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 expense management and accounting software systems work well together for drinks businesses?
Members use a combination of expense tracking apps and accounting software linked together for seamless integration. The most commonly recommended setup integrates with **Xero**, which appears to be the standard accounting platform in the community. Expense management and payment tools members recommend: - **Soldo** — used alongside approval workflows and payment runs that feed into Xero - **Approval Max** — payment approval layer that integrates with Xero - **Telleroo** — payment run tool that feeds into Xero - **Dext** — links directly with Xero and QuickBooks; described as "super simple" - **Expensify** — recommended for handling mileage, receipt uploads, and meeting expenses - **Pleo** — praised as "very easy" with Xero integration **Xero** itself is consistently cited as the accounting foundation, with members noting it is "very easy" to use. The common pattern is: expense app (Soldo, Pleo, Expensify, or Dext) → approval layer (Approval Max) → payment processing (Telleroo) → Xero. Members emphasise the value of direct integrations to reduce manual data entry and cut down on administrative friction.
What software and tools do distillers and blenders use for alcohol calculations and dilution?
Members recommend several practical tools for accurate alcohol calculations and dilution, particularly for those moving away from manual table-based methods. **Calculation tools:** - **AloDens** (https://www.katmarsoftware.com/alcodens.htm) — strongly recommended by members for reliable alcohol calculations - **Calcohol** — available on the App Store (£0.99), praised as "class" with handy features including shrinkage calculations for dilution; the only minor limitation is it calculates to 1 decimal point only - **Distilling-spirits.com free calculator** (https://www.distilling-spirits.com/tools/calculations/diluting-alcohol/) — basic, free option that doesn't account for shrinkage but requires no investment - **Vinolab** (https://www.vinolab.hr/calculator/gravity-density-sugar-conversions-en19) — offers a suite of useful calculators for gravity, density and sugar conversions **Key consideration:** Shrinkage calculations matter for dilution work — Calcohol includes this; the free Distilling-spirits tool does not. Choose based on whether you need shrinkage factored in.
What CRM platform should we use to manage distributor relationships and scale our sales operations?
Members recommend **Bowimi** as the top choice for small-to-mid-sized drinks businesses. It's founder-led, has a simple UI that's easy to learn, and the team is responsive and personable—members specifically praised being able to get hold of the founders directly when needed. **Salesforce** is widely considered overkill for early-stage businesses; it's complicated, requires significant upfront investment before it becomes usable, and isn't cost-effective for smaller teams. **HubSpot** is a powerful alternative if you need integrated sales *and* marketing. It allows you to manage ads, website content, email campaigns, reporting, Shopify integration, payments processing, and CRM all in one platform. However, members warned that costs escalate quickly as you scale. For distributor relationship management specifically, the consensus is that **Bowimi** strikes the best balance of simplicity, affordability, and founder accessibility for drinks businesses at growth stage.