If you run a small to mid-sized Napa Valley winery, you already know how complicated winemaking is. Many systems need to communicate with each other, from managing the tasting room, POS, and e-commerce to harvest logistics and cellar tracking, to ensure the business runs smoothly.
Picking the right software stack early will help you save time, reduce reconciliation headaches, and get clearer margins on every vintage, setting you on the right path to building a profitable winery.
Here’s a vineyard and winery software stack that we recommend for most small to mid-sized wineries in 2025.
InnoVint
What it takes care of: Production, Lab, Inventory & Cost Tracking
InnoVint is a mobile-first production app designed for cellar crews. It tracks vessels, lots, lab results, work orders, and case goods inventory. That makes it easier to capture yields, record bulk transfers, and produce the cost accounting reports your bookkeeper needs to value inventory and calculate COGS.
We like that it’s a mobile-first app, which makes it easy for cellar teams to use the system during harvest and crush.
Lightspeed
What it takes care of: Syncs tasting room point-of-sale (POS) with inventory
If tasting room sales are a considerable share of revenue in your winery, then you’d want to invest in a robust retail point-of-sale system that syncs with your inventory.
Lightspeed offers just that – it’s a POS with deep retail inventory features, multi-register support, and multi-location capabilities. Advanced inventory features include stock transfers, bundles, and vendor management.
Commerce7
What it takes care of: E-Commerce, Wine Club, Reservations & Customer data
Commerce7 is purpose-built for winery ecommerce, clubs, POS, and winery reservations. It keeps track of club tags, reservations, e-commerce orders, and POS sales in a unified customer record, allowing tasting room staff to view the full history in one place.
Many Napa wineries that rely on club revenue and tasting room visits benefit from Commerce7’s product merchandising, club automation, and unified CRM, which saves time and reduces duplicate customer records.
Klaviyo
What it takes care of: Email and SMS automation to boost sales and retain customers
Klaviyo has become the go-to tool for targeted, revenue-driven email and SMS in the wine space. When connected to Commerce7 or other e-commerce systems, it lets you run winback flows, abandonment emails, and club communications that use real purchase and reservation events. Marketing automation that recognizes club tier and purchase history will significantly enhance club retention and reorder rates.
QuickBooks Online
What it takes care of: Accounting, bank feeds & COGS management
For most small to mid-sized wineries, QuickBooks Online (QBO) works well as the accounting hub. It supports inventory tracking and will move costs into COGS at the point of sale when set up correctly.
You can use QBO for bank feeds, payroll, payroll tax, vendor bills, and basic inventory accounting, and pair it with your eCommerce, POS, and production systems, so inventory values and sales flow through cleanly.
If you prefer a more minimalistic interface for bookkeeping, Xero is a good alternative.
Croptracker
What it takes care of: Vineyard operations, spray records & harvest logs
Keep spray diaries, crew assignments, and harvest block records in a vineyard-specific app. Croptracker digitizes spray records, harvest weights, and crew tasks, which helps with compliance, traceability, and cost allocation by block.
This is a practical insurance option when you need to produce a spray or harvest history, as it makes it easier to allocate grape costs to production later.
What You Can Do Next
Having the right software stack is one of the best investments you can make as a winery owner. The tools we highlighted above will help streamline your operations, accurately capture sales revenue and expenses, and provide you with cleaner numbers to work with at tax time.
But technology alone isn’t enough. You also need transparent processes for how data is entered, who reconciles accounts, and how inventory moves through your books, so the reports you’re looking at actually reflect reality.
That’s where Llamas Financial comes in. We help wineries in Napa Valley with cash flow forecasting, profitability analysis, inventory, and cost tracking for wine production.
If you need help organizing your winery finances, book a meeting with our team below!
We will get right back to you.
