Keep Your Hands on the Fermenters
Without the Brewery Admin Drag.
Stop losing 20+ hours a week entering batch logs into Ekos, tracking missing keg deposits, auditing distributor billbacks, and stressing over TTB Brewer's Report compliance. From Ekos and Breww batch management to Kegshoe tracking, COLA label submissions, wholesale invoicing, and Untappd menu updates. Supervised by a Dedicated Project Manager at $0 extra charge.
Dedicated Project Manager Model
Head brewers and brewery owners make their money dialing in mash efficiencies, perfecting dry-hop regimes, and hosting community taprooms—not typing grain bills into ERPs or chasing slow-paying wholesale accounts. You coordinate directly with one dedicated project lead who enforces strict brewery operations SOPs.
- BMS Batch & Tank Logging: Entering brew logs, cellaring transfers, final gravities, and packaging runs into Ekos, Breww, or Ollie.
- TTB & Excise Tax Prep: Compiling monthly and quarterly Brewer's Report of Operations (Form 5130.9) and state gallonage filings.
- Keg Tracking & Distributor Reconciliation: Managing Kegshoe scans, auditing distributor depletion sheets (VIP), and resolving sample billbacks.
- $0 Fee for Supervision: 100% of your invoice goes strictly to actual productive brewery administration and operational hours worked.
Software & Platforms Our Brewery VAs Run Daily
Zero training lag. Our managed assistants plug directly into your brewery management software (BMS), taproom POS, keg-tracking fleet systems, and regulatory portals.
What Your SageDoer Craft Brewer VA Handles
Commercial brewing requires obsessive sanitary discipline, fermentation control, and hospitality energy. It shouldn't be derailed by grain lot reconciliation, COLA paperwork, and wholesale collection emails. Our managed specialists operate your back-office brewery administration with master-brewer attention to detail.
BMS Data Entry & Tank Batch Logs
Keep your digital cellaring floorplan, ingredient inventories, and finished packaging records 100% updated in real-time.
- Logging brew-day batch records, strike water ratios, and gravity readings in Ekos/Breww
- Recording cellar movements: fermenter transfers, dry-hop additions, and brite tank purging
- Logging packaging runs across 1/2 bbl, 1/6 bbl kegs, and 16oz/12oz canning lines
- Reconciling physical inventory cycle counts against book stock to catch shrinkage
TTB Reporting, Excise Taxes & COLA
Eliminate tax audit anxiety with spotless federal and state compliance preparation.
- Preparing monthly/quarterly TTB Brewer’s Report of Operations (Form 5130.9)
- Compiling state excise tax gallonage returns and taproom tax reconciliations
- Submitting Certificate of Label Approval (COLA) applications via TTB Online
- Tracking government warning statements, ABV formatting, and net contents compliance
Keg Fleet Tracking & Deposit Audits
Prevent costly stainless steel loss and accelerate keg turn cycles across accounts.
- Tracking keg barcode scans in Kegshoe or KegID across filled, shipped, and returned states
- Auditing dormant kegs sitting at distributor warehouses or high-volume wholesale bars
- Reconciling taproom and distributor keg deposit liability ledgers
- Calculating average days-to-turn metrics to optimize cooperage capital expenditures
Distributor Orders, VIP Depletions & AR
Keep distribution cash flow healthy and protect margins against unjustified promotional deductions.
- Processing distributor purchase orders (POs) and coordinating freight bill of lading (BOLs)
- Extracting retail depletion trends and out-of-stock data from VIP (Vermont Information Processing)
- Auditing distributor billbacks for promotional sampling, spoiled beer, and broken cooperage
- Managing aged Accounts Receivable (AR) dunning for direct-store-delivery (DSD) accounts
Hop Contracts, Raw Materials & Packaging POs
Ensure you never stall a canning run because you ran out of can ends, PakTechs, or specialty malts.
- Tracking multi-year hop forward contracts (Yakima Chief, Crosby, BarthHaas) drawdowns
- Reordering base and specialty malts from Country Malt Group, BSG, or local malthouses
- Managing packaging orders: printed cans (Ball/Crown), can ends, PakTech carriers, and carton trays
- 3-way matching supplier purchase orders against receiving slips and invoices in QuickBooks
Taproom Menus, Untappd & Release Campaigns
Keep craft beer enthusiasts informed and pack your taproom on release days.
- Updating digital tap boards, website taplists, and Untappd for Business menus
- Writing tasting notes, hop profiles, and ABV/IBU specs for new beer drops
- Designing release announcements and event posters in Canva for social media
- Managing Mug Club / Beer Club membership rosters, renewal reminders, and VIP allocations
How SageDoer Works in 4 Clear Steps
Bypass endless interviews and unverified generic freelancers. We deploy dedicated craft brewing operations specialists backed by active operational supervision.
Submit Requirements
Share your annual barrelage volume, BMS platform (Ekos, Breww, Ollie), distribution footprint, and primary back-office bottlenecks via Email, Form, or WhatsApp.
Finalise the Deal
Our dedicated Project Manager connects with you to review recipe confidentiality, configure BMS access rights, establish TTB/excise filing cadences, and sign bilateral NDAs.
Expert Execution
Your PM supervises batch data entry accuracy, audits Kegshoe scan queues, reviews monthly distributor billbacks, and actively oversees your assigned brewery VA daily.
Pay Only for Output
Transparent time logs for pure productive brewery administration and inventory care. Your dedicated Project Manager's supervision and backup continuity are 100% free.
Traditional Platforms vs. SageDoer Managed
Why commercial brewers, microbrewery founders, and taproom directors choose SageDoer over generic freelance marketplaces.
| Key Evaluation Criteria | Traditional Freelance Sites |
SageDoer Managed
Recommended
|
|---|---|---|
| Platform & Management Fees | Up to 40% in hidden markups, currency exchange cuts & monthly client subscription fees | 0% Hidden Fees. Pay strictly for productive hours worked. |
| Daily Team Management | You must micromanage freelancers yourself after working a 12-hour double-batch brew day | Dedicated Project Manager acts as your single point of operational accountability. |
| Brewing & Beverage Industry Literacy | Generic VAs who don't know barrels from bbls, confuse TTB reports with IRS returns, or corrupt Ekos batch costs | Internally vetted specialists trained in Ekos, Breww, TTB 5130.9, Kegshoe, and distributor billbacks. |
| Hiring & Deployment Speed | 3-4 weeks of screening unverified resumes, interviewing, and candidates ghosting | Immediate deployment within 24 to 48 hours. |
| Billing & Invoicing | Disjointed contracts, multiple payment entries, and surprise charges | Simple, unified, transparent USD invoicing twice a month. |
| Staff Turnover & Absences | Freelancer vanishes right before TTB excise reporting deadlines or busy summer festival season | Immediate backup replacement trained on your exact brewery operations SOPs. |
Transparent Rates. Zero Lock-Ins.
Every plan includes our free dedicated project manager, centralized time tracking, and daily activity logs.
Part-Time
20 Hours / WeekIdeal for boutique taproom breweries (500–2,500 bbl/yr) needing daily batch log updates, weekly Untappd taplist changes, and monthly TTB tax prep.
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision
- Zero setup or onboarding fees
- No monthly membership charges
Full-Time
40 Hours / WeekA dedicated brewery operations coordinator embedded into your BMS, handling high-volume regional distribution POs, continuous keg fleet logistics, billbacks, and AP/AR.
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision
- Zero setup or onboarding fees
- No monthly membership charges
Trusted by Brewery Owners, Brewmasters & Operations Directors
Here is how SageDoer helps independent craft breweries streamline cellar logs, recover lost kegs, and stay 100% compliant with state and federal tax authorities.
"We produce 4,500 bbl annually and distributing across 2 states was drowning our head brewer in paperwork. SageDoer now manages all our Ekos batch entries, logs cellar gravities, and prepares our TTB reports with zero errors. We reclaimed 15 hours every week."
"Keg loss was costing our brewery over $12,000 every year in unreturned stainless. Our SageDoer VA took over Kegshoe tracking, audited distributor turnover times, and nudged overdue accounts. Our keg turn cycle dropped by 18 days."
"Our dedicated PM set up a verification system for distributor billbacks and promotional sample deductions. In the first 60 days, our assistant caught over $8,400 in incorrect distributor charges that had slipped by us for months."
"Hiring a full-time brewery office manager in California was quoted at $58,000/year plus healthcare. SageDoer provided an experienced beverage industry specialist at $960 a month who runs Breww, files our TTB forms, and updates our Untappd menus seamlessly."
"We produce 4,500 bbl annually and distributing across 2 states was drowning our head brewer in paperwork. SageDoer now manages all our Ekos batch entries, logs cellar gravities, and prepares our TTB reports with zero errors. We reclaimed 15 hours every week."
"Keg loss was costing our brewery over $12,000 every year in unreturned stainless. Our SageDoer VA took over Kegshoe tracking, audited distributor turnover times, and nudged overdue accounts. Our keg turn cycle dropped by 18 days."
"Our dedicated PM set up a verification system for distributor billbacks and promotional sample deductions. In the first 60 days, our assistant caught over $8,400 in incorrect distributor charges that had slipped by us for months."
"Hiring a full-time brewery office manager in California was quoted at $58,000/year plus healthcare. SageDoer provided an experienced beverage industry specialist at $960 a month who runs Breww, files our TTB forms, and updates our Untappd menus seamlessly."
Real Answers for Craft Brewers & Microbrewery Owners
Ready to Upgrade Your Brewery Operations?
Schedule a 30-minute discovery call or connect via WhatsApp. We will evaluate your annual barrelage, primary BMS and taproom POS tools, TTB compliance pain points, and distribution bottlenecks to pair you with an experienced craft brewing operations specialist.
Tell Us About Your Brewery Operations
Share your annual barrelage, BMS software (Ekos, Breww, Ollie), distribution footprint, and primary back-office bottlenecks. Our Project Manager will reach out within 2 hours.