Vineyard and winery software
Winery management software for Australia, from vineyard block to bottle
GrapeFlow is online software for Australian wineries that grow their own fruit: the spray diary, vintage intake, cellar work and bottling in one place, so the paper trail Wine Australia and your state regulator expect is already written when someone asks for it. 99 USD/month for the whole winery, 90-day free trial, no credit card.
- 90-day free trial
- No credit card
- No per-user fees
One record from the row to the bottle
Spray diary by block
Product, active ingredient, rate, area, re-entry interval and withholding period for every application, printable at any time. Downy and powdery mildew risk per block from modelled weather helps you time the next one.
Vintage intake
Weighbridge dockets per block at the winery door, with a warning if a withholding period hasn’t run out.
Cellar and bottling
Tanks, barrels and amphorae; transfers, blends, additions, ferment curves and lab results, in litres; bottling runs and bottled stock.
Traceability and recall
Trace any bottle back to its blocks and forward to every bottling run, with a PDF recall report and an optional public QR page per bottled lot.
What a winery in Australia must record
The core records for a grower-maker, as the regulators themselves describe them. Spray rules are set state by state; New South Wales and Victoria are shown because their requirements are published in full, so check your own state if you farm elsewhere.
| Record | Legal basis | What it must contain | How long to keep it | Who checks |
|---|---|---|---|---|
| LIP record of wine goods received (including grape intake) | Label Integrity Program, Wine Australia Act 2013 | Who made the record, date, type and quantity of goods, vintage, variety and geographical indication (GI), and the name and address of the other party. Made within three days of receipt. | 7 years | Wine Australia LIP inspectors (appointed under s 39ZA of the Act) |
| LIP record of processing (transfers, blends, topping) | Label Integrity Program, Wine Australia Act 2013 | Each step and its date, every vessel involved (each individually identifiable), volume gains and losses — including water added to high-sugar must — and any change of vintage, variety or GI caused by blending or topping. Made within three days. | 7 years | Wine Australia LIP inspectors |
| LIP record of wine goods supplied | Label Integrity Program, Wine Australia Act 2013 | A written record accompanying the goods: who made it, date, type and quantity, vintage, variety and GI, and the recipient’s name and address. Fruit sold to another winery needs the record on the day of supply. | 7 years | Wine Australia LIP inspectors |
| Agricultural chemical use record (Victoria) | Agricultural and Veterinary Chemicals (Control of Use) Regulations 2017, reg 6 | Trade name, date, rate (or enough to calculate it), crop, specific location, wind speed and direction for outdoor spraying, and the name and contact details of the sprayer, any supervisor and the person it was done for. Made within 48 hours. | 2 years after use | Agriculture Victoria |
| Pesticide use record (New South Wales) | NSW pesticides regulation under the Pesticides Act | Who applied it, what was applied, how, when and where, what it was applied to and how much; for outdoor spraying, estimated wind speed and direction. Made within 48 hours. | 3 years | NSW EPA authorised officers, at any time |
Breaching the LIP can mean up to two years’ imprisonment or 120 penalty units, and Wine Australia can stop the sale and export of wine whose vintage, variety or GI claim the records can’t support.
The compliance year for an Australian grower-maker
Dates that are fixed by a regulator or program. Your own vintage timing moves these around, so read them as triggers rather than a set calendar.
Through the growing season — within 48 hours of every spray Write up each application while it is fresh: Victoria and New South Wales both require the record within 48 hours. Before late-season sprays on fruit headed for export wine, check the current AWRI “Dog Book”, whose export restrictions can be stricter than the label withholding period.
Vintage — within three days of each load Every intake needs its LIP record within three days, and every transfer, blend or topping during ferment and pressing needs one too. This is the busiest record-keeping stretch of the year.
April–May — national vintage survey Wine Australia runs its voluntary survey of winemakers. In 2026, 667 businesses responded, covering an estimated 87% of the national crush (1.27 million tonnes, the smallest since 2000).
30 June, 31 August, 14 September — Sustainable Winegrowing Australia The membership year ends on 30 June; your data and practice workbook are due by 31 August, and the renewal fee by 14 September or membership may be suspended.
Before each export shipment over 100 litres The wine needs a product registration (with post-bottling analysis for packaged wine) and the consignment a shipping approval through WALAS, under your export licence.
Every three years — certification audit Certified SWA members are audited by an independent certification body once every three years; certificates run for three years.
Inspections and schemes, and what each one asks to see
Wine Australia LIP inspection
Any producer can be selected at any time, remotely or on site. The inspector follows the trail behind your vintage, variety and GI claims — one step back and one step forward — and may take samples to check the Food Standards Code, including maximum residue limits. GrapeFlow can show intake by block, every transfer and blend vessel by vessel, and which bottling runs a lot went into.
Blending rules behind label claims
Under the Wine Australia Regulations 2018, a single vintage, variety or GI claim needs at least 85% of the wine from what is named; combined GI claims need 95%, up to three GIs, each over 5%, listed in descending order. GrapeFlow’s lot composition shows the shares; the label decision is yours.
Sustainable Winegrowing Australia certification
Audited by an approved certification body against the Australian Wine Industry Standards of Sustainable Practice for viticulture and/or winery, after one-off approved training. The auditor expects your processes and records to be collated before the visit; spray, intake and cellar records can be printed from GrapeFlow.
Export product registration
Wine Australia checks the analysis against Food Standards Code limits (for example, total SO₂ no more than 250 mg/L for wine under 35 g/L sugar) and the label’s vintage, variety and origin against the wine’s composition. Organic or biodynamic claims must comply with the Export Control Act 2020. GrapeFlow holds the lab results and lot history; the application stays with you.
Residues on export fruit
The AWRI’s annual booklet “Agrochemicals registered for use in Australian viticulture” gives each product a recommended restriction for grapes destined for export wine — sometimes days before harvest, sometimes a growth stage. Your spray diary is what a winery or buyer checks against it.
What GrapeFlow keeps, and what stays with you
GrapeFlow keeps the records these obligations are built from. It lodges nothing, issues no export or transport document and isn’t affiliated with any regulator or program.
| Obligation or scheme | What GrapeFlow keeps | What stays with you |
|---|---|---|
| LIP intake records | Weighbridge dockets per block, with date, variety and quantity. | Recording the GI and the other party’s name and address wherever the intake record doesn’t hold them, and keeping it for seven years. |
| LIP processing records | Transfers, blends and additions lot by lot, with the vessels and volumes involved. | Checking each record is made within three days and that losses and water additions are recorded. |
| LIP supply records | The bottling runs and bottled stock each lot became. | The dispatch paperwork: GrapeFlow has no sales module. |
| State spray records | Every application by block: product, active ingredient, rate, area, date, re-entry interval and withholding period. | Wind speed and direction, operator details and anything else your state adds, plus keeping records for your state’s retention period. |
| AWRI export restrictions | What went on each block and when, and a warning at intake if a label withholding period hasn’t passed. | Checking product choice and timing against the current Dog Book and your buyer’s markets. |
| SWA annual reporting and audit | Vineyard, spray, intake and cellar records to report and audit from. | Entering your data and workbook by 31 August and arranging the audit. |
| Wine equalisation tax | Production history from block to bottle. | WET returns, rebate claims and the financial records: GrapeFlow does no accounting. |
| Export approvals | Lab analyses, lot composition and origin. | Licence, product registration and shipping approval in WALAS. |
Built for Australian grower-makers
GrapeFlow suits wineries that grow at least some of their own fruit, from a family vineyard in the Clare Valley or the Adelaide Hills to an estate in Margaret River, the Yarra Valley or the Hunter. Records follow the fruit from block to bottle, which is the same direction an LIP inspector follows them.
Everything is metric — hectares, kilograms at the weighbridge, litres in tank — and set up for a southern-hemisphere season, with flowering in late spring and vintage in late summer and autumn. Your blocks carry their variety, so what you record at intake already ties back to vintage and variety. The mildew model weighs variety susceptibility for shiraz, cabernet sauvignon, cabernet franc, merlot, pinot noir, grenache, tempranillo, malbec, chardonnay, sauvignon blanc, riesling, pinot gris, viognier and muscat; any other variety can still be recorded.
It runs in the browser on a computer or phone, so a vineyard hand can log a spray from the ute. There’s nothing to install, and one price covers the whole team.
Sources
Official pages consulted on 31 October 2026:
- Wine Australia — Label Integrity Program
- Wine Australia — Vintage record keeping
- Wine Australia — Audits and LIP inspections
- Wine Australia — The blending rules
- Wine Australia — Exporting wine
- Wine Australia — Product registration
- Wine Australia — National Vintage Report 2026
- Wine Australia Act 2013 (Federal Register of Legislation)
- Agricultural and Veterinary Chemicals (Control of Use) Regulations 2017 (Vic)
- Service NSW — Keep a record of pesticide use
- AWRI — Agrochemicals registered for use in Australian viticulture
- AWRI — Agrochemical update, June 2024
- Sustainable Winegrowing Australia — The certification process
- Sustainable Winegrowing Australia — Frequently asked questions
One price, everything included
99 USD/month, or 990 USD/year (two months free), plus applicable taxes. Vineyard, cellar, traceability and spray diary all included, with no per-user fees. 90-day free trial, no credit card needed.
Start the 90-day trialFrequently asked questions
How long do I have to keep Label Integrity Program records?
Seven years. Each record of goods received, processed or supplied has to be made within three days, and Wine Australia can stop the sale or export of wine whose claims your records can’t back up.
How long must I keep spray records?
It depends on your state. In Victoria, two years after use; in New South Wales, three years. Both require the record within 48 hours, including wind speed and direction for outdoor spraying — something you add yourself, as GrapeFlow doesn’t record weather at the time of spraying.
Is the Dog Book withholding period the same as the label’s?
Not always. The AWRI publishes a separate recommended restriction for grapes destined for export wine, which can be later in the season than the label allows. Check the current edition before late sprays.
When is Sustainable Winegrowing Australia data due?
By 31 August each year for the membership year ending 30 June, with the renewal fee due by 14 September. GrapeFlow doesn’t submit it; it keeps the records you report from.
Is the Wine Australia vintage survey compulsory?
Wine Australia describes it as a voluntary survey of winemakers, run in April and May.
How much does GrapeFlow cost?
99 USD/month, or 990 USD/year (two months free), plus applicable taxes, billed per winery in USD with no per-user fees. The trial runs for 90 days and doesn’t need a credit card.
What language is the app in?
English, and Portuguese is also available.