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 project management tools do drinks industry teams recommend for managing tasks and projects?
Members use a range of project management platforms depending on team size and complexity. **Monday.com** is frequently recommended and praised for effectiveness. **Trello** is noted as a good, straightforward option. **Asana** is mentioned as popular among members who've used multiple platforms. **Notion** is used by at least one member for broader workspace management. **Basecamp** is highlighted as "great" by another user, offering an integrated alternative. A free Gantt chart tool was also mentioned, though not specified by name. The most important factor members emphasised is **adoption and buy-in**: whoever sets up the system needs to be committed to it, and the whole team needs to actually use it consistently. One member cautioned that sometimes the overhead of setting up tasks in a system can exceed the time saved, especially for simple, quick tasks — so consider your actual workflow before over-engineering a setup. The key is choosing something your team will actually stick with rather than the most feature-rich option.
What CRM and invoicing software tools do members recommend for drinks brands?
Members are using a mix of dedicated CRM and invoicing tools, with some looking to consolidate into a single platform with good dashboards and integration. **Active recommendations:** - **Tortuga** — mentioned as a good solution for those starting out; at least one member is actively using it and available to share details - **Bowimi** — recommended specifically for pure CRM functionality - **HubSpot** — currently in use by at least one member, though they are exploring alternatives that combine invoicing and sales tracking **Caveats:** Members noted there are "strong opinions" on some of these tools in the community, suggesting it's worth researching carefully or reaching out to users directly before committing. The ideal solution appears to be one platform that handles both invoicing and CRM with linked dashboards, though members may need to use two separate tools if a fully integrated solution isn't found.
What QR code tools should we use for packaging, and what pitfalls should we avoid?
When selecting a QR code solution for packaging, avoid reliance on third-party forwarding services—if the company goes out of business, your links die. Instead, use established platforms that don't depend on redirect services: - **Adobe** — provides free QR codes with no time limits and no forwarding dependency - **Shopify** — offers free QR code generation without time-based expiration - **Google Analytics** — can function as a forwarding service, allowing you to change where a QR code points after generation and measure click-through data - **Canva** — members noted QR code functionality is available **Key caveat:** Many free QR code services expire codes after a period unless you pay for an upgrade (£5–£60 per month pricing reported). This is critical for packaging with a long shelf life. Always verify the terms before committing—check whether codes are permanent or time-limited, especially if printing them on stock you plan to distribute over months or years.
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 Shopify subscription and recurring billing tools do members recommend?
Members have tested several solutions, with clear preferences emerging. **Recharge** (Recurring Billing by Recharge) is widely used with no reported issues for some, though several members have encountered technical problems. **Smartrr** is gaining favour—members found it better than Recharge for technical reasons, and praise its seamless setup and design-heavy, plug-and-play approach. **BOLD** was explicitly flagged as one to avoid. The subscription tool landscape is notably fragmented and can be frustratingly complex to navigate.