Coffee Roaster Inventory Management Software
BSimple inventory management is purpose-built for the complexity of coffee roasting:
- Green bean inventory tracked by origin, supplier, and lot code
- Roast batch tracking with unique batch codes
- Blend recipe management and production tracking
- Organic certification tracking and mass balance reporting
- Customer ordering portal for wholesale cafe accounts
- Xero integration with automatic COGS per roast
Coffee roasting is inventory-intensive in a way most generic inventory software just doesn’t understand. You’re not managing tins of paint or reams of paper. You’re tracking green beans by origin and supplier lot, managing roast profiles across multiple drum roasters, blending origins into house signatures, and selling to hundreds of cafes via wholesale accounts.
Generic inventory systems treat coffee like any other product. But your business is the opposite of generic. You need to track where every bean came from, which roast batch it went into, which blend it became, and which cafe ordered that specific batch. You need to know your margins per roast, manage organic certifications for mass balance reporting, and handle customer ordering without losing track of inventory.
BSimple is built for roasters. It understands the flow from green bean arrival through to wholesale dispatch. Your inventory system becomes your production system, your fulfillment system, and your margin tracker—all in one place. No more spreadsheets, no more manual batch tracking, no more guessing on COGS per product.
Green Bean Inventory by Origin and Lot
Every batch of green beans is different. Same origin in different months means different cupping scores, different moisture levels, different prices. Every supplier shipment gets a lot reference that tracks harvest date, farm, altitude, and processing method.
In BSimple, you track green beans not just as a product, but as lots. When a shipment arrives from your Ethiopia supplier, you create a new lot entry: origin, arrival date, lot reference from the supplier, quantity in kg, cost per kg, and tasting notes. This lot is separate from last month’s Ethiopia beans—different price, different handling.
When you purchase from suppliers, you create purchase orders that reference specific lots coming in. When the shipment arrives, you receive against that PO and the beans flow into your green bean inventory linked to that lot code. Your stock levels are always visible in kg. You can see how much Ethiopia Yirgacheffe you have from last month’s shipment versus this month’s arrival.
As your team pulls green beans for roasting, the lot is tracked through to the roast batch. This means at any point you can see which lots are in stock, which have been used, and which are allocated to upcoming production runs.
Roast Batch Tracking and Blend Recipes
Every roast you pull from your roaster deserves a unique identifier. In BSimple, each production run generates a batch code—timestamp-based or sequential, your choice. This batch code is your traceability link. You record which origins went into this batch, how much of each, the roast temperature, roast duration, drop time, and cupper’s notes.
If you’re blending, you define blend recipes in BSimple. Each house blend specifies the percentage of each origin—maybe your signature is 60% Brazil Cerrado, 25% Ethiopia Yirgacheffe, 15% Colombian Huila. When you roast that blend, BSimple calculates exactly how much of each origin to use, deducts those quantities from your green bean lots, and logs the batch with the recipe linked.
Your finished roasted inventory is now tracked by roast batch. You can see what’s roasted, what’s been ground, what’s been packaged. Each product in your roasted inventory has a batch code linked back to its green bean origins and roast date. When a cafe orders your signature blend, you pull from available roasted inventory, and the invoice shows which batch they received.
For organic certification and mass balance reporting, BSimple tracks the percentage of certified organic green beans in each batch. If you roast a blend that’s 70% certified organic, the roasted product inherits that certification status for compliance and customer communication.
Learn more about production tracking in our manufacturing inventory management guide.
Wholesale Accounts and Xero Integration
Your cafes need a simple way to order without picking up the phone. BSimple includes a customer ordering portal where each cafe account logs in and sees your products with their negotiated wholesale pricing. A cafe customer sees your roasted blends available, current stock levels, their pricing, and can place orders instantly. No email chase, no pricing confusion, no stock surprises at delivery.
Orders placed through the portal flow into your fulfillment queue. Your team picks roasted beans (by batch), packs the order, and confirms dispatch in BSimple. At dispatch, an invoice is created automatically in Xero with the correct line items, quantities, pricing, and GST.
The invoice also logs which roast batch was shipped to which cafe. This is important for traceability—if a cafe has a quality issue with a batch, you know exactly which green beans went into it and can trace it back to origin.
Xero integration also gives you COGS tracking by roast. Your coffee cost per kg is calculated based on green bean cost, wastage during roasting, and packaging. You can see your margin per batch, which origins are most profitable, and which cafe relationships are your best earners.
Check out how BSimple handles order management in our order management software guide.
Streamlining inventory management is crucial for coffee roasters to stay on top of their bean supplies and production. BSimple’s intuitive Business Process Management Software helps roasters track stock levels, forecast demand, and integrate seamlessly with Xero accounting for invoicing and reporting. Plus, our inventory management tools work across multiple warehouses, ensuring you never run out of your specialty blends. Elevate your coffee business with BSimple’s comprehensive stock management solutions.
Frequently Asked Questions
Can BSimple track green coffee beans by lot and origin?
Yes. Every green bean shipment is tracked as a separate lot with origin, supplier, lot reference, arrival date, and quantity. Different lots of the same origin are managed separately, so you know exactly which beans are in stock and which have been used in production.
How do I track roast batches in BSimple?
Each roast batch gets a unique code. You record which green bean lots went into the batch, the roast profile (temperature, time, drop), and cupping notes. The batch is linked to your finished roasted inventory, so you can trace every product back to its roast and origins.
Can BSimple manage blend recipes for coffee?
Yes. Define blend recipes by specifying origin percentages. When you roast a blend, BSimple calculates how much of each origin to use, deducts from green bean inventory, and logs the finished product linked to the recipe and batch code.
Does BSimple support organic certification for coffee roasters?
Yes. BSimple tracks organic certification status for green bean lots and calculates the certified organic percentage for each roast batch. This supports mass balance reporting for organic compliance and customer transparency.
Can my cafe customers place orders online through BSimple?
Yes. BSimple includes a customer ordering portal where wholesale cafe accounts log in, see their pricing, check stock, and place orders. Orders flow to your fulfillment queue and invoices are created automatically in Xero at dispatch.