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.
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.