How We Helped a Bookkeeper Streamline a Cidery’s Inventory Chaos

Once upon a time, a talented bookkeeper (let’s call her Jane) found herself in a tricky spot. She was working with a family-owned cidery whose inventory system was... let’s say, less than ideal.

No matter how hard Jane worked, she couldn’t provide accurate numbers because their processes were scattered, outdated, and riddled with issues. Her client was frustrated. Jane was frustrated. And something had to give.

The client’s inventory was a disaster, and Jane was spending countless hours trying to clean it up -- only to end up with outdated reports and even more questions. She knew there was a better way but didn’t have the tools or time to figure it out on her own.

The Problem: Cidery Chaos

Here’s what Jane and her client were up against:

1. Too Many Systems: Inventory was tracked in three separate systems. Production handled ingredients, sales tracked what was sold (but not what was left), and accounting tried to piece it all together with monthly counts across multiple warehouses. Spoiler: it didn’t work.
2. Inaccurate Inventory: Their numbers were unreliable, leading to overselling, emergency production runs, and spoiled cider that had to be thrown away. 🍎🚮
3. Guesswork Overload: Production decisions were based on guesses rather than data, resulting in inefficiencies and missed opportunities.
4. COGS Confusion: Cost of goods sold (COGS) calculations were off due to double-counting and estimation errors, which eventually led to a $250,000 adjustment at year-end. 😬
5. Theft Issues: Weak controls allowed theft to go unnoticed until one employee finally whistle-blew on another.

For Jane, it was a perfect storm of inefficiency. She felt like she was spending endless hours untangling the mess but couldn’t justify billing her client for all the time she poured into it. She worried they might leave her if they realized how long it took to produce even basic reports. Jane dreaded when the owner would ask for updates because every question led to hours of scrambling to figure out the numbers. Her confidence took a hit, and she found herself questioning her ability to keep up.

At this point, Jane wasn’t just frustrated -- she was overwhelmed, overworked, and running out of options.

Enter Ayrre

When Jane contacted us, she needed tools, systems, and strategies to streamline her workflow and take control of the situation. She wanted to feel confident not just with this client but with any future clients facing similar challenges. Here’s how we worked with Jane to empower her:

1. One Unified System: We helped Jane select and set up an inventory tracking system, Vintrace, that could handle everything her client needed. We then integrated it with the client’s accounting system, QuickBooks Online, and guided Jane on collecting the necessary data from her client to ensure the system would work seamlessly.
2. Accurate COGS: We trained Jane on implementing ingredient tracking and work orders, enabling her to calculate costs with precision. This eliminated guesswork and ensured her client’s COGS (cost of goods sold) calculations were accurate and reliable.
3. Clear Processes: We provided Jane with customizable templates and SOPs (standard operating procedures) for inventory movements, sales, and transfers. These tools allowed her to standardize her client’s processes, making them more efficient and consistent.
4. Efficiency Overhaul: We showed Jane how to redesign her client’s inventory count process. What previously required three people working for three full days was transformed into a streamlined, biannual task that Jane could easily manage.
5. Data-Driven Insights: We equipped Jane with tools to analyze sales trends and forecast demand. With these insights, she could confidently guide her client toward smarter production decisions, reducing waste and maximizing efficiency.
6. Enhanced Security: We taught Jane how to implement stronger internal controls and recognize red flags, positioning her as the go-to expert for minimizing theft risks and ensuring operational integrity.

The Results: From Overwhelmed to Organized

For Jane’s client, the transformation was remarkable:

• Real-Time Inventory: No more overselling or scrambling for emergency production runs.
• Significant Cost Savings: Streamlined processes saved over 72 hours of staff time each month.
• Profitability Boost: Correcting COGS errors added $250,000 to their bottom line. 💰
• Waste Reduction: Smarter production schedules minimized spoiled inventory and unnecessary losses.
• Improved Security: Tightened controls made it easier to detect theft and protect assets.

And What About Jane?

The impact on Jane’s business was just as transformative:

1. More Time, Less Stress: With efficient systems in place, Jane spent less time on this client while delivering better results.
2. Higher Earnings: She switched from hourly billing to a value-based pricing model, earning more while working fewer hours.
3. New Business Opportunities: Jane’s client was thrilled with the results and referred her to three additional cideries with similar challenges. Jane used the same tools and processes to update their systems and grow her client base.
4. Renewed Confidence: With streamlined systems and happy clients, Jane felt empowered to grow her practice and take on more high-value work.