Events and rental: Inventory software for mobile bar operators
Inventory software for mobile bar operators that tracks bottles, kegs, glassware and refrigeration per event, so you know what is in the warehouse and what is already out.
Where stock drifts for mobile bar operators.
After a busy weekend, mobile bar operators have opened kegs, half empty bottles of gin and crates of glassware mixed together in the warehouse. What can be reused, what goes back to the wholesaler and which glassware still needs washing is often known only to whoever unloaded on Sunday. On Monday, drinks are ordered on instinct. Glassware leaks away too: a hundred wine glasses go out and fewer come back, but whether they broke or stayed at the venue remains unclear. Cooling trailers and beer coolers are on a list, but when each one leaves and returns is not.
Inventory software for mobile bar operators
Example- 1
Name items consistently
DoneEach type of bottle, keg, glass and cooling unit gets a fixed description and unit: per bottle, per crate, per rack.
- 2
Reserve per event
In progressOnce an event is confirmed, the drinks, glassware and cooling it needs are reserved.
- 3
Book back after the event
NextAfter the event the crew records what comes back: full and opened bottles, empty kegs, glassware by type and what is broken or missing.
From receipt to use.
Name items consistently
Each type of bottle, keg, glass and cooling unit gets a fixed description and unit: per bottle, per crate, per rack. Cooling trailers and tap units get their own number so they can be tracked individually. Opened bottles are kept as a separate category, so they do not count as full stock when the next order is placed.
Reserve per event
Once an event is confirmed, the drinks, glassware and cooling it needs are reserved. You see per date what is free, what is already set aside for another event and what still needs ordering. If two events overlap on glassware, you see it early enough to hire extra.
Book back after the event
After the event the crew records what comes back: full and opened bottles, empty kegs, glassware by type and what is broken or missing. That updates stock and shows the difference from what went out. Deposits on kegs and crates get their own line, so they do not disappear among everything else.
Alongside your purchasing and suppliers.
Bar companies often track stock in a spreadsheet updated after each purchase, with wholesaler invoices as the source. We can take over that item list, and purchasing continues through your usual suppliers. What the warehouse counts leads for stock; quoting and scheduling only reserve. Glassware you hire from a rental company is added with its own origin, so on return it is not confused with your own glasses.
Buy per event or hold stock
Buying per event ties up little money in the warehouse but leaves you dependent on delivery times and shelf life. A base stock of popular drinks gives calm in busy weeks, topped up for special requests. The software shows how often each item is used, so you make that choice on evidence.
Reuse opened bottles or write off
An opened bottle of spirits can easily go to the next event; an opened keg of beer often cannot. Record per type what is allowed. The crew then knows on return what goes back into stock and what is written off, and the count is right for the next reservation.
Own glassware or hire it
Owning glassware means storage, washing and replacing breakage. Hiring for large events saves space, but you pay per piece and must return it on time. Tracking owned and hired glassware separately shows which option is cheaper for which kind of event, and breakage per glass type becomes visible as well.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
All customer stories
Hotel Aadam Wilhelmina
Online check-in, even at two in the morning.
Read the story
L'Artiste Barbershop
A full calendar starts with easy booking.
Read the storyNovaw Pilates
Focus on the class. Let the booking take care of itself.
Read the storyWhich stock we record.
An item list for drinks, glassware and cooling is ready at the start, with reservations per confirmed event and booking back afterwards with breakage and opened bottles. Together we replay an ordinary weekend, and a week in which two large events need the same glassware. Order lists based on upcoming reservations and breakage and consumption on the invoice are switched on once the counts can be trusted.
View pricingSupport and updatesGood to know.
Explore pricing and optionsHow do we count opened bottles?
Choose a simple estimate per bottle, such as full, half or nearly empty. Precise measurement is rarely needed. The aim is to keep opened bottles visible separately and use them first at the next reservation, so new bottles are not opened unnecessarily.
Can we track cooling trailers as stock too?
Yes, as a resource with its own number rather than a quantity. You then see per trailer when it is reserved, where it is and when it comes back. Maintenance or a faulty cooling unit can be recorded, so a trailer in the workshop is never scheduled.
What if glassware is left behind at the venue?
The crew marks it as missing with the venue noted. If it turns up later, you book it back in. If it stays gone, you have an overview per venue and can discuss with the venue or organiser what happens next.
Does this work with our wholesaler orders?
The inventory software shows what upcoming events need minus what is already in stock. You can use that list for your wholesaler order. Ordering goes through your usual route; received goods are booked in, so stock stays accurate.
Add-ons for your industry.
What often connects to this.
- Digital job cards for mobile bar operatorsDigital job cards for mobile bar operators that give the bar crew the service plan, the package and the venue agreements, and bring the course of the evening back to the office.
- Website for mobile bar operatorsA website for mobile bar operators that explains bar setups and drinks packages clearly enough that an organiser knows what they are choosing before sending an enquiry.
- Enquiry form for mobile bar operatorsAn enquiry form for mobile bar operators that asks about guests, duration and drinks selection in a way that lets you judge how much bar and staff an event needs without a round of calls.
Know what is really there.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Inventory software for mobile bar operators: drinks, glassware and cooling reserved per event, with returns and breakage booked back afterwards.
- Name items consistently
- Reserve per event
- Book back after the event