Wineries + Importers
      Back to home
      1. Free Flow Wines Knowledge Base
      2. Customer Portal Instructions
      3. Wineries + Importers

      Full- Service Customer Portal Instructions

      With our Full-Service program, our partners send the wine to our facility for complete kegging services. Instructions on how to manage the Free Flow portal from start to finish.



      Login:  www.freeflowwines.com/portal
      Contact info@freeflowwines.com to request access for additional users or password reset.

      Scheduling & Submitting a Kegging Work Order

      Step 1: Contact the FFW team with your desired volume, date, and wine(s) to be kegged.
      📧 Email: kegging@freeflowwines.com

      Step 2:

      • Navigate to: Submit or Review a Kegging WO

      • Select: New Kegging Work Order (upper-left corner)

      • Add any new brand, vintage, varietal, or appellation at the top of the screen.

      Important:
      ✅ Choose the correct kegging location:

      • FFW Winery = Sonoma, CA

      • Filling Station East = Bayonne, NJ

      Alcohol Tax Class:

      • ≤ 14.05% = UNDER

      • 14.05% = OVER

      • For non- or low-alcohol wine, FFW will follow up.

      Organic Certification:
      If wine is certified Made with Organic, contact madewithorganic@freeflowwines.com. Additional documentation may be required.

      Bulk Wine Delivery:
      Select the correct option. Note: Offloads <1,100 gallons may incur extra charges.

      Wine Specs:
      Enter specs provided by Winemaking/Operations. Incoming wines will be tested to these specs.

      Final Step:
      Click Save. FFW will confirm receipt within 24 hours.

      Updating an Existing Kegging Work Order

      • Go to Submit or Review a Kegging WO

      • Select the order from the list to edit.

      • Make changes and save.
        Note: All date/quantity changes must be approved by FFW.

      Copying an Existing Kegging Work Order

      • Select an existing WO

      • Click Make Copy at the top

      • Double-check wine specs before submitting

      Bonded Winery Numbers

      • FFW Sonoma, CA: BW-CA-16891

      • FSE Bayonne, NJ: BW C-NJ-21001

      Addresses:

      • FFW Sonoma: 21945 Carneros Lake Lane Ste 1, Sonoma, CA 95476

      • FSE Bayonne: 82 E 3rd St, Bayonne, NJ 07002

      View & Print Kegging Packets

      • Use the portal to access historical kegging fills

      • Print or download cover sheets as PDF

      Submitting a Sales Order / PO for Pickup

      Distributor Purchase Order

      • Go to Enter an Order

      • Fill in all required fields (*)

      • Select correct “Ship From” location

      • Include Distributor & Winery PO#

      • Select Distributor and Trucking Company (if not listed, contact orders@freeflowwines.com)

      Note:

      • Orders cannot be edited once submitted.

      • Cancellations must be re-entered as new orders.

      • 📧 For help: orders@freeflowwines.com or 📞 (415) 626-1215 x401

      Direct Sales Orders (No Distributor)

      • Check “Direct Sale” box

      • Leave Distributor field blank

      • Fill out required shipping fields

      Free Flow Wines Events (Promotional Kegs)

      • Set Ship From to "Napa"

      • Fill in Distributor & Winery PO# (or event name)

      • Leave Bonded Winery & Transfer Type blank

      • Select FFW Events + Promotions as distributor

      • Trucking Company = Will Call

      • Add event notes

      • Include: customersuccess@freeflowwines.com

      Will Call, Rush Orders, and In-Bond Transfers

      • Will Call: Select “Will Call” as Trucking Company

      • Rush Orders: Check “Rush Order”

        • Orders placed before 2 PM = ready in 48 hrs

        • $50 fee applies

      • In-Bond Transfers: Select “In Bond” for Transfer Type

        • Enter bonded winery number in format: BW-CA-XXXXX

      Special State Orders

      Mississippi, Wyoming, New Hampshire:

      • Do not select a distributor

      • Fill all required fields and shipping info

      Utah Orders:

      • Do not select a distributor

      • Enter Distributor/Winery PO# as needed

      Shipping Address:

      Utah ABC
      1625 S 900 W
      Salt Lake City, UT 84104

      • If trucking company is not listed, use “N/A” and include contact details in Notes

      • For empty keg returns, customer must contact FFW directly

      Shipping & Order Confirmation

      • After submitting and confirming inventory, sales order confirmation is sent to contacts listed in “Send Email Confirmation To” (up to 20 emails allowed, comma-separated)

      • Schedule pickups through FFW Orders Team: 📧 orders@freeflowwines.com | 📞 (415) 626-1215 x401

      • After shipping, signed BOL is available under “View SO Summary & Print BOLs”

      Inventory Management

      • Track kegged inventory in Inventory Levels

      • View bulk storage in Bulk Wine Storage Onsite

      • Option to Download CSV for reports

      Empty Keg Returns (Direct Sale Only)

      • Request pickup through portal

      • Recommended minimum = 20 kegs (but submit regardless of quantity)

      • Include contact info, pickup address, and quantity

      • FFW will confirm within 24 hours

      Viewing Statements & Invoices

      • Go to See All Transactions to view:

        • Invoices, Credit Memos, Sales Orders, Fulfillments, Deposits

      • Sort A/R Register by date via See A/R Register