Photo documentation for wine and beverage operations
A damaged case or disputed delivery is easier to investigate when you can find the right pallet and label photos. Capture the condition before loading, keep it linked to the lot or order, and continue working in cellars without reception.
The documentation challenge
A photo is only useful when the team can connect it to the correct product, lot, pallet, or order. Manual filenames and later uploads make that link easy to lose.
Keep your process. Lose the photo admin.
Typical workflows you can adapt to your team—not customer case studies. Keep your existing references, checkpoints and connected tools; make the photo step easier.
Record a wet or damaged case at receiving
A drinks delivery includes a wet carton or broken case. The team needs to move the goods, but purchasing may need to discuss the condition with the supplier later.
A simpler way to do it
Use the delivery or lot reference already on the paperwork. Photograph the case, readable label and affected area before unpacking. Add the details your team needs in configured fields and finish the record even in a cellar without reception.
Why it helps
Keep the existing receiving check. Remove the later job of matching loose photos to delivery notes and transferring them to the office.
Show which bottles went into a mixed order
A restaurant or retailer orders several wines, vintages or formats. Similar-looking cases make a later question about the selection hard to answer from memory.
A simpler way to do it
Use the existing order reference and photograph case and bottle labels before packing hides them. At a connected Shopify or WooCommerce store, optional per-item scans and photos can make those checks part of the packing flow.
Why it helps
Your team checks the selection while handling it, and sales can find the resulting photos with the order. Staff do not need to create a separate photo report afterwards.
See order photos in WooCommerce →Keep a record of the pallet before collection
An outbound pallet is wrapped and labelled, ready for a carrier. A later report mentions damaged cases, but the pallet is no longer on site.
A simpler way to do it
On the same phone used for receiving, select the saved dispatch configuration. Photograph the pallet, wrapping, labels and visible case condition under the shipment reference. The photos go to the dispatch destination, not the receiving folder.
Why it helps
Dispatch has a visual record of that handover stage to help investigate. It shows what was photographed, not what happened during the rest of the journey.
A simpler frontline workflow
Scan the product, order, batch, or process identifier—or enter the code manually.
Capture the required photos and any details your team will need later.
Keep working when Wi-Fi or mobile coverage disappears.
When you reconnect, uploads resume automatically to the destination you chose.
Where CodaScan fits
Capture label, case, pallet, and loading-condition evidence.
Keep records tied to the scanned code used in the operation.
Continue capturing in cellars or storage areas with no connection.
Test the workflow with your own process
Start a two-week trial on one device or speak with us about connecting the system your team already uses.