Bean subscriptions
Weekly, fortnightly or monthly beans with automatic billing, failed-card retries and a roaster's choice option.
Coffee roaster software: subscriptions & café wholesale
Coffee roasters: subscriptions for home, wholesale for cafés. Roast to order.
Subscriptions live in a spreadsheet. Cafés text their orders at 11pm. Roast day gets planned on the back of a green bean invoice. We build subscription, wholesale and roast planning systems for coffee roasters that all talk to each other, then we host them and look after them.
Looking for coffee roaster software that handles subscriptions and café wholesale?
A coffee roastery is a manufacturer, an online shop, a wholesaler and often a café too. Home subscribers want their beans fresh and ground right. Cafés want their standing order on the doorstep before the Monday rush. Meanwhile someone is adding up orders from Shopify, texts and emails to work out how many batches of the house blend to roast.
Wollopit builds custom roastery software around how you actually roast. Subscriptions, web orders and café orders flow into one roast list sized to your roaster's batch capacity. Green stock drops as you roast. Bags get labelled with the right grind and roast date. Shipping labels print in a batch and tracking goes out on its own. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from coffee roasters
Does your coffee roastery have these problems? Here's how we'd fix them.
Most roasters we talk to roast beautiful coffee and run the business on a spreadsheet, a group chat and a very full notebook. It holds together until a big café order lands on roast day.
- The problemSubscriptions run by handA spreadsheet of who gets what, cards charged one at a time and a customer who asked to pause three weeks ago still getting beans.How we fix itBean subscriptions that bill themselves, with pause, skip and swap from the subscriber's own account.
- The problemCafé orders by text at nightOrders arrive by SMS, Instagram DM and email at 10pm. Then they get retyped into Xero the next morning.How we fix itA wholesale portal where cafés reorder at their own pricing, set standing orders and get invoices straight into Xero or MYOB.
- The problemRoast quantities guessedYou add up subscriptions, web orders and café orders on a notepad, then roast a bit extra just in case.How we fix itA roast list generated from every order, rounded to your batch sizes with roast loss already allowed for.
- The problemWrong grind in the bagSomeone grinds for espresso when the customer brews plunger. They email, you resend and you wear the cost.How we fix itGrind choice locked to every order and printed on the packing slip and the bag label.
- The problemGreen beans run outYou find out the Colombian is nearly gone when you go to roast it. The next shipment is six weeks away.How we fix itGreen stock that drops as you roast, with lot tracking, low-stock alerts and supplier lead times built in.
- The problemLabels and shipping by handCopying addresses into Australia Post or Sendle one at a time, then emailing tracking numbers by hand.How we fix itLabels printed in a batch from the packing screen with tracking sent to customers automatically.
- The problemFreshness slipsBags sit on the shelf past their best and nobody can tell which roast date is which.How we fix itRoast dates on every label, roast-to-order dispatch and retail stock that sells oldest first.
- The problemGear sold off the side of the deskGrinders, brewers and filter papers sold through a different shop with no real stock count.How we fix itAn equipment store in the same shop as your beans, with bundles and service bookings for café machines.
- The problemChasing café accountsCafés on 14 or 30 day terms drift past due and you're chasing them between batches.How we fix itAccount balances, credit limits and automatic reminders, with orders held when an account goes too far over.
- The problemMicro-lots gone in a dayA small lot of something special sells out before your regulars even see the email.How we fix itRelease drops with subscriber-first windows, purchase limits and back-in-stock alerts.
02What we build
Solutions
What we build for coffee roasters. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Subscriber accounts
Customers pause, skip, swap beans, change grind or move their delivery date without emailing you.
Wholesale portal
Café logins with their own pricing, two-tap reorders and order history on any phone.
Standing orders
Weekly café orders that repeat on their own, with easy one-off changes for busy weeks.
Roast list generator
Every order turned into batches by blend and origin, sized to your roaster with roast loss included.
Green bean stock
Sacks, lots and origins tracked from arrival to roast, with low-stock alerts and supplier details.
Packing & grind
A packing screen with bag sizes, grind settings and roast dates so the right bag goes out every time.
Shipping & labels
Australia Post, Sendle or StarTrack labels in a batch, local delivery runs and tracking emails.
Online shop
Single origins, blends, gift subscriptions and gift cards with tasting notes and brew guides.
Equipment store & servicing
Grinders, brewers and accessories with bundles, plus machine service bookings for café clients.
Invoicing & accounts
Wholesale invoices into Xero or MYOB, payment terms, credit limits and overdue reminders.
A website that smells like coffee
Hand-built, quick on mobile and built to rank for 'coffee beans online' and 'coffee roaster near me'.
03The systems
The big ones
Your whole roastery, on one system.
These are the systems roasters ask us about most. Each one works on its own and they get properly clever when they're joined up.
Bean subscriptions
Subscriptions that bill, roast and ship themselves.
Home brewers sign up once and their beans turn up fresh on schedule. They manage everything from their own account so you stop answering 'can I skip next week' emails. Every subscription lands on the right roast day automatically.
- Weekly, fortnightly or monthly plans
- Automatic billing through Stripe
- Failed-card retries and reminders
- Pause, skip and swap beans
- Grind and bag size per subscriber
- Roaster's choice rotation
- Gift subscriptions with a start date
- Subscriber-first release windows
- Renewal and dispatch emails
Café wholesale
Cafés order in the portal. Not by text at midnight.
Every café gets a login with their pricing, their usual order and their account balance. Standing orders repeat on their own and invoices go straight into Xero or MYOB. You wake up to a clean order list instead of a phone full of messages.
- Café accounts with their own pricing
- Standing weekly orders
- Two-tap reorders on a phone
- Order cut-off times before roast day
- Invoices into Xero or MYOB
- Payment terms and credit limits
- Overdue reminders and order holds
- Delivery runs grouped by area
- Equipment and servicing requests
Roast planning
Know exactly what to roast before you light the roaster.
Subscriptions, web orders and café orders roll into one roast list for the day. It works out batches by blend and origin from your roaster's capacity and allows for roast loss. The list sits on a screen in the roastery so everyone knows what's next.
- Roast list built from every order
- Batches sized to your roaster
- Roast loss worked out per bean
- Blend recipes split into components
- Roast days and order cut-offs
- Retail shelf top-ups included
- Batch log with roast dates
- Works alongside Cropster if you use it
- Screen view for the roastery
Green stock
Green beans that tell you when they're running low.
Every sack is logged by origin, lot and supplier when it arrives. Stock drops as you roast so you always know what's left in the warehouse. Low-stock alerts allow for shipping lead times so the next order goes in early.
- Sacks logged on arrival
- Origin, lot and supplier records
- Stock drops as batches roast
- Weeks of cover per bean
- Low-stock alerts with lead times
- Cost per kilo roasted
- Lot traceability for every bag
- Cupping notes per lot
Packing & shipping
The right grind, the right bag, out the door.
A packing screen shows every order with its bag size, grind and roast date. Labels for bags and parcels print in a batch. Tracking goes to the customer without anyone copying a single address.
- Packing screen by roast day
- Grind setting on every slip
- Bag labels with roast date
- Batch shipping labels
- Australia Post, Sendle and StarTrack
- Local delivery runs
- Tracking emails sent automatically
- Click and collect from the roastery
04How it changes
Before and after
A roast day, wolloped.
Here's how a Thursday roast day could change. Every roastery is different, so we map yours first.
Before
- Scroll through texts from cafés over breakfast
- Export Shopify orders and match them to the subscription spreadsheet
- Add it all up on a notepad and roast a bit extra
- Find out the decaf green is nearly gone
- Grind and bag from handwritten notes
- Copy addresses into Australia Post one at a time
After
- Café orders are already in the portal
- Subscriptions and web orders merged overnight
- Roast list generated in batches for your roaster
- Low green stock flagged last week
- Packing screen shows grind and bag size per order
- Labels print in a batch and tracking sends itself
05Services
Everything under one roof
Software, websites and systems for coffee roasters.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for coffee roasters
Built around how your coffee roastery actually runs: bean subscriptions, subscriber accounts and the admin in between, in one system you own.
Websites for coffee roasters
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Coffee roastery system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for coffee roasters
Wholesale portal and standing orders: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Shopify, WooCommerce and Recharge so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your coffee roastery, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside roasting software you're happy with or replace the ones holding you back.
- Shopify
- WooCommerce
- Recharge
- Square
- Lightspeed
- Stripe
- Xero
- MYOB
- Cropster
- Mailchimp
- Klaviyo
- Google Business Profile
- Australia Post
- Sendle
- StarTrack
- Shippit
- Deputy
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your coffee roastery: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time at the roaster, the packing bench and the office, then work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your subscriptions, café accounts, blends, green stock, shipping, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before your next roast day.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things coffee roasters ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can subscribers change their beans?
Yes. Subscribers can pause, skip, swap beans or change their grind from their own account. The change flows straight into the next roast list.
Can cafés set up standing orders?
Yes. Cafés set a usual weekly order that repeats on its own. They can tweak it for a busy week before your order cut-off.
Will it tell us how much to roast?
Yes. It adds up subscriptions, web orders and café orders, splits blends into their components and sizes batches to your roaster with roast loss allowed for.
We already sell on Shopify. Do we have to switch?
No. If Shopify, Recharge or Cropster is doing its job we build around it and connect it up. If something is holding you back we'll show you what replacing it would involve before anything changes.
Does it work with Xero?
Yes. Wholesale invoices and payments can go straight into Xero or MYOB so nobody retypes them.
How much does a roastery system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like a wholesale portal or roast list can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most coffee roasters we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a coffee roastery problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.