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. 

Login:  www.freeflowwines.com/portal

🔐 Requesting User Access

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.

2. In your account, go to Submit or Review a Kegging WO → New Kegging Work Order.

3. Select a brand from the Brand Selector dropdown.

4. Choose your kegging location:

   • FFW Winery (Sonoma, CA)

   • Filling Station East (Bayonne, NJ)

5. Add special delivery instructions in the Notes field.

6. Enter your Requested Ship Date.

7. Input the Quantity of Kegs.

8. Confirm the Ship To address.

9. Enter the email address for shipping confirmation.

🔁 Updating or Copying a Work Order

To update a work order:

• Go to Submit or Review a Kegging WO.

• Select the order and make changes.

• Note: All date/quantity changes must be approved. FFW will follow up within 24 hours.

To copy a work order:

• Open an existing order and click Make Copy.

• Double-check wine specs before submitting.

📦 Submitting a Purchase Order

🚚Distributor Sales

1. Go to Enter an Order.

2. Enter the Distributor PO# and Winery PO#.

3. Select a Distributor and Preferred Trucking Company.

   • Not listed? Select "N/A" and add company info in the Notes field.

4. Complete all required fields (marked with *).

5. Submit your order.

❗ Orders cannot be changed once submitted.
Questions? Email orders@freeflowwines.com or call (415) 626-1215 x401.

🚚 Direct Sales (No Distributor)

• Check the “Direct Sale” box.

• Leave the distributor field blank.

• Fill in all required fields (*).

• Complete shipping info in Sections 2 & 3.

 State-Specific Instructions

Mississippi, Wyoming, New Hampshire

• Do not select a distributor.

• Fill in all required (*) fields and complete shipping details.

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 info in Notes.

5. In Step #2, enter this address:

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

6. Fill in all mandatory fields (*).

Empty Keg Returns (Utah):
Have the account contact FFW directly to coordinate return logistics.

📧 Order Confirmation

After your order is submitted and inventory is confirmed, a Sales Order Confirmation will be emailed to the contact(s) listed in the Send Email Confirmation To field.

📊 Inventory Management

• Track kegged inventory in Inventory Levels.

• Monthly lease fees are based on the number of kegs in inventory.

🔄 Empty Keg Returns

For kegs NOT sold via Direct Sale (e.g. events or tasting room use):

1. Submit an Empty Keg Pickup Request.

2. Include:

   • Contact name & email

   • Requested pickup date

   • Quantity to pick up

   • Pickup address

3. FFW will confirm details within 24 hours.

👉 Preferred minimum: 20 kegs (but submit even if less).

💵 Viewing Invoices & Transactions

• Use See All Transactions to view:

  • Invoices

  • Credit Memos

  • Sales Orders

  • Item Fulfillments

  • Deposit Allocations

• Sort by date via See A/R Register.

🏷️ Bonded Winery Numbers

• FFW – Sonoma, CA: BW-CA-16891

• FSE – Bayonne, NJ: BW C-NJ-21001

📍 Free Flow Wines Locations 

FFW – Sonoma, CA
21945 Carneros Lake Lane, Ste 1
Sonoma, CA 95476

FSE – Bayonne, NJ
82 E 3rd St
Bayonne, NJ 07002