FAQ
Straight answers on cost, trials, the contract, the platform, and what Ruby does not do.
Ruby Pro Software makes a go-to-market platform for wine and spirits suppliers and importers, with an ERP underneath it for distributors and for brands ready to run the whole operation. Ruby Price Management finds the right FOB price to the distributor and the deal levels that land the right price for the consumer. Ruby CRM targets and tracks placements, tastings, and consumer events. Ruby Pro ERP runs orders, inventory, landed cost, depletions, billbacks, and accounting. The Ruby Broker Platform runs broker groups. The company was founded by Tom Harris and is based in Philadelphia.
Suppliers and importers with several markets and multiple SKUs, who start with Price Management and Ruby CRM. Distributors and importers doing roughly $20 million a year or less, who run on Ruby Pro ERP and give their sales reps Ruby CRM. And broker groups, who run on the Ruby Broker Platform. A $100 million distributor has options from Microsoft or Oracle; below that, most companies run QuickBooks plus spreadsheets, and that is the gap Ruby fills.
Ruby Price Management is $25 per state per month. Ruby CRM is $75 per user per month with no base fee. Ruby Pro ERP is $750 per month plus $90 per user per month. The Ruby Broker Platform is $50 per broker per month plus $500 per month for Brand Launcher and Billing. Every price is software only: no setup, consulting, or transaction fees.
Yes, 30 days, on Price Management and Ruby CRM, set up on your own data. Ruby Pro ERP now gives you 30 days free on a test version loaded with sample data, so you can see it running before we build it around your business; the 30-day cancellation is your out either way.
No, on any product. We load your data as part of the monthly fee. Your only commitment is the current month.
Month to month, on every product. Cancel with 30 days' notice. There are no long-term contracts.
You do. We do not share it, sell it, or use it in any way. When you leave, it leaves with you.
QuickBooks, the spreadsheets around it, and any separate order-entry layer. It is a full QuickBooks replacement, integrated completely to sales, purchasing, and inventory, so you do not need anything else to run the business.
Because a spreadsheet cannot check a billback. When pricing, deal levels, and depletion allowances live in Ruby Price Management, every depletion allowance billback a distributor sends can be audited against the deal you actually approved, by SKU, by market, by period. Suppliers find distributors taking a few points more than agreed, and they find it before the check is cut, not a year later.
Yes. Both work alongside whatever you use for the books. Nothing about your accounting has to change until you decide to move onto Ruby Pro ERP.
Store and restaurant visits, tastings, menu placements, and displays, all against the account. For consumer events it captures the tasting, consumer reactions, photos of the location, and bottles sold. Reps work target lists built from 350,000+ active alcohol licenses, chain and national accounts are tracked at the chain level and store by store, and each rep carries goals for account visits, cases sold, new placements (PODs), and display and menu wins. Supplier, importer, and distributor sales teams all use it.
Its main job is automated supplier reporting. Brokers log each account visit and result once in the field, and every supplier gets a scorecard, trends over time, and a live sales pipeline filtered to their brands, with nobody reorganizing spreadsheets by hand. Brand Launcher tracks every brand-market launch to live, and Billing generates supplier invoices and broker payouts from the same activity. $50 per broker per month plus $500 per month for Brand Launcher and Billing.
A straightforward setup takes about three weeks. Billing starts at go-live, not at signature.
Rather than build an ERP from scratch, we took an open-source ERP platform that supports thousands of companies worldwide and customized it for the wine and spirits industry. Our founder spent about 15 years at SAP and learned enough there to know that building one from nothing would be a nightmare.
Our customizations layer on top of the underlying platform and never touch its source code. We upgrade the underlying system about twice a month, and your customizations come along.
Yes. Freight, duty, and fees are applied to the case, including invoices that arrive weeks after the goods. Purchase orders can be cut in euros and paid in dollars. Inventory is tracked by vintage and lot.
Prices are kept by market, distributor, and deal level, with state excise tax and freight built into laid-in cost. Ruby Pro ERP has state pages for New York, Illinois, and Colorado covering credit checks before release, price posting, county and city taxes, and 3PL integrations. The free Price Sheet Builder shows the grid for any state.
Bank reconciliation, FinTech payment integration for states that require it, and 3PL connections such as Western Carriers, Fond du Lac, Alba, and MMK Logistics are included in Ruby Pro ERP at no extra charge. If you need one we do not have, ask; if it is useful to other customers we build it into the product.
Tell us. If it is a good idea, we build it into the product at no additional cost, on the belief that another customer will want the same thing. We will also say plainly when something is not built yet or when Ruby is not the right fit.
Philadelphia, Pennsylvania. Ruby Pro Software was founded by Tom Harris, who is its president. Customers are across the United States.
For Price Management or Ruby CRM, contact us and we will set up a 30-day free trial on your data. For Ruby Pro ERP, bring a real problem, such as a vintage substitution on receiving or a SKU you are about to price, and we will walk through it in about 30 minutes.