Odoo ERP for a Coffee Roaster and Wholesaler
A representative example of a growing coffee roaster and wholesaler replacing scattered spreadsheets with one connected Odoo system across purchasing, roasting, inventory, sales and accounting.
The problem
A growing coffee roaster and wholesaler was running on spreadsheets and disconnected tools. Stock, roasting, orders and accounts never quite agreed, and as volume grew the cracks widened into wasted time, errors and guesswork on cost.
The existing process
Green bean stock lived in one spreadsheet, roasting was logged on paper, wholesale orders arrived by email, and the accounts were kept separately. Nobody had a live, trustworthy view, and tracing a roasted bag back to its green bean lot was slow and manual.
Business requirements
- One connected system for purchasing, stock, roasting, sales and accounts.
- Traceability from green bean lot through to the finished bag.
- Accurate roast yield and clear cost per blend.
- Handle wholesale, retail and subscription channels in one place.
The solution
I implemented Odoo across purchasing, inventory, manufacturing, sales and accounting, configured around how a roastery actually works. Roasting was modelled as a production step, and blends as bills of materials, so stock, yield and cost stayed accurate. The first phase was kept lean so the team saw value quickly, then we expanded.
Odoo modules used
Customizations
- Kept deliberately minimal. Standard Odoo features covered most needs, with blends handled through multi-level bills of materials rather than custom code.
Integrations
- Connected the online store so web orders flowed into Odoo automatically, alongside wholesale and subscription orders.
Implementation
Delivered in phases: purchasing and stock first, then roasting and sales, then accounting. Master data was cleaned before migration, real users tested their daily tasks, and there was hands-on support through the first busy days at go-live.
Challenges
- Roasting loses weight, so stock and cost can drift. This was solved by modelling roasting as a production order that accounts for green beans in and roasted coffee out.
- Getting the team to log roasting in the system rather than on paper. This was solved with short, role-based training and keeping the everyday actions simple.
Results
- One connected system replaced the scattered spreadsheets, giving a single source of truth.
- Live stock and sales visibility, instead of waiting on manual reports.
- Full traceability from green bean lot to finished bag, supporting quality and customer trust.
- Clear, consistent costing per blend, so pricing decisions were made with confidence.
- Wholesale, retail and subscription orders handled together, all drawing on the same stock.
This is a representative example that illustrates a typical coffee-industry Odoo engagement, the kind of problem, approach and outcome involved. It does not describe a specific named client, and any details are anonymized. If you would like references for real projects, I am happy to share them directly.
Run a coffee or food business on spreadsheets?
If your stock, production and accounts do not talk to each other, this is exactly the kind of problem I help solve. Let's talk about your setup.
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