For wine suppliers who sell through distributors
Turn distributor depletions into reorders your reps just approve.
WineAutopilot reads the inventory and depletion reports your distributors email you, works out each reorder by your own rules, and sends it to the right rep. Nothing goes out until a person says yes.
How it works
- 01
Reports arrive
Your distributors keep emailing the spreadsheets they already send. WineAutopilot reads them from your Outlook with read-only access.
- 02
Every layout is read
Each distributor’s columns are mapped once, confirmed by you, then locked. Wines are matched by UPC, code, SKU or name, converted to 9-liter cases, and every report is checked: beginning plus received minus depleted must equal ending.
- 03
The order is worked out
Your rules, applied as plain math. For example: reorder when a distributor is under 6 weeks of supply, counting stock already in transit and the state’s delivery time.
- 04
A person approves
The rep who covers that distributor approves, changes or places it. The packer marks it packed and shipped. The distributor’s next report confirms it arrived.
Why it is different
Dashboards show you a chart and leave the work to you. CRMs record what reps say they did. WineAutopilot does the work in between: from the report landing in your inbox to the order on the truck.
The autopilot does the reading and the arithmetic. You keep the controls: every order, every email, every change waits for a person.
- Read-only Outlook. It reads report emails. It cannot send, move or delete your mail.
- Every number has a source. Click any figure and see the spreadsheet cell it came from, or the button press, who made it and when.
- Nothing is sent on its own. Even a nudge to a late distributor is drafted and waits for approval.
- Your data stays yours. Export everything to Excel at any time.
What the scoreboard shows
Sample data: figures from the sample week shown in the video, not a real company.
- Sales and cases moved, filtered by distributor, state, rep, wine type and producer.
- The order pipeline: recommended, approved, placed, packed, shipped, received.
- A map from your winery to each distributor and out to its accounts: which carry your wines and which do not yet.
- Each distributor’s trend, top sellers, gaps, and a short written summary whose every claim links to its numbers.
- Alarms when a distributor changes its spreadsheet, a report’s math does not add up, or a report is late.
Losses, claims and commissions
Losses
Breakage in transit, breakage at the distributor, and samples, each with who absorbed it: the carrier, the distributor, the insurer or you.
Claims
Shipping and insurance claims opened from the loss itself, tracked open to closed, with the amount recovered.
Commissions
Each rep’s commission computed from depletions in their territory under your own rule, with every input one click away.
Pricing
The same price for every company.
Live in about two weeks.
Included every month: hosting, backups, AI costs, updates, and 3 support hours.
Questions and answers
Is our data ours?
Yes. Your reports, orders, losses, claims and logs belong to you. Export all of it to Excel at any time, from inside the product, without asking us.
What can WineAutopilot do in our Outlook?
Read only. It reads the emails that carry distributor reports. It cannot send, move or delete mail. Nothing is sent to a distributor, rep or anyone else without a person approving it first.
How long does setup take?
About two weeks from the day we have your sample reports. We map each distributor’s layout, you confirm it once, and from then on every report from that distributor is read the same way. If a distributor changes its spreadsheet, you get an alarm and confirm the new layout.
What do we need to send to start?
One or two recent reports from each distributor, your product list (wines, vintages, bottle sizes, pack sizes), your reorder rules, and which rep covers which distributor. If you pay commissions, your commission rule.
Does it replace our reps’ judgment?
No. It does the reading and the math so the rep starts from a worked-out order. The rep approves, changes or declines it.
What if a report has a mistake in it?
Every row is checked. If beginning plus received minus depleted does not equal ending, the row is flagged, and no order is made from it until someone looks.
Get started
Tell us who you are. We will reply to set up a short call and ask for a sample report.