Quantity, vintage and storage are the only three fields InVintory needs. Everything else on the form is optional, and anything you skip can be filled in later by opening the bottle and tapping Edit.
⭐ Custom fields require Premium. On the free plan that part of the form shows an upgrade card instead. Every other field below works on every plan.
Every field, and what it changes later
Field | Needed? | What it affects |
Quantity | ✅ starts at 1 | Creates that many separate bottles. Each gets its own bottle code, 3D slot and purchase details, so you can drink or move one without touching the rest. |
Vintage | ✅ | The drink window, critic scores, market price and vintage guide all follow the year. Choose N.V. for non-vintage. |
Size | — 750ml unless changed | Market prices are held per format, so a magnum is valued as a magnum rather than as a 750ml. Also a filter. |
Storage | ✅ the last one you chose | Which cellar or fridge holds the bottle, and so which 3D layout and which sensor readings apply to it. |
Bottle location text | — | Appears as Custom Location on the bottle, and becomes a filter of its own. |
Purchased or received from | — | The source. Filters your collection, your past bottles and the Purchases screen. |
Note | — | Private to your collection, and searchable — search a phrase and matching notes surface with the words highlighted. |
Price and Date | — | What you paid and when. Rolls up into the wine's average purchase price and your spend reports. |
Tags | — | Your own coloured labels, for the things InVintory doesn't already track. |
Custom fields | — | Your own text, number or date fields. |
Bottle location text, or a 3D position?
Different things, and you can use both. Bottle location text is free text — back wall, third shelf — that travels with the bottle and turns into a filter, so typing the same phrase consistently gives you a way to pull up everything in that spot. A VinLocate position is a slot in a 3D model of the storage, assigned after the bottle is added. Without VinLocate the text field is how you record where a bottle sits; with it, the text is still the place for a bin, a case, or anything a slot can't express.
What a source actually does
A source records where a bottle came from — a shop, a winery, a website or a person. The picker offers places near you, sources you have used before, and custom ones you create; pick a real place and its address is stored with it. After that Source is a filter on your collection, on past bottles and on the Purchases screen, which is how you answer "what have I bought from this merchant".
Tags, and the two kinds of custom field
Tags are free-form coloured labels — Gifted, Cellar door, Drink first. Anything you can say with a tag becomes something you can filter on, save as a quick filter, and print on barcode labels. They work on every plan; if a collection reaches its tag limit the app says so.
Custom fields come in two kinds and the difference is scope. A custom bottle field holds a value for that one bottle — a case number, the date it went into the cellar. A custom label field holds one value shared by every bottle of the same wine and vintage — your own rating, a critic's score, an importer. Each can be text, a number or a date, and both are filterable and printable.
Three things that surprise people
The purchase date starts blank. It does not default to today, so a bottle with no date genuinely has none.
Price is in your collection's currency until you tap the currency code beside it.
The quantity shortcuts 1, 3, 6, 12 and 24 replace the count rather than adding to it.
Changing any of it later
The bottle → Edit → change any field → Save
The same sections, in the same order, appear on iPhone, iPad, Android and app.invintory.com, and it is the same form you get when you edit an existing bottle — so nothing here is a one-time decision. To change many bottles at once, select them and edit in bulk. Editing needs editor access: if you joined the collection as a viewer you can see these fields but not change them.
Next steps
How to add bottles to your collection — the steps this form belongs to
How to bulk edit bottles — set any of these fields on many bottles at once
Understanding VinLocate — the 3D positions the location text sits alongside