Order management software for specialty coffee roasters

How orders typically arrive

• Email (body text and PDF attachments)
• Spreadsheets attached to email
• Phone and texted orders, added by your team in one click as manual entries

Common pain points in this vertical

• The same coffee sells whole bean or ground, in 12 oz retail and 5 lb wholesale bags — and the order rarely spells all of it out
• 'The Ethiopia' can mean two lots when a washed and a natural are both on this month's list
• The lineup rotates with seasonals and micro-lots, so last month's shorthand points at a coffee that's gone
• Cafe, bakery, restaurant, and office accounts each have their own wholesale pricing
• Roast-day cutoffs punish slow intake — an order that isn't entered isn't on the schedule

Use cases we hear about

• Capture the standing Tuesday order. The bakery's weekly email becomes a draft against their usual — five of the house blend, two of the single-origin, whole bean — ready to confirm, not retype, before roast day.
• Match bean, grind, and bag size as one line. 'Two of the house blend, one ground' is matched to the right coffee, grind, and bag size together. A request that could be two lots — 'the Ethiopia' when you run a washed and a natural — is flagged, not guessed.
• Apply each account's wholesale pricing. Cafe, bakery, restaurant, and office accounts each get their own pricing as the draft is built, with the rule that set each price shown on the line. A line with no price blocks confirmation instead of defaulting to retail.

Why are wholesale coffee orders hard to capture?

Wholesale coffee runs on habit. The bakery has emailed the same standing order every Tuesday for three years; the cafe replies to last week's thread with "same as last week, swap the decaf to ground"; and none of them will move to a webshop to do it. The orders themselves are specific in ways the messages aren't: the same coffee sells whole bean or ground, in 12 oz and 5 lb bags, the lineup rotates with the season, and every account has its own wholesale pricing. PeasyOrders — order capture built for small and mid-sized US wholesale distributors on QuickBooks Online — reads the emailed orders, matches bean, grind, and bag size to your roast list, prices each account, and drafts every order for review before roast day.

How does PeasyOrders capture coffee orders?

Two lanes, honestly stated.

Written orders are captured on arrival. A forwarding rule sends your order emails in, and PeasyOrders reads the email body and the PDF and spreadsheet attachments. Each becomes a structured draft: lines matched by coffee, grind, and bag size, the account's wholesale price applied with its rule shown, and anything ambiguous flagged. The standing Tuesday email is a draft before your day starts, and a Sunday-night order waits in the queue, structured, for Monday review.

Phoned and texted orders get a one-click lane. Some accounts will always call or text, and PeasyOrders doesn't capture calls, texts, or voicemails. Your team adds those orders in one click as manual entries: same editor, same per-account pricing, same review and export, with "manual" recorded as the origin. The queue stays the single list of the week's orders, however each one arrived.

It also doesn't read photos, scans, or handwriting; a PDF needs a text layer to be parsed automatically. An attachment it can't parse stays on the order, worked inside PeasyOrders in a side-by-side view.

What happens when "the Ethiopia" could be two coffees?

It gets flagged. Run a washed Yirgacheffe and a natural Guji in the same month, and "2 bags of the Ethiopia, half ground" is genuinely ambiguous — so the line waits for a person to confirm it in the draft rather than shipping on a guess. The same goes for a line with no grind or bag size. The system suggests, the operator validates, and unresolved lines block confirmation — which is what keeps the wrong lot out of a cafe's hopper. If only the cafe can say which Ethiopia they meant, the question can go out by email from the draft — the reply links back to the same order.

Does it recognize a standing weekly order?

Yes — the standing order is the heart of a wholesale roasting program. On setup, PeasyOrders reads your past QuickBooks Online invoices once, so each account's buying history is there from day one. From then on it learns each account's shorthand from the corrections your team confirms: "the house" resolves to your flagship blend for one account, "the usual" to a fixed five-line order for another. The standing order comes up as a draft with only the week's changes to review — and it stops living in one person's head before roast day.

Common wholesale coffee orders PeasyOrders handles

What stays with your roasting software?

PeasyOrders owns capture, matching, pricing, and review, then hands off a clean order. Roast profiling, production scheduling, and green-coffee inventory stay with Cropster, Artisan, or RoastLog — roasting software is a different category, and PeasyOrders feeds your planning clean numbers; it doesn't touch a roast profile. Reviewed orders export to QuickBooks Online as an Estimate by default (configurable), or to Google Sheets or CSV. If some accounts order through a wholesale webshop, keep it — PeasyOrders covers the orders that never go through it.

What does it cost?

Plans run $99, $199, and $349 per month by confirmed order volume, with a 30-day money-back guarantee — details on the pricing page.

The bottom line

Your cafes and bakeries will keep ordering the way they always have — the Tuesday email, the reply on last week's thread, the quick call. PeasyOrders captures the written orders with grind and bag size intact, gives your team one click for the phoned ones, prices every line for the account, and flags what needs a human — so roast planning starts from a complete order book instead of a half-read inbox. For the wider picture, see how to automate wholesale order processing.