Ruby Pro vs QuickBooks
Most Ruby Pro customers come from QuickBooks plus spreadsheets. QuickBooks Desktop is a fine accounting system. The problem is everything around it: the price sheets, the depletion reports, the landed-cost workbook, the order pad, and the person who re-keys between them.
Freight and duty invoices arrive weeks after the goods. QuickBooks has no way to apply them back to the case, so you never see what a case actually cost you. Ruby Pro applies them after the fact, and the cost per case updates.
The question we hear most: are we making money or not? Outside the system it looks like yes, inside it looks like no. Ruby Pro makes the gross-profit conversation simple because cost, price, allowances, and billbacks live in one place.
One-case, three-case, and nine-case pricing per customer, per market, with depletion allowances and billbacks tracked as earned, claimed, and paid. In QuickBooks that is a spreadsheet, and the spreadsheet is where the money leaks.
The year on the label matters. The wrong vintage arrives against the PO every week somewhere. Ruby Pro tracks by vintage and lot across warehouses and 3PLs, and controls who is allowed to fix a receipt that posts dollars.
A sales order is a contract. The pick, the delivery note, the invoice, and the payment validate it. In Ruby Pro that is one document chain. In QuickBooks it is an invoice and whatever you bolted on in front of it.
Excise tax in laid-in cost, price posting where the state requires it, FinTech payment integration in the states that mandate it, and bank reconciliation. Included, not add-ons.
| What you need | QuickBooks + spreadsheets | Ruby Pro ERP |
|---|---|---|
| General ledger, AR, AP | Yes | Yes, integrated with sales, purchasing, and inventory |
| Landed cost applied to the case | Manual workbook | Applied when the freight or duty invoice lands |
| Price book by distributor, market, deal level | Spreadsheet | In the system, enforced on the order |
| Depletion allowances and billbacks | Spreadsheet and memory | Earned, claimed, and paid, tracked per deal |
| Vintage and lot tracking | No | Yes |
| Multi-warehouse and 3PL inventory | Limited | Yes |
| Order to cash and procure to pay | Invoice only; the rest is bolted on | One document chain |
| Depletion reports for suppliers | Built by hand | Built from the same data |
| Price | QuickBooks subscription plus the hours in spreadsheets | $750 per month + $90 per user. No implementation fee, 30-day cancellation |
| Who it is built for | Any small business | Wine and spirits distributors and importers under about $20M |
If you only need pricing, keep QuickBooks and add Ruby Price Management beside it for $25 per state per month. Nothing about your accounting changes.
If you are a $100 million company with an IT department, look at the enterprise systems. Ruby Pro is not built for you, and we will say so on the first call.
A vintage substitution on receiving. A freight invoice that showed up six weeks late. A rep who wants to reorder from history on a phone. We will show you how Ruby Pro handles it, in about 30 minutes.
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