lay out your space by zone, row and bin, each with a capacity, in a few minutes.
- Scan a bin to see exactly what's inside and whose it is. Scan a bottle to see where it lives.
- The warehouse map shows how full every bin and zone is, so partly full boxes stand out.
- Box labels like “Holloway 2” are searchable, so the name written on a case finds it.
120
Total Bins
1,440 btl
Total Capacity
763 btl
Currently Stored
53%
Occupancy
Row 01
A-01-01
4/12
A-01-02
12/12
A-01-03
0/12
A-01-04
7/12
A-01-05
12/12
A-01-06
12/12
A-01-07
5/12
A-01-08
0/12
A-01-09
12/12
A-01-10
9/12
C-02-03 Box label: Holloway 2 · 3 of 12
2018 Opus One · 2019 Dom. Tempier Bandol · 2016 Ridge Monte Bello
Moving and consolidating boxes
Scan what's moving, then scan where it goes.
- Scan single bottles, or a bin label to move the whole box at once.
- Nothing moves until the destination bin is scanned and you confirm.
- You see the bin's fill before and after, with a warning before it overfills or mixes two members' wine.
- Suggested moves point out a member's partly full boxes that can be combined, with one tap to set the move up. A whole box keeps its label when it moves, bins left empty are flagged for reuse, and every bottle's move is logged.
Moving 3 bottles
C-02-03 C-02-01
Moved 3 bottles to C-02-01.
Each move is in the bottle's history. C-02-03 is now empty and free to reuse.
Pulling orders
One walk through the cellar, and the right bottles every time.
- Members request pulls from their portal; your team sees them the moment they come in.
- The pick list puts every open pull in bin order, so it's one pass through the cellar.
- Scan each bottle as it comes off the shelf. Another member's bottle is flagged before it leaves.
- Print the release with case sheets, mark it ready, and the member is told it's waiting.
Wrong bottle: don't pull it
2016 Ridge Monte Bello belongs to another member, bin C-04-01.
Cycle counts
Prove the inventory, a zone at a time.
- Count a zone, a list of bins, or the whole warehouse. Several people can count at once on their phones.
- Scan a bin, then every bottle in it. One beep when it belongs, two tones when it belongs elsewhere.
- Each count is scored against what the system expects, before anything is fixed, so the number is honest.
- An admin decides every difference with a reason (update the bin, put it back, keep looking, write it off), and it's all logged.
Accuracy
99.2%
Excellent
1
Missing
2
Misplaced
0
Not on record
48
Bins
371 of 374 bottles were exactly where the system said.
Belongs in another bin
2019 Dom. Tempier Bandol. On record in C-04-03. Leave it here; the review decides.
Monthly billing
Bill by the box, from your own rate card.
- Set your rates per box, with tiers and a monthly minimum, plus locker rent and negotiated rates.
- Preview the month's run, then create every member's invoice at once and review before anything is sent.
- Members get an email and see each invoice in their portal.
- Record payments against each invoice; overdue balances are tracked automatically, and everything exports for your accountant.
Outstanding
$260.00
Overdue
1
Total invoices
9
DC-202610-0009Overdue
Margaret Okafor · Sep 1 to Sep 30 · Due Oct 15
DC-202610-0008Sent
Jonathan Pell · Sep 1 to Sep 30 · Due Oct 15
DC-202610-0007Sent
Elena Vasquez-Ruiz · Sep 1 to Sep 30 · Due Oct 15
DC-202610-0005Paid
Sofia Marchetti · Sep 1 to Sep 30 · Due Oct 15
Your team, your roles
Staff receive, count, move and pull. Admins approve write offs and close counts; admins and accounting run billing.
A record of every move
Received, moved, counted, pulled: every bottle's history shows what happened, when and by whom.
Switching is the easy part
Bring members and their collections over from a spreadsheet export. We help you map it.
See it with your own workflow.
A short screen share of the staff side, built around how you run your warehouse today.