Supplier CRM & Ordering
From low stock to a confirmed delivery, with every step on record.
Vinius pairs a full supplier CRM with a reorder engine and a real order workflow: recommendations sized from live stock, approval rules that keep control without slowing anyone down, and orders your supplier confirms in one click, delivery date included.
The gap today
- Supplier details live in email threads, spreadsheets and someone's memory.
- Reorder quantities are a guess: nobody checks actual depletion before ordering.
- Every supplier has different payment terms, lead times and minimum order values, tracked nowhere consistently.
- Building a purchase order means retyping wine names, prices and quantities by hand.
- Orders leave by phone and WhatsApp: nobody can say later what was ordered, who approved it, or whether the supplier ever saw it.
- A stockout at the pass is usually the first sign nobody was watching the reorder point.
What changes with Vinius
- One supplier CRM: contacts, addresses, banking details and commercial terms, per supplier, per site.
- Reorder thresholds by wine, category or organisation flag exactly what needs ordering, and how urgently.
- Threshold, replay and hybrid recommendation modes size the order from real depletion, not guesswork.
- Approval rules decide who signs off: staff propose, managers approve, and orders below your threshold go straight through.
- The order reaches your supplier as a structured email in their language, branded PDF attached, and they confirm with one click and a delivery date.
- Every order carries a real order number and a full audit trail, from proposal to received stock.
What's inside
Built to run the whole supplier relationship, not just the order
Not a shopping list bolted onto a spreadsheet. Every capability draws on the same live stock and supplier data.
Full supplier CRM
Store contacts, billing, shipping and warehouse addresses, banking details and commercial terms, payment terms, Incoterms, lead time, minimum order value, credit limit and rebates, for every supplier.
Per-site and per-country terms
Give a supplier different currencies, payment terms or lead times per market or site, without duplicating the supplier record.
Threshold, replay and hybrid recommendations
Size each reorder from a configurable stock threshold, replayed sales and waste over a chosen period, or a blend of both.
Urgency at a glance
Every wine is flagged Out of Stock, Critical, Low or Approaching Threshold, so the most urgent gaps surface first.
Preferred suppliers per wine
Set a preferred supplier for each wine, by site, so the right order goes to the right supplier without a manual lookup.
Supplier-ready email and PDF
The order goes out as a structured email in the supplier's language, who ordered, delivery address, every wine with vintage, size and quantity, with a branded PDF attached and checks on minimum order value before it leaves.
Approvals without bottlenecks
Staff propose, managers approve. Set an approval threshold and orders below it go straight through, so sign-off lands only where the money justifies it.
One-click supplier confirmation
The order email carries a secure link: your supplier confirms and gives a delivery date in one click, no account, no login. The ETA lands in Vinius the moment they answer, with a notification to whoever placed the order.
Order numbers and an audit trail
Every order gets a real number, like 2026-0142, printed on the PDF with a request to quote it on the invoice. Every step, proposed, approved, sent, confirmed, received, is on the record and searchable.
How it works
From low stock to a confirmed delivery
Stock crosses a threshold
Reorder thresholds, set by wine, category or organisation, flag what is out of stock, critical, low or approaching the line.
Vinius sizes the order
Threshold, replay or hybrid recommendations calculate a quantity from real depletion, rounded to full cases where it matters.
Review, approve, send
Adjust quantities, assign suppliers and let your approval rules decide who signs off. Below your threshold the order goes straight out; above it, the manager gets one clear decision.
The supplier confirms, you receive
The order lands as a structured email in the supplier's language, PDF and order number included. They confirm with one click and a delivery date, and you receive in full or in parts, from the desk or your phone.
From invoices to reorders
Reorder straight from a past invoice
The invoice archive keeps every supplier invoice on file, processed automatically so line items are ready to use. When it's time to restock, pull the exact items from a previous invoice into a new order instead of rebuilding it from scratch.
- AI-processed invoice archive, searchable by supplier and status
- Reorder flow that reuses line items and quantities from any past invoice
- Order numbers your suppliers quote on their invoices, so the paperwork matches itself
- Order history and follow-up, searchable by order number, with every event on record
- Receive deliveries in full or in parts, counts accumulating per line until the order is complete
What it changes
Operational outcomes
Industry-typical figures. Actual results depend on the program.
Outcomes & Metrics
| Outcome | Before | With Vinius |
|---|---|---|
| Time to build a supplier order | 30-60 minutes of manual list-building and retyping | Minutes: recommendations pre-filled from live stock and depletion |
| Reorder quantity accuracy | Guesswork based on gut feel or a shelf glance | Sized from configurable threshold, sales and waste data |
| Supplier terms visibility | Scattered across email, contracts and memory | One record per supplier: terms, lead time, minimum order value |
| Knowing where an order stands | A phone call to ask whether the supplier saw it | Confirmed with a delivery date, one click for the supplier, logged on the order |
| Stockouts at the pass | Discovered when a guest orders it | Flagged before it happens, at the threshold |
Time to build a supplier order
- Before
- 30-60 minutes of manual list-building and retyping
- With Vinius
- Minutes: recommendations pre-filled from live stock and depletion
Reorder quantity accuracy
- Before
- Guesswork based on gut feel or a shelf glance
- With Vinius
- Sized from configurable threshold, sales and waste data
Supplier terms visibility
- Before
- Scattered across email, contracts and memory
- With Vinius
- One record per supplier: terms, lead time, minimum order value
Knowing where an order stands
- Before
- A phone call to ask whether the supplier saw it
- With Vinius
- Confirmed with a delivery date, one click for the supplier, logged on the order
Stockouts at the pass
- Before
- Discovered when a guest orders it
- With Vinius
- Flagged before it happens, at the threshold
Never miss a reorder point again.
Manage every supplier relationship and turn low stock into a confirmed delivery in minutes. Ordering through Vinius is free, and stays free. Request access, by invitation.