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Offsite Customer Portal Instructions

With our Offsite program, we send clean, sanitized, empty kegs to our winery partners for them to fill and distribute.

Great option for estate wines or smaller volumes. 

 Log in to your account 
Need Access for Additional Users? Email us at info@freeflowwines.com

 Requesting Clean, Empty Kegs

To schedule a shipment of empty kegs:

  1. Email kegging@freeflowwines.com with your requested ship date so our team can plan ahead.
  2. In your portal, go to Submit or Review a Kegging WO, then start a new work order.
  3. Fill in the work order:
    • Brand: select from the Brand Selector dropdown
    • Kegging Location: FFW Winery (Sonoma, CA)
    • Requested Ship Date
    • Quantity of Kegs
    • Ship To address (confirm it's correct)
    • Email for shipping confirmation
    • Notes: add any special delivery instructions here
  4. Submit the work order.

Updating or Copying a Work Order

To update an existing work order:

  1. Go to Submit or Review a Kegging WO.
  2. Select the order and make your changes.
  3. Submit. Date or quantity changes require approval — our team will follow up within 24 hours.

To copy a work order:

  1. Open the existing order and click Make Copy.
  2. Review the wine specs carefully before submitting, since these carry over from the original order.

 Submitting a Purchase Order (Sales Order) 

Distributor Sales

  1. Go to Enter an Order.
  2. Enter your Distributor PO# and Winery PO#.
  3. Select your Distributor and Preferred Trucking Company.
    • Trucking company not listed? Choose N/A and add the company info in the Notes field.
  4. Complete all remaining required fields (marked with *).
  5. Review your entries — remember, orders can't be changed once submitted.
  6. Submit your order.

Heads up: Orders can't be changed once submitted. If you have questions beforehand, email orders@freeflowwines.com or call (415) 626-1215 x401 — we're happy to help.

Direct Sales (No Distributor)

  1. Go to Enter an Order.
  2. Check the "Direct Sale" box.
  3. Leave the Distributor field blank.
  4. Fill in all required fields (*), including shipping info in the order's Sections 2 & 3.
  5. Review and submit your order.

State-Specific Instructions

Mississippi, Wyoming & New Hampshire

  1. Go to Enter an Order.
  2. Leave the Distributor field blank — do not select one.
  3. Fill in all required (*) fields and complete your shipping details.
  4. Submit your order.

Utah

  1. Go to Enter an Order.
  2. Input internal PO#(s) if needed.
  3. Leave the Distributor field blank.
  4. Select a trucking company, or choose N/A and list the details in Notes. In the order's Ship To section (Step 2), enter this address:

    Utah ABC
    1625 S 900 W
    Salt Lake City, UT 84104
  5. Fill in the remaining fields (*) and submit. 

Returning empty kegs in Utah? Have your account reach out to us directly and we'll coordinate the return logistics together.Logistics@freeflowwines.com. 

Order Confirmation

Once your order is submitted and inventory is confirmed, we'll send a Sales Order Confirmation to the contact(s) listed in the Send Email Confirmation To field — so you're always in the loop. 

Inventory Management

  • Track your kegged inventory anytime under Inventory Levels (found in the Inventory section of your portal).
  • Monthly lease fees are based on the number of kegs currently in your inventory.

Empty Keg Returns

For kegs that weren't sold via Direct Sale (for example, from events or tasting room use):

  1. Go to Request Empty Keg Pickup (under Empty Keg Returns in your portal).
  2. Include the following details:
    • Contact name & email
    • Requested pickup date
    • Quantity to pick up
    • Pickup address
  3. We'll confirm the details within 24 hours.

Good to know: We prefer a minimum of 20 kegs per pickup, but go ahead and submit a request even if you have fewer — we'll work with you.

You can also check Empty Keg Returns Report and View Kegs in Market in your portal to track keg status at any time.

Viewing Invoices & Transactions

Use See All Transactions to view:

  • Invoices
  • Credit Memos
  • Sales Orders
  • Item Fulfillments
  • Deposit Allocations

Want to sort by date? Head to See A/R Register.

Bonded Winery Number

FFW – Sonoma, CA: BW-CA-16891

More Resources in Your Portal

Your portal's Support section also includes:

You'll also find a Billing Schedule link under Billing, alongside your statements and A/R Register.

Free Flow Wines Location

FFW – Sonoma, CA 21945 Carneros Lake Lane, Ste 1 Sonoma, CA 95476
FFW – Sonoma, CA: BW-CA-16891