Order management software for wine distributors

How orders typically arrive

• Email (body text and PDF attachments)
• Spreadsheets attached to email
• Phone and texted orders, added by your team in one click as manual entries

Common pain points in this vertical

• A new vintage is a new SKU — 'the Sancerre' can mean the '22 or the '23
• On-premise and off-premise accounts price differently, on top of chains and negotiated deals
• Replenishment lists arrive as thirty-line emails in the buyer's own shorthand
• Allocated wines can't be over-committed — rationing is a judgment call
• The book — each account's usual pours and pricing — lives in the rep's head

Use cases we hear about

• Match every line to the right vintage. The '22 and the '23 of the same wine are different SKUs, and a request is matched to the right one — or flagged when the account's shorthand could mean either — before it's priced and reviewed.
• Price on- and off-premise accounts by their rules. Restaurant, bar, retail, chain, and negotiated rates are applied as the draft is built, with the rule that set each price shown on the line. A thirty-line replenishment list lands at the off-premise rate, not the on-premise quote from an hour ago.
• Keep allocations a human call. Requests against a limited wine are drafted and queued, never auto-committed — your team decides who gets the last cases, and the decision is recorded on the order.

Why are wine orders hard to capture?

A wine book is enormous and always shifting — a new vintage is a new SKU — and it sells to two different worlds at two different price structures: on-premise restaurants and bars, off-premise shops and chains. The buyers order in shorthand from wherever service allows: "two cases of the '22 Sancerre and a six-pack of the skin-contact," a thirty-line replenishment email, a quick call between seatings. You sit in the middle of the three-tier system, and marketplaces like Provi cover the accounts that adopt them — but a large share of orders still comes straight to the rep, and someone retypes every one. PeasyOrders — order capture built for small and mid-sized US wholesale distributors on QuickBooks Online — reads the written orders, matches each line to the right vintage, prices every account by its rules, and queues each order as a draft your team reviews.

How does PeasyOrders capture wine orders?

Two lanes, honestly stated.

Written orders are captured on arrival. A forwarding rule sends your order emails in, and PeasyOrders reads the email body and the PDF and spreadsheet attachments. The shop's thirty-line replenishment list becomes a structured draft: each line matched to the right wine and vintage, priced at the off-premise rate with the rule shown, ambiguous lines flagged. An order that lands during Saturday service is structured that night and waits in the queue for review.

Phoned and texted orders get a one-click lane. Sommeliers text the rep between services, and PeasyOrders doesn't capture calls, texts, or voicemails. Your team adds those orders in one click as manual entries: same editor, same on- or off-premise pricing, same review and export, with "manual" recorded as the origin. The book stops living only in the rep's phone.

It also doesn't read photos, scans, or handwriting; a PDF needs a text layer to be parsed automatically. An attachment it can't parse stays on the order, worked inside PeasyOrders in a side-by-side view.

How do vintages and allocations work?

Vintages are distinct SKUs, so "the Sancerre" is matched to the '22 or the '23 when the account's history makes it clear — and flagged when it doesn't, because a vintage swap on a wine program isn't a rounding error. Allocations stay human on purpose: requests against a limited Napa Cab are drafted and queued, nothing is over-committed automatically, and your team decides who gets the last cases. The system suggests, the operator validates, and unresolved lines block confirmation. And when only the account can settle the vintage question, your operator can ask by email from the draft — the reply links back to the order, not to a thread someone has to find.

Does it recognize a standing by-the-glass list?

Yes. On setup, PeasyOrders reads your past QuickBooks Online invoices once, so each account's buying history is there from day one. From then on it learns each account's shorthand from the corrections your team confirms — one restaurant's "the usual BTG" resolves to its fixed by-the-glass list, another's "the Pinot" to the Oregon rather than the Burgundy. The standing order comes up as a draft with only the week's changes to review, so the book survives a rep's departure.

Common wine orders PeasyOrders handles

What stays with your marketplace and distribution stack?

PeasyOrders owns capture, matching, pricing, and review, then hands off a clean order. If your book is on Provi or SevenFifty, keep it there — the marketplace covers the buyers who use it, and capture covers everyone who emails and calls instead. Distribution operations stay with beverage-industry platforms like VIP; regulated invoice payments and three-tier compliance stay with platforms like Fintech and your compliance tools — PeasyOrders does none of that. Reviewed orders export to QuickBooks Online as an Estimate by default (configurable), or to Google Sheets or CSV.

What does it cost?

Plans run $99, $199, and $349 per month by confirmed order volume, with a 30-day money-back guarantee — details on the pricing page.

The bottom line

Your sommeliers and shop buyers will keep ordering in shorthand, on their own clock, mostly straight to the rep. PeasyOrders captures the written orders with the vintage right and the account's pricing applied, gives your team one click for the calls and texts, and leaves allocations and substitutions to the people who should decide them — so the book stops living in one rep's head. If you also move beer, see craft beer distributors; for the wider picture, see how to automate wholesale order processing.