How to Build a Bottle Inventory Fast for an Executive or Employer
Fast methods to compile lists, photos, and packaging details with minimal disruption.
Quick Answer
Your goal is a quote, not a sommelier exam. Speed comes from capturing only data that drives value.
- Photograph spines of bottles (fastest method).
- Type out only the top 10 most expensive brands (Google lens them if unsure).
- Count the total number of bottles.
- Note if original boxes are present.
- Send this 'Rough Draft' to buyers first to gauge interest.
The 'Good Enough' Inventory
Buyers like us don't need a perfect spreadsheet initially. We need to know: Is this a $5,000 cellar or a $50,000 cellar?
- Group 1: The Stars (DRC, Petrus, Pappy, Macallan). List individually.
- Group 2: The Core (Caymus, Silver Oak, Opus One). Count them ('12 bottles of Caymus').
- Group 3: The Rest. 'Approx 50 bottles of misc red wine'.
Tools to Use
Work smarter.
- Voice Dictation: Walk the cellar and read labels into a notes app.
- Video Walkthrough: Slowly pan across the shelves in 4K resolution. We can often pause and read labels.
- Scanner Apps: CellarTracker or similar apps can scan barcodes, but can be slow for large counts.
What to Ignore
Don't waste time typing:
- Alcohol % (unless high proof whiskey).
- The story on the back label.
- The importer name (unless it's rigorous Burgundy).
Common Mistakes
Trying to be too perfect.
- Spending 3 days googling prices (retail prices are irrelevant to selling).
- Moving bottles and piling them up (risk of breakage).
- Giving up because it's 'too much work'.
What to Do Next
Get it off your to-do list.
- Download our simple Template.
- Spend 30 minutes in the cellar taking photos.
- Email specific photos to us.
- We will reply with a 'Buy Figure' or a request for specifics on top items.
What to Do Next
Ready to get an offer for your bottles? Submit photos and details through our form, or text photos directly if that is easier.
Frequently Asked Questions
Can I just send specific photos?
Yes! High-resolution photos of the bottle spines are often enough for us to generate a quote.
Do I need to check every vintage?
For the big names (Petrus, Screaming Eagle), yes. For daily drinkers, no.
What if my boss wants top dollar?
A clean, organized submission gets the best price. It shows the wine was cared for.
Do you provide boxing services?
For large confirmed purchases, we can send a packing team.
How do I ship it?
We provide labels. You or the house staff just need to pack (or we can hire packers).