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Three spreadsheets and one sharp memory got Beanrove to 60+ cafés. Now the roastery runs itself.

Beanrove

At a glance

Beanrove roasts private-label coffee for 60+ cafés on a weekly cycle. At that scale, the weekly order round alone was a full-time job.

Industry
Manufacturing
Client
Beanrove
Cafés
60+ weekly
Before
Three Excel workbooks
Lots
67+ green lots, FIFO

Where it started

Three workbooks, held together by discipline. Sixty cafés is where that stops scaling.

Each week someone messaged 60+ cafés for the coming requirement, followed up with the quiet ones, and consolidated every reply into one tab: 60+ buyers, about 50 component columns, 1,000+ rows.

The blend sheet, the weekly sheet and the stock ledger connected through one person’s attention. Invoices and packet labels were produced separately from the order that created them.

What we built

One database of record for customers, blends, green lots and orders.

  1. The weekly chase now starts itself.

    A Customer agent on WhatsApp asks every café for its weekly order, pre-filled with their usual blends, and keeps them posted: roasted today, out for delivery, invoice attached.

  2. A roast plan with no column maths.

    The engine explodes every order into weighted green components at its roast target and aggregates across all 60+ cafés into one plan. Roast X kg of Balur PSD at 207°, Y kg of CP at 214°. No manual columns.

  3. Stock, invoices and labels from the same order.

    A running balance across 67+ green lots decrements itself on FIFO the moment a roast is confirmed. GST invoices and thermal packet labels come off the same order that created them.

How it works

From the weekly ping to a labelled bag.

  1. 01Ask

    WhatsApp reaches every café with last week’s blends already filled in.

  2. 02Plan

    Orders explode into green components and become one roast plan.

  3. 03Roast

    Confirming a roast decrements FIFO stock across 67+ lots in the same move.

  4. 04Ship

    Invoice and packet label print from the order. The café is told it is out for delivery.

Live inventory

One action updates the plan, the stock and the run.

The weekly chase is gone. The column maths is gone. The logic no longer lives in one head. The operator now runs the roastery instead of its paperwork: approving exceptions, not copying rows.

The value

The roastery runs. The human approves.

  1. 60+ cafés

    The weekly ping, chase and paste into 1,000+ rows is gone.

  2. 67+ lots

    FIFO decrements itself when a roast is confirmed.

  3. The operator

    Approves exceptions instead of copying columns.

The system does the work. The human approves the exceptions.

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