Winery management software built in BC wine country
QUALO was born in British Columbia’s Okanagan Valley, working side by side with the wineries around us. It brings everything a winery runs into one system: the tasting room, the wine club, the online shop, wholesale accounts, the cellar and the reports your accountant and the liquor board need. Sales, club orders and bottling runs all land in the same records, so there’s nothing to reconcile at day’s end.
A tasting room POS for busy weekends
Pour, sell and ring in club members on a fast POS with integrated Elavon and Moneris terminals. Hold tabs, sell gift cards, reward loyal guests, and check in visitors who booked a tasting online. Bottle deposits are added automatically, and GST and PST are shown on every sale.
Member pricing and customer-type pricing apply on their own, and receipts show the original price next to the member price so club members see what they saved. The tasting room screen resizes for tablets and handheld devices, so staff can serve guests away from the counter. Split a bill across several payment types, take tips and report them by staff member. At closing, the Cash Out Report breaks down payments and tips by type.
Products sit on buttons grouped by type, with images if you want them, in the order your staff prefer. A gift pack or mixed case can be one button, cheese for a tasting platter can be sold by weight, and if a guest wants a wine that hasn’t arrived yet, staff can take a pre-order. When a bottle is a gift, send a gift receipt with no prices on it.
A wine club that runs itself
Run as many clubs as you like, let members confirm or customize each release online, and charge the whole club in one pass. Declined cards go to their own queue, and members update their own addresses and cards in the member portal.
For each release, you choose how much members can change: ship as entered, let members remove wines, or let them add wines too. Before you process, QUALO shows what’s on hand and what will be left after the release, and the Subscription Dashboard shows which orders are unreviewed, reviewed, confirmed or modified. Each shipment goes to the member’s current address at the right rate for their zone, and pickup choices are kept. Packing reports and pick lists are ready for each release.
A release can hold up to 24 wines plus 24 optional add-ons. When members can make changes, you can set a minimum number of items or a minimum dollar total, and cap wines that are running low. Orders members changed are flagged so you can check them before you charge, and when a member calls in, staff can confirm the order for them.
Every bottle, everywhere
Track each wine by vintage, varietal, size and location. Your tasting room, online shop, club and wholesale orders all draw from the same live inventory, including stock at third-party warehouses such as CartonCloud and Container World.
See physical, allocated and in-transit quantities side by side. Transfer cases between the winery, the tasting room and off-site storage with packing slips, and the receiving location confirms what arrived. Set a reorder point for each wine at each location, and QUALO emails your team when stock drops below it. Each wine can carry its own SKUs, case and pallet setup, and an Alberta AGLC SKU.
Allocate wine from the company to individual sales reps and on to their accounts, and each rep sees their own stock in a My Inventory view. A sale uses the customer’s allocation first, then the rep’s, then the company’s, and QUALO warns you before more is allocated than you have on hand. When a new vintage is ready, copy last year’s item to set it up in a few clicks.
Book tastings and sell online
Launch branded online shops with member pricing, and let guests book and prepay tastings and experiences. On the day, the booking flows straight into the POS.
Create a separate shop link for each location or for a members-only release, each with its own URL and QR code. Set maximum order quantities for small-lot wines, run promo codes with dates and minimum quantities, and sell gift cards online. Experiences have a set capacity, and special tastings can be limited to selected guests. When the visit is rung through, the reservation is checked out and the table is released automatically.
Each wine’s shop page can show tasting notes, winemaker notes, food pairings, awards, appellation, cellaring potential, cases produced and alcohol percentage, and a coloured attention label makes a new release stand out. Tasting fees can change by day of the week, and experiences that share a room can share one guest limit, so they can’t overbook it between them.
Wholesale and BC reporting
Take orders from restaurants, private stores and agents, invoice them, and track what you’re owed. Produce the BC LDB report and import LDB invoices, leave bottle deposits off LDB orders for the customer types you choose, report to Alberta’s AGLC, and sync everything to QuickBooks Online.
Set prices by customer type, or agree contract prices with individual accounts. Credit each sale to the rep who made it and run commission reports. Outstanding invoices and accounts-receivable aging show who owes what, and price list and where-to-buy reports are ready when you need them. Sales agencies that represent your wines get their own portal for invoices, commissions and customers.
The LDB report can be filtered by date, customer type, category, product division, location, rep or invoice status, so it covers exactly the sales you need to report. LDB invoices come in from a template as invoices against your wholesale accounts, so they count in your sales reports and receivables. Contract prices can carry start and end dates, and each rep can have monthly sales quotas.
From vineyard to bottle
Receive fruit from growers by lot, manage tanks and barrels on a visual cellar map, record lab readings, and add a sensory review and approval step before release. Bottling runs create lot-numbered finished goods that move straight into sellable inventory, so every bottle traces back to its grower and harvest lot.
At crush, plan deliveries by grower and variety, then record each load with its block, vintage, varietal, weight, Brix, pH and scale ticket, and print a grape receiving slip. Press operations keep free-run and press fractions separate. Transfers, blends, racking and topping are recorded with measured losses, and batch genealogy shows every component in a blend.
Each barrel keeps its cooper, wood, toast, year, serial number and use count, and barrels can be gathered into named groups linked to the batch they hold. Every vessel has a capacity by volume or weight, and QUALO can warn staff when a vessel would go over it. When samples go to an outside lab, you record when they left, when they came back and the lab’s reference number.
Marketing made for wine
The built-in email designer comes with a winery image library for releases, tastings, seasonal events and food pairings. Target club members on their anniversary or birthday, and see who opened and clicked.
Start from ready-made winery emails grouped by theme, such as events and tastings, food pairings, wine education, holidays and club shipments, then add your own photos and wording. A vineyard dinner invitation or a spring release note doesn’t have to start from a blank page. Send campaigns to any customer segment, track deliveries, opens and clicks, and let QUALO handle unsubscribes for you.
Moving from Commerce7 or WineDirect? QUALO imports your order history and brings customers across with a customer import, so you don’t start from zero.
Choose your audience by customer type, category, province, club or rep, preview the recipient list, and send yourself a test before the real send. Some emails go out on their own, including club sign-up, unfinished sign-ups, cancellations and order confirmations, so members still hear from you when the whole team is busy at crush.
Trusted by Okanagan wineries
Tightrope, Summerhill, Township 7, Hester Creek, Mt. Boucherie, Nichol, Lakeboat, Peak Cellars, Rust, Dirty Laundry and Adega run on QUALO.
See everything QUALO handles for Canadian producers: GST, PST and HST, bottle and can deposits, and BC LDB and Alberta AGLC reporting.
Frequently asked questions
Is QUALO built for Canadian wineries?
Yes. It’s built in BC, with GST/PST, Interac, bottle deposits, BC LDB and Alberta AGLC reporting built in.
Can I move from Commerce7 or WineDirect?
Yes. QUALO imports order history from both, and customers come across with a customer import.
Does QUALO manage the cellar too?
Yes: grower receiving, tanks and barrels, lab readings, bottling and traceability.
Can members customize their club shipment?
Yes, if you allow it, with a confirmation step for each release.
Do I pay for each staff member?
No. A QUALO licence covers unlimited users.
Can I record grape deliveries at crush?
Yes. Harvest receiving records each load by grower, block, vintage and varietal, with weight, Brix, pH and scale ticket, and prints a grape receiving slip.
Can I set different prices for club, trade and retail customers?
Yes. Prices follow the customer type, contract prices apply to individual accounts, and the right price is used in the tasting room, online and on wholesale orders.