A CRM built for coffee roasters
Subscriptions, wholesale standing orders, roast plans and green stock in one place — Sunday night’s billing run writes Monday’s roast plan by itself.
Free · no signup · a real plan and price in ~10 minutes, in your words.
- to a working prototype
- ~1 week
- to start
- €500
- that writes itself
- Roast plan
Off-the-shelf CRMs were built for a sales team. Not for cafés & coffee roasters.
Sunday night is billing, label printing and roast planning done by hand, in that order, until midnight. Miss one bag and a subscriber cancels over it — and tells the internet why.
Standing orders live in a spreadsheet and the owner’s memory. The week someone’s on holiday, a café rings at 7am asking where their espresso is — and starts tasting the competition.
Green stock gets counted by walking into the store room. The Ethiopian runs out mid-roast, a blend quietly changes, and the first you hear of it is a wholesale customer asking what happened.
Net-30 invoices don’t chase themselves. A roastery can be owed a month of turnover and only notice when the green coffee bill lands and the account looks thin.
See it from the inside
What your CRM would look like — screen by screen.
Not stock screenshots — this is the shape of the system we’d build for cafés & coffee roasters: your records, your stages, your words. Click through the screens.
The roaster’s morning screen — what the drum owes today, which wholesale orders ship, and what the automations already did before six.
A real starting point
Here’s the analysis we’d start from — for cafés & coffee roasters.
Not a template. This is the data model, pipeline and automations a business like yours actually runs on — mapped in your words. Your free analysis produces exactly this, shaped to you.
Your system, mapped
Your pipeline, exactly as your CRM would show it — your stages, your words. This is what we build from.
What it tracks
Where customers reach you
Connects to
Busywork the system takes over
- Sunday billing run — charges subscribers, prints labels and writes Monday’s roast plan
- Standing order generation — raises each account’s weekly order and books its drum time
- Green stock alerts — flags any origin running short against the roast plan
- Invoice chasing — nudges Net-30 accounts at 30, 37 and 45 days
What this replaces — where it hurts today
- Sunday billing done by hand
- Standing orders from memory
- Green stock counted by eye
Your price, from your answers
Standard scopePrototype · 1 weekstart here
€500
- Account + subscription records
- One week’s roast plan board
- The Sunday billing run
Full build
€4,000–€7,500
Estimate — it becomes one fixed price on the free call. Never hourly, no surprises.
What sets your scope
- · Subscriptions with billing & labels
- · Standing orders feeding the roast plan
- · Green stock tracking & alerts
Run · monthly
€180/mo
Hosting, monitoring, fixes and small improvements.
If you go all the way: ≈ €6,160 first year, all-in — and you own everything. Today's only decision is the €500 prototype.
Questions cafés & coffee roasters ask us
- Our subscriptions run through Shopify — does that stay?
- Yes — keep selling wherever you sell. Shopify orders and subscriptions flow straight onto the board, join the same roast plan as your wholesale accounts, and the storefront stops being the thing you plan a roast day from.
- Roast days are chaos — will anyone actually update a system mid-shift?
- Mostly they won’t have to. The plan is written from the orders overnight, batches are ticked off with one tap at the drum, and stock counts down as bags are packed. The system does the bookkeeping; the roaster roasts.
- How long until we’re live?
- A working prototype in about a week for €500. The full build usually lands in three to six weeks, depending on how many sales channels and integrations are in scope.
- Who owns the system and the data?
- You do — entirely. It’s your system, hosted for you, and you can export everything at any time. No per-seat lock-in.
Have a mess like this one?
Book a free 30-min call. We’ll sketch what your version of this system would look like — and put a number on it.
More businesses like yours
Find yours →Coaching & consultancy
Clients, sessions, programmes and invoices in one place — reminders and renewals chase themselves, so you spend your day coaching, not chasing.
See the plan
Watersports & beach clubs
Bookings, gear, instructors and sessions on one board — a weather hold is one tap to rebook the whole session, not a morning of refunds.
See the plan
Swim schools
Students, lessons, lanes and instructors on one board — the waiting list places itself, and every badge, assessment and term fee lives in one place.
See the plan