The Fine Wine ERP Built Exclusively for the Fine Wine Trade

Bacchus ERP is the fine wine ERP that tracks stock down to the individual lot, case, and bottle. It runs en primeur allocations as a native workflow and follows stock through bonded-warehouse status changes. It calculates duty and VAT the way the wine trade actually needs it. It is designed from the ground up for wine merchants, négociants, and fine-wine importers, not bolted onto a generic ERP. The platform is built exclusively for the wine trade, rather than adapted from a generic retail system.

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  • LOT / CASE / BOTTLEOne unit model
  • Double-entryAppend-only ledger
  • Automatic duty & VATEffective-dated
  • En primeur → duty paidOne lifecycle

Where the Money Leaks

Three Places Fine-Wine Revenue Disappears Without Anyone Noticing

No system catches these on its own, because nobody is set up to look for them: the warehouse bills you on one sheet and the client relationship lives on another, the duty table is set once and forgotten, and a dispatch note is not the same document as an invoice. Here is roughly what each one is worth, and what closes it.

Storage You Pay For and Never Bill Back

The bonded warehouse invoices you for every case you hold; you’re supposed to recharge that cost to the client who owns it, with your margin on top. Matching the warehouse’s bill to who actually holds what is a manual reconciliation nobody has time to run every month — so a slice of every storage bill quietly stays exactly where it landed: a cost you absorbed instead of a charge you passed on. Nobody notices, because nobody is reconciling the two sides against each other.

Closes it Bacchus ERP matches the warehouse charge to client holdings by unit ID, recharges it with your margin, and posts a cost-vs-recovery reconciliation report so the gap is visible instead of silent.

A Duty Table Nobody Remembers to Check

UK duty bands uprate by RPI every 1 February. A table that isn’t updated on that date is silently wrong from that day on, on every movement that touches it, until someone happens to notice. This isn’t hypothetical: a stale rate in this platform’s own history once leaked the wrong band into the main wine category and overstated duty on its highest-volume product line by about 11%. It can run either way — undercharging bleeds margin, overcharging bleeds trust — and a spreadsheet gives you no way to tell which one you’re doing right now.

Closes it Bacchus ERP’s duty and VAT bands are effective-dated and applied automatically at the point of withdrawal, so a rate change never depends on someone remembering to type it in.

A Case That Left the Warehouse and Never Sent a Bill

A dispatch and an invoice are two different actions, done at two different times. That gap makes it entirely possible for stock to physically leave a bonded warehouse without the withdrawal invoice, duty, and VAT that were supposed to follow it ever being raised. Nothing breaks and nothing errors: the case is just gone, and so is the revenue it should have carried.

Closes it Bacchus ERP raises the withdrawal invoice automatically on every recorded dispatch, with duty and VAT included — on by default, not something a person has to remember to switch on.

None of this is a guess about what these three mechanisms are worth to you — that number depends entirely on your own bond holdings, your own storage bill, and your own dispatch volume. Work it out with your own figures, or send us a month of real data and we’ll run the reconciliation directly.

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Why Bacchus ERP

Why a Fine Wine ERP Beats a Generic ERP for a Case of First-Growth Bordeaux

Built for Wine, Not Retrofitted

Off-the-shelf ERPs treat a case of first-growth Bordeaux like a SKU of hardware. Bacchus ERP is wine management software designed from day one around how fine wine actually moves — by lot, by case and bottle, by allocation, by provenance. Its stock model serves the fine wine trade exclusively, which is why a case can split into individual bottles without losing its history.

Lot, Case & Bottle Intelligence

Every case and bottle is tracked to its lot, pack format, and warehouse location, with full lineage preserved when a lot splits or merges. It’s not flattened into a generic “product variant.”

Allocation-Ready by Design

En primeur and other scarce releases don’t sell like commodity stock. Bacchus ERP has allocation logic built in — bound to ordered quantities, with automatic handling when a delivery comes in short — so scarce releases go out tracked properly, not off a side spreadsheet.

Duty & VAT, Calculated Correctly

Excise duty and VAT are calculated automatically at the right point in the movement. They’re effective-dated, so historical rate changes recompute exactly, with the scheme applied per your jurisdiction’s rules. None of it is a side spreadsheet your ops team maintains by hand.

Provenance

One Case. Every Hand It Passes Through. One Record.

Follow a single case from the moment it lands in bond to the moment it leaves — including the step the whole model exists for: the sale that moves it off your book and onto your client’s, without the history starting again on the far side.

  1. 1 Intake

    A lot lands in bond, and the record starts there.

    The lot is booked in at a bonded site and given an identity of its own — LOT-2019-0042, at site LDN-BOND-1, bond status in bond, owner company stock. Pack format, rotation number, location, bond status and owner are held on the unit itself, and the purchase cost of £4,820.00 posts to inventory as a balanced double-entry pair on the same movement. The trial balance is computed live from those postings rather than read from a cached total. Every event that follows balances on both sides in the same way, so the book’s trial balance stays at £0.00 from the first event onward.

  2. 2 Split

    The lot splits, and the children still add up to the parent.

    Break the lot down and the hierarchy holds. CASE-2019-0042-03 is created as a child of LOT-2019-0042, the children sum exactly to the parent, and the lineage is preserved rather than flattened into a generic product variant. Location and bond status are unchanged — still LDN-BOND-1, still in bond, still company stock — because nothing has moved and nobody has bought anything yet.

  3. 3 Storage billed

    The warehouse bills storage, and the cost-recovery loop starts from that bill.

    The bonded warehouse’s own storage charge is ingested rather than re-keyed. So the £46.20 of cellarage for the period enters the record as the warehouse billed it. Where the holding belongs to a client, that charge is matched to the client’s holding by UID and recharged with your margin on it. In that case, the accrual and the deferred income post behind the recharge. Here CASE-2019-0042-03 is still company stock, so nothing is recharged yet. What the warehouse bills you is reconciled against what you recover from it in one report rather than tracked apart.

  4. 4 The sale Shipped 2026-08

    One transaction moves the case from your book to your client’s.

    A single atomic ownership change sells CASE-2019-0042-03 out of company stock and onto the client’s holding. The owner flips, the buyer’s holding lands on the position and unit ledger, and both sides of the entry are written in the same transaction — client receivable £1,140.00 against revenue of £1,140.00. Stock cannot leave one book without arriving on the other, and the unit’s history follows it across event by event instead of starting again on the far side.

    This is the newest capability on this page rather than the oldest: the company-to-client ownership change shipped in August 2026.

  5. 5 Withdrawal

    It leaves bond, and the numbers follow it out.

    On withdrawal, excise duty and VAT are calculated automatically, under whichever scheme the book is set to — both effective-dated, so a historical rate change is still calculated the way it stood at the time. The withdrawal invoice is raised against that movement, the despatch note follows the sale, the case is despatched out of the bonded site, and the bond status settles to duty paid. £269.34 of duty and VAT posts, and the record closes holding every event from intake to despatch — append-only throughout, so nothing earlier was overwritten and a correction is a further entry with its own audit trail rather than an edit.

Five events, one record. Every line above is a row you can read back — in the order it happened, against the exact unit it happened to — and where a link between two events is inferred rather than recorded, the timeline says so instead of guessing.

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Platform

A Platform Built Around How Fine Wine Actually Moves

Three of the twelve wine-trade-specific capabilities that set Bacchus ERP apart from a generic ERP.

Lot, Case & Bottle Tracking

Every unit of stock — lot, case, or individual bottle — carries pack format, location, and bond status, with full lineage preserved when a lot splits or merges.

Bonded & In-Transit Stock Tracking

Bond status (en primeur, in bond, duty paid, in transit) is tracked across multiple warehouse locations and operators — including stock that’s sold before it has even landed.

Duty & VAT Calculation

Excise duty and VAT are calculated automatically at the right point in the movement. They’re effective-dated, so historical rate changes recompute exactly, with the scheme applied per your jurisdiction’s rules. A live preview calculator lets you check the figure before anything posts.

See All 12 Features

Go Deeper

Read How the Trade Works Under the Hood

Fine Wine ERP Software

Orders, landings and dispatches each set off the next step, with duty, VAT and every cost passed to Xero as its own line.

Bonded vs Duty-Paid Stock

What in bond and duty paid each mean for a merchant’s books, and what changes the moment stock is withdrawn.

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Automate the Recharging and Invoicing, and These Three Leaks Close Themselves

Storage recharged to whoever holds the stock, duty and VAT applied from effective-dated bands, a withdrawal invoice raised on every dispatch — all of it automatic. Send us one month of your real storage bill and holdings export, and we’ll show you in pounds what that would have recovered on your own book: the same cost-vs-recovery reconciliation this platform runs for its own clients, on your numbers, not a worked example.

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