Hire Dedicated to Streamline Production & Compliance
Scale craft spirits production, automate monthly TTB excise tax filings, audit barrel house inventory, and manage three-tier distributor orders without hiring an expensive $85,000/yr in-house operations lead. Offload COLA approvals, raw grain procurement, proof gallon calculations, and ShipCompliant state reporting with 100% managed supervision and zero platform fees.
Proficient in Distillery ERPs, TTB Portals & Alcohol Distribution Software
Our specialized Distillery Manager Virtual Assistants operate directly inside your production systems, cask management platforms, compliance reporting portals, and wholesale distribution suites from day one.
What Your Distillery Manager Virtual Assistant Executes Daily
Distilling fine spirits requires obsessive federal excise tax accuracy, barrel inventory tracking, raw material procurement, and distributor relations. Delegate the administrative burden to specialized operations assistants.
TTB Monthly Reporting & Federal Excise Tax Compliance
Reconciles daily distillation run logs and submits mandatory TTB reports: Form 5110.28 (Processing Operations), Form 5110.11 (Storage Operations), and Form 5110.40 (Production Operations). Computes accurate proof gallons, calculates federal excise tax (FET) liability, and files timely through Pay.gov.
Barrel House Inventory & Cask Aging Registries
Maintains meticulous digital rickhouse logs in Whiskey Systems or Ekos. Tracks barrel barcodes, cooperage origins, char/toast levels, entry proof, fill dates, mash bill batches, warehouse rick positions, and periodic evaporative loss ("angel's share") calculations.
TTB COLA Submissions & Formula Clearances
Prepares and submits Certificate of Label Approval (COLA) applications via COLAs Online. Audits label artwork against strict federal standards (class/type designations, ABV declarations, government health warnings, net contents), submits specialty ingredient formulas, and resolves TTB rejection notices.
Three-Tier Wholesaler Orders & Depletion Tracking
Processes electronic purchase orders from spirit distributors (Southern Glazer’s, RNDC, Breakthru Beverage) via Encompass or VIP. Coordinates pallet build manifests, generates Bills of Lading (BOL), validates wholesale price schedules, and tracks retail depletions across licensed territories.
Raw Material Procurement & Packaging Reordering
Monitors reorder triggers for essential distillation inputs: specialty malted grains, corn, botanicals, distilling yeast strains, chemical enzymes, 750ml custom flint glass bottles, cork bar-tops, shrink capsules, and printed labels. Reconciles vendor invoices in QuickBooks to prevent production stoppages.
Tasting Room POS & DTC Direct Shipping Compliance
Reconciles daily on-premise tasting room cocktail and bottle sales from Square/Commerce7. Audits direct-to-consumer (DTC) spirit orders in Sovos ShipCompliant, monitors state-by-state volume limits, verifies consumer age checks, and files municipal sales and liquor-by-the-drink tax reports.
Why Traditional Freelance Marketplaces Fail Distillery Operations
Craft distilling involves strict alcohol excise tax regulations, three-tier distribution rules, and complex proof gallon calculations. Sagedoer delivers vetted distillery operations specialists backed by a dedicated Senior Project Manager.
| Evaluation Metric | Traditional Freelance Marketplaces |
SageDoer Managed Service
|
|---|---|---|
| Platform & Management Fees | Up to 40% in hidden markups, bidding, and memberships | 0% Hidden Fees. Pay strictly for hours worked. |
| Daily Team Management | You must juggle and supervise freelancers yourself | Dedicated Project Manager acts as your single point of contact |
| Quality Assurance | Hit-or-miss talent with zero knowledge of proof gallons or TTB forms | Internally vetted, rigorously trained beverage alcohol operations specialists |
| Hiring & Deployment Speed | Endless cycles of interviewing, testing, and verifying references | Instant delegation. We immediately assign the right specialist. |
| Billing & Invoicing | Complex, multi-freelancer invoices with currency headaches | Simple, unified, centralised USD invoicing |
| Staff Turnover & Replacements | Freelancer vanishes right before monthly excise tax reporting | Seamless internal replacements with zero operational disruption |
A Remote Workforce Without the Management Overhead
From reviewing your distillery software setup and barrel inventory records to managing monthly TTB filings and wholesale distributor dispatches, our dedicated project manager keeps operations frictionless.
Submit Requirements
Share your specific project needs with us to get started. Choose your preferred channel to reach out: Email, Contact Form, or WhatsApp.
Finalise the Deal
Our dedicated project manager will promptly get back to you to review your goals, outline a tailored strategy, and finalise the partnership details.
Expert Execution
Your project manager takes full charge of the operations, getting the work done seamlessly and efficiently through our internal team of vetted experts.
Pay Only for Output
We log and charge exclusively for the virtual assistant's actual working time. Your dedicated project manager's supervision is completely free.
Simple, Transparent Rates. No Lock-in Contracts.
Pay strictly for pure working hours. Dedicated project management, quality assurance, and weekly reporting are permanently included at no extra charge.
Est. $560 USD / Month (4 Weeks)
Ideal for micro-distilleries, boutique spirit brands, and emerging whiskey operations needing monthly TTB tax filings, COLA label submissions, and weekly barrel tracking.
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision
- Zero setup or onboarding fees
- No monthly membership charges
Est. $960 USD / Month (4 Weeks)
For high-volume production distilleries, multi-state wholesale distribution operations, and commercial spirits brands requiring full daily ERP upkeep, raw material reorders, and distributor logistics.
- 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 Craft Bourbon Distilleries, Artisan Gin Houses & Rum Producers
"Monthly TTB reporting in Whiskey Systems used to take me two entire weekends of proof gallon calculation hell. Our Sagedoer VA audits daily stillhouse records, logs every barrel gauge, and submits our 5110 reports with zero audits. Life-changing service."
"We were expanding into five new state distribution markets with Breakthru and RNDC. Our Sagedoer VA manages all our distributor POs in Encompass, coordinates freight BOLs, and handles COLA submissions in days. At $6/hr, it’s unbelievable value."
"Our rickhouse holds over 2,400 aging bourbon barrels. Our VA logs cooperage batches, char levels, and warehouse temperature swings in Ekos. Having our Dedicated Project Manager keep everything synchronized is our secret weapon."
"DTC direct-to-consumer spirits compliance in ShipCompliant was a constant headache with state volume caps. Our VA verifies age validations, logs monthly state reports, and reconciles our tasting room Commerce7 batches seamlessly."
"Monthly TTB reporting in Whiskey Systems used to take me two entire weekends of proof gallon calculation hell. Our Sagedoer VA audits daily stillhouse records, logs every barrel gauge, and submits our 5110 reports with zero audits. Life-changing service."
"We were expanding into five new state distribution markets with Breakthru and RNDC. Our Sagedoer VA manages all our distributor POs in Encompass, coordinates freight BOLs, and handles COLA submissions in days. At $6/hr, it’s unbelievable value."
"Our rickhouse holds over 2,400 aging bourbon barrels. Our VA logs cooperage batches, char levels, and warehouse temperature swings in Ekos. Having our Dedicated Project Manager keep everything synchronized is our secret weapon."
"DTC direct-to-consumer spirits compliance in ShipCompliant was a constant headache with state volume caps. Our VA verifies age validations, logs monthly state reports, and reconciles our tasting room Commerce7 batches seamlessly."
Frequently Asked Questions
Practical answers regarding TTB federal compliance, distillery ERP software, barrel inventories, and our managed model.
Unburden Your Distillers & Accelerate Spirits Growth Today
Connect directly with our spirits operations coordinators. We will review your current distillery management software, TTB reporting schedule, and wholesale order volume, matching you with a vetted Distillery Manager Virtual Assistant within 24 hours.
Submit Requirements
Tell us about your spirit categories, primary distillery software (Whiskey Systems, Ekos), monthly proof gallon output, and upcoming compliance deadlines. A senior coordinator will reply within 2 business hours.