Almost everyone arrives from the same two places: a set of spreadsheets that have grown for years, and an accounting system that holds the only complete record of what was actually sold. This page says what we can read from each, what we cannot, and what the first week actually looks like.
What we commit to
Your first real offer, built in WineFlow and sent to a real customer, within 48 hours of the first call.
The subscription covers the software. Migration and onboarding are quoted per case after that call, once we have seen your files. We do not price work we have not looked at.
What can actually be imported
There are three import routes in the product and no others. If something is not on this list, getting it in means somebody typing it, and we would rather say that than promise a tool that does not exist.
Spreadsheets
Every planUpload an .xlsx or a .csv and WineFlow reads it. Download the template for a record type first and the column names will already match. This route sits deliberately outside the Enterprise entitlement, so it works on Starter too.
In: suppliers, wines, customers, leads, and stock quantities per location.
Out: those five, plus offers, orders and shipments. Export is deliberately wider than import — an offer or an order can leave WineFlow as a spreadsheet, but cannot be loaded into it from one.
FattureInCloud
Professional and EnterprisePast sales are read from the invoices on your FattureInCloud account, line by line, and matched against the wines in your WineFlow catalogue — first on product id, then on an alias you have confirmed before, then by heuristic, and finally with AI assistance for what is left. Each match carries a confidence figure and counts straight away; a review screen lists every automatic match so you can confirm, correct or skip it. Credit notes are not read.
This is what gives you real sales history on day one instead of an empty dashboard: once imported, the dashboard's sales figures come from your FattureInCloud invoices. The report that flags a customer who has gone quiet still reads only the orders placed in WineFlow.
Monday.com
Enterprise onlyCustomers and warehouse rows are pulled from the boards and groups you choose; columns are recognised by their titles, in English or Italian, rather than mapped by hand. Enterprise only.
Other systems — Shopify, Salesforce, SAP, QuickBooks and the like — have no connector today: their data comes in through an Excel or CSV export. What is connected today, and why the connector catalogue was withdrawn.
The order is forced, and it matters
The importer resolves references by name, so the files have to go in in this order:
- Suppliers first. A wine whose producer is not already a supplier is rejected, with that as the stated reason — it is not silently skipped.
- Wines second, matched to their supplier by name.
- Stock third, matched to a wine by name, producer and vintage.
- Customers and leads whenever you like. They depend on nothing.
Import creates; it does not update
Run the same file twice and wines with a vintage, and customers who have an email address, come back as duplicate errors rather than being merged — while suppliers, leads and wines without a vintage, which have no uniqueness key to hit, are simply created a second time. So it is one clean pass per file, and then you fix the rejected rows rather than re-uploading the whole sheet. Stock is the exception: a stock row updates the quantity on a location that already exists.
What happens to a row that fails
Every import writes a log: how many rows were read, how many landed, how many failed, and the reason for each failure next to the name of the record it came from. An import where some rows failed is recorded as partial rather than successful, and the rows that did land stay landed. You correct those rows in the file and upload just them.
Who owns the data
You do. Clause 5 of the terms of service says you retain all rights to the data you upload, and we hold a licence to process it only in order to run the service for you. Customers, wines, suppliers, stock, leads, offers, orders and shipments can be exported to a spreadsheet on any plan, without asking us, while your subscription is active — so export before it ends if you decide to leave. Invoices, proformas and imported sales history are not in that export yet; ask us for them.
Third-party credentials — a Wine-Searcher account if you add one, your James Suckling subscription, your SMTP password, your FattureInCloud tokens — are stored encrypted with AES-256-GCM and used on your behalf. They stay yours. How your personal data is handled is set out in the privacy policy.
How long it takes
There are two clocks running, and answering with a single number would hide the one that matters.
- 48 hours to the first real offer. That is the commitment. It needs your catalogue and your price list — the files you already have — the settings of the mail server you send from, and one working session. It does not need your history, your open orders or any other integration.
- Everything else lands afterwards, at a pace we scope with you: sales history from FattureInCloud, stock reconciled against a physical count, users and roles, sending from your own domain, and Monday.com if you are on Enterprise.
We are not going to print an average number of days here. We have not run enough migrations to have an honest average, and inventing one would be exactly the kind of claim this site exists to stop making.
What the first result looks like
At the end of the first working session you have your wines in the catalogue, each with list price, cost, selling price and the resulting margin, and discount tiers entered for the wines you are quoting; your customers; a stock figure per location with the reserved part separated from the sellable part; and one offer, built in WineFlow, sent from your own mail server to a customer who was expecting it. Not a demo offer with sample data — a real one you would have sent anyway.
That is deliberately a small thing to promise. It is also the moment you find out whether this flow fits the way you actually sell, which is the only thing worth finding out in week one.
Before you commit
Read what WineFlow will not do, so nothing on this list is a surprise later: what we don't replace on day one.