Because the distilling industry is so capital intensive, you need to be able to track every penny going in and out of your distillery. If you’re thinking of starting a distillery in the near future or maybe you own, consult or work at an existing distillery – big or small, you should consider ways to work smarter, not harder. Distillery management software is one way to automate business processes to help make your job easier.
Think about all the tedious back-end activities like tracking batches, managing inventory or all the data entry to and from spreadsheets. There’s also the TTB reporting issue that tends to cause frequent headaches for many distilleries. There’s a lot of moving parts involved on the business side of a distillery that often demand a lot of time and resources.
Why Distillery Software?
Distillery management software is the new digital movement that’s changing the way distilleries do business. If managing your business requires a lot of tedious manual entry, it’s probably time to re-evaluate the traditional methods of distillery management like QuickBooks, spreadsheets and notepads. There are many emerging software companies looking to provide solutions to the growing spirits industry, so a little due diligence on your end to ensure you’re comparing apples to apples isn’t a bad idea. Many distillery solutions out there don’t include an accounting platform as part of the core solution, which may cause issues down the road. This is why we built OSpirits with a proven, built-in accounting platform rather than creating a proprietary accounting system or integrating with generic bookkeeping software.
Here’s a checklist of things to look for when comparing distillery management software and how they can make your job easier:
Purchasing Materials – Distillery Supply Chain Management
This is where it all starts. You obviously need materials from your vendors and suppliers to make your spirits. We make that part easier by keeping track of all your vendors, distributors, or anyone else you do business with right from a dashboard ordering screen. Keep track of daily price changes on grains and malt, as well as maintain records of what you purchased last time and for how much.
Automating Distillery Accounting
OSpirits includes an automated accounting core feature for those of you who are tired of manual entry into QuickBooks or other bookkeeping software. Rather than manually processing journal entries, wouldn’t it be easier if they were automatically created? That’s exactly what automated, GAAP compliant distillery software should do. As you go about production, all those accounting steps that you would normally do manually are now created automatically in the background as processes occur. Don’t worry, your accountant’s job is safe – they’ll just be focusing more on improving efficiency and increasing profitability. OSpirits distillery accounting will even help you pinpoint problem areas or products you may be selling at a loss.
As you well know, the distilling process is a series of steps with other smaller steps in between. There are typically 7 main processes that need to be accounted for in order to accurately report to the TTB. This is just one reason why QuickBooks isn’t the best option for distilleries. Distillery management software “digitizes” your production orders, so instead of writing on paper, entering data into spreadsheets, or managing off the top of your head, it’s entered into a laptop, computer or even an iPad right on the still house floor. Now all that data depletes inventory and updates your real-time inventory count for you so you can create reports that tell you exactly what’s sitting on your distillery floor at any time.
The drag & drop production scheduler is similar to a Gmail calendar. It pulls all current production orders into an interactive calendar so you know exactly what’s due or what you need to produce in order to meet demands. Click on a date to see what’s scheduled for that day or drill down into each order to see all the details. If you need to move it out a few days, just drag it over and the system automatically changes the times & dates and the associated alerts when it’s due.
Distillery Sales & Fulfillment
The sales feature allows your sales team to create sales orders that automatically commit inventory for a future sale. Convert the sales order into a delivery note to deduct inventory when the inventory leaves your warehouse. Convert your delivery note into an accounts receivable invoice when you are ready to invoice and receive payment from your customers. Use the A/R Reserve invoice to book and collect receivables before delivering your spirits. It’s all there to help you track better and sell more spirits.
Now that you have a basic understanding of what OrchestratedSPIRITS distillery management software can do, head over to our quick videos to see it in action. Want a private demo? Fill out a form and we’ll set up a time that works for you.