Ask the Collective
The questions independent drinks founders ask most — answered. Distilled from years of community knowledge so the good stuff never disappears in the feed again.
What ERP or inventory management software do small drinks producers recommend, and how well do they integrate with Xero?
Members consistently recommend **Unleashed** as a powerful, scalable solution for inventory, production, costing and SKU-level tracking—but emphasize it requires significant setup and ongoing commitment. It syncs with Xero, Shopify, Vend, Zettle, and Wise, and produces strong reports. However, implementation typically takes 6–9 months and benefits from specialist support; members used **Outserve** (philip.oakley@outserveweb.co.uk) for implementation, though noted the cost is high. Success depends on dedicated team buy-in or a single person owning the system day-to-day. For smaller teams without heavy resources, members highlighted lighter alternatives: - **Breww** — £90/month all-in with unlimited users, focused on breweries but adaptable to other drinks production; integrates easily with Xero; includes batch/date tracking, warehouse floor app, built-in CRM and tank cleaning scheduler; requires no full-time operator. - **BrewMan** — £50 per user per month, noted for costing and production focus. - **Workhorse** — Simpler alternative recommended by members using third-party production models; handles POs, stock, production and tracking but less suitable for complex direct/bonded/duty-paid sales scenarios. - **Excel spreadsheets** — Several members running effective operations on well-built spreadsheets with bookkeeper support; members offered to share templates. **Caveats:** Unleashed can cause integration issues with Xero (phantom duty calculations reported); it's a blank canvas requiring API configuration and carries risk of problems if not carefully set up. Members cautioned that Zoho is primarily CRM, not true ERP. The choice depends on operational complexity—Unleashed scales to handle multiple SKUs, hundreds of ingredients and multiple warehouses, but simpler systems suit leaner operations.
Should we use Slack or Microsoft Teams for internal team communication?
Members are split, but several have moved from Slack to Microsoft Teams and report it works well long-term, especially for cost savings and integration with other tools. **Slack** — praised for user experience and fun features (e.g. party parrots), but less ideal if your team uploads lots of pictures on the go. **Microsoft Teams** — initially unpopular with some, but members who've switched from Slack/Zoom/Dropbox report it's "a dream" once set up. Seamless integration with OneDrive and other Microsoft 365 apps (Excel, SharePoint, etc.). Members note it will "save us some quids ultimately" compared to juggling separate tools. Good pairing with Google Drive if you're already using Google Workspace. **Google Chat** — one member's current platform, but described as "utter s***" and generally not recommended by the group. **Avoid:** Using WhatsApp for internal team communication—members flagged this as "a nightmare" for proper business comms, even if sales teams prefer it. The consensus leans toward Teams for drinks businesses because of cost consolidation and strong integration with productivity suites, especially if you're already paying for Microsoft 365.
What CRM or sales platform integrates well with inventory management for small drinks businesses?
Members recommend a mix of approaches depending on whether inventory integration is critical. **Salesforce** integrates with both Unleashed and NetSuite, making it a strong choice if you need tight inventory links, though some found it not very user-friendly. **HubSpot** is praised by members as handling everything needed for small operations. **Bowimi** works as a pure sales CRM but doesn't integrate with inventory systems, so it's better if you're managing stock separately. One member cautioned that after two years on Salesforce with Unleashed integration, they switched to Bowimi because their team didn't engage well with Salesforce's interface—so ease of adoption matters as much as feature depth.
What CRM systems do drinks businesses use and recommend?
Members recommend a lightweight CRM that integrates with accounting software. **Capsule** is the main recommendation from the community—praised for ease of use and strong integration with major accounting platforms (Sage, Xero, QuickBooks). This makes it particularly useful for drinks businesses that need to sync customer data with financial records.
What payroll and accounting software do members recommend for small drinks businesses?
Members recommend a few proven combinations for small teams. **Sage** is praised for being very good and easy to run in-house. The most commonly cited pairing is **Xero** combined with **Telleroo** for payments—members report these two integrate seamlessly and work well together for managing payroll files. This setup appears to be the preferred route among the community.
What EDI integration solutions do members recommend for connecting with retail and wholesale platforms?
Members report that most traditional EDI solution suppliers charge premium rates with high upfront costs. However, a recent recommendation has emerged as significantly better value: - **Supplylens** — described as an "excellent and cheap solution" with no large upfront costs, only a modest monthly rate. Works with Unleashed and Xero for order processing and stock management, and handles "seemingly any related integration." Contact: steve@supplylens.co.uk. Members note the speed and ease of implementation were impressive. Caveat: The broader EDI solutions market has historically been expensive, so comparing quotes across providers is worthwhile before committing.
What inventory management software integrates well with Xero for small-scale beverage brands with few SKUs?
For small operations with minimal SKUs, members recommend purpose-built tools that integrate cleanly with Xero and shipping platforms rather than enterprise-grade systems. **Key recommendations:** - **Mintsoft** — described as "pricey but accurate" with clean integrations to Xero, Royal Mail, DHL, and Palletways. Works as a workhorse for members using Xero. - **NetSuite** — mentioned as an option, though less detail provided on use case fit. **What to avoid:** - **Unleashed** — members characterised it as "a sledgehammer for a walnut" for smaller-scale operations, suggesting overkill for brands with only 2–10 SKUs. - **Breww** — one member flagged it as not suitable for their needs despite prior use. **Integration priorities for small brands:** Members integrating with Xero and shipping platforms (Ship Theory mentioned) should verify before purchase that your chosen system has native connectors to your shipping partner and accounting software. Mintsoft's documented integrations with Royal Mail, DHL, and Palletways suggest it's a safer bet for UK-based small beverage brands, though cost should be weighed against the scale of operation.