Winery Invoicing App: Trade Accounts, Event Deposits and Bulk Wine Sales

A winery invoicing app has to bill very different buyers: a restaurant on 30-day terms, a wedding that pays a deposit a year ahead, and another producer buying bulk wine after harvest. Describe how you bill and Mythex builds the app with your numbering, your line items and PDF invoices.

Who it's for

Wineries whose direct-to-consumer sales run through a tasting room or club system but whose trade, event and bulk invoices are still made in a word processor, with deposits tracked in a separate spreadsheet and overdue restaurant accounts noticed late.

What you can build

Trade invoices to restaurants and retailers on terms
Wedding and private event deposit plus balance invoices
Bulk wine and grape sales to other producers
Excise or alcohol duty lines where required
Separate numbering for trade, events and bulk
An overdue list by account and age

Trade accounts on terms

Restaurants, wine shops and distributors buy at trade prices and pay later. Give each account its price list, payment terms and delivery address, and invoice by vintage and format, cases of the 2022 reserve, magnums for the wine list. An overdue list by age shows who to call first. Mistake to avoid: invoicing from the order when a pallet went out short; invoice what was delivered and raise a credit note for anything returned.

Price list and terms per account
Lines by wine, vintage and format
Credit notes linked to the original invoice

Weddings and events billed in stages

A Saturday in June is booked twelve months ahead, and you turn other enquiries away once it is held. Bill a deposit to secure the date, a second payment a few months out, and the balance before the event, with wine consumption added afterwards if it is charged by the bottle. The app should show every upcoming event with what has been paid and what is due next.

Bulk wine, grapes and duty

Sales of bulk wine or surplus fruit to other producers are priced by litre or tonne, often with a different tax treatment from bottled wine. Ask for a separate invoice type with those units. If your jurisdiction requires excise or alcohol duty on invoices, describe how it is calculated and add it as its own line; check the rules with your adviser before relying on it.

What to set up first

Enter trade accounts with terms, your wine list with vintages and trade prices, and your numbering scheme. Raise this month's trade invoices in the app, then add event deposits. Once invoices live in the same database as your club and store, a dashboard can show direct versus trade revenue without another spreadsheet.

A prompt to start from

Build an invoicing app for my winery. Trade accounts (restaurants, retailers, distributors) have their own price lists and 30-day terms, and invoices list wines by vintage and format. Events and weddings get a deposit invoice, an interim payment and a balance due 30 days before the date. Add bulk wine sales by litre, an optional duty line, separate numbering per invoice type, PDF export and an overdue list by age.

Questions

Can I invoice restaurants on payment terms?

Yes. Each trade account gets its own terms and price list, and the app tracks due dates with an overdue list. Monthly statements can be added for accounts that pay several invoices together.

Can I take deposits for weddings?

Yes. Set a payment schedule per event, and each stage is a separate invoice linked to the booking. Connect a payment provider under your own account to add pay links.

Can it add excise duty?

It can add a duty line calculated the way you describe, for example per litre of alcohol. You are responsible for checking the rate and rules that apply where you operate.

Can I export invoices to my accountant?

Yes. Ask for a CSV export in the columns your accounting software imports, alongside the PDFs.

Do I need to code? Is it free?

No coding; you describe the app and change it in chat. Free needs no card and gives daily credits, and Pro is $25/month.

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