Coffee roasting software that fits the way you work

Coffee roasting software for wholesale roasters: green coffee and contracts, roast plans, roast loss and cafe accounts in one system, for one monthly fee.

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Thornbury Coffee

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AI review4

Sales

Orders

Standing orders

Invoices

Espresso program

Roasting

Roast plan

Batches

Profiles

Cupping

Green coffee

Lots

Contracts

Arrivals

Stock

Roasted and packed

Packaging

Contacts

Reports

Settings

Head roaster

Search batches, lots or orders

Ask AI

Roasting / Batches

R1-1110-03RestingThornbury Espresso · roasted 9:47 AMPrint labelsLog cupping

CoffeeThornbury Espresso

ProfileEspresso v4

RoasterR1 · 70 kg

Roast dateNov 10

Green in132.2 lb

Roasted111.4 lb

Green lotsBR-2207 · Brazil66.1 lb · 50%CO-2231 · Colombia46.3 lb · 35%ET-2219 · Ethiopia19.8 lb · 15%22 × 5 lb bagsBellwether 18 · Copperleaf 4

Steps8

Curve

Lots3

Orders2

Cost

StepStageTargetActualStatus

Charge

R1 · 3 green lots scanned

132.0 lb at 410 °F132.2 lb at 410 °FDone

Turning point

Bean probe low

185–195 °F191 °F at 1:04Done

Dry end

Yellowing at 300 °F

4:30–5:004:41Done

First crack

Gas down to 60%

385–389 °F, 8:40–9:10387 °F at 8:56Done

Drop

Development 2:00–2:20

404–408 °F406 °F at 11:08Done

Cool and destone

Cooling tray, destoner

Under 90 °F in 4 min3:40Done

Weigh and read colorQC check

Roast loss, Agtron

15.5–16.5% · 56–6015.7% · 58Done

Rest and pack

5 lb valve bags · roast date and lot

22 bags at 2:00 PM—Resting

Roast curve · Espresso v4Within profile

Bean tempProfile v4RoR °F/min

Drying4:41 · 42%Maillard4:15 · 38%Development2:12 · 20%

Turning point191 °F at 1:04First crack387 °F at 8:56Drop406 °F at 11:08Development2:12 · 19.8%

Timeline

AllNotesChangesEmailsAI

QC · Change · Nov 10, 9:58 AM

Color and roast loss in spec: Agtron 58, 15.7% loss

Roaster · Change · Nov 10, 9:47 AM

Dropped at 406 °F, 2:12 after first crack

Roaster · Change · Nov 10, 9:36 AM

Charged 132.2 lb from 3 green lots, all scanned

AI · Change · Nov 9, 4:10 PM

Roast plan built from 31 orders shipping Nov 11, approved

AI · Change · Nov 9, 2:25 PM

Bellwether's order updated from email: +24 Guji 12 oz

One order, end to end

Every order in one place,
from green coffee to cash

Where this lives today

Green coffee spreadsheet
Roast logging app
Paper roast sheets
Order emails and texts
Equipment loan binder
QuickBooks

Sales / Orders

SO-4398Closed (paid)Margin locked Nov 5

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CustomerBellwether Cafe

Standing orderWeekly, Wednesdays

DeliveryRoute 2 · 3 cafes

Roast dateOct 20

TermsNet 15

Lines5

Batches5

Delivery

Invoice

Margin

Revenue$2,120.005 coffees, 168 lb

Gross margin37.1%After the espresso program

Roast to delivery1 dayAll roasted Oct 20

Days to pay15Net 15, paid on time

37.1% after Bellwether's $48 share of the espresso program. Every bag was roasted Oct 20 and delivered the next morning, with roast dates and lots on the invoice.

RevenueCostMargin $Margin %

Coffee · 5 lines, 168 lb$2,120.00$1,285.02$834.9839.4%

Thornbury Espresso · 18 × 5 lb at $62.00$1,116.00$661.50$454.5040.7%

Morning Ridge · 6 × 5 lb at $56.00$336.00$210.00$126.0037.5%

Huila, Colombia · 4 × 5 lb at $68.00$272.00$151.20$120.8044.4%

Guji, Ethiopia · 24 × 12 oz at $10.75$258.00$175.92$82.0831.8%

Decaf, Colombia · 2 × 5 lb at $69.00$138.00$86.40$51.6037.4%

Espresso program

2 machines, 3 grinders on loan · weekly share

$0.00$48.00−$48.00—

Total$2,120.00$1,333.02$786.9837.1%

Cost is green at lot cost ÷ (1 − roast loss), plus $0.95/lb to roast and the bag. Espresso program: $11,200 of equipment over 5 years plus service, $48 a week.

Timeline

AllNotesChangesEmailsAI

Bookkeeper · Payment · Nov 5

INV-8698 paid

ACH $2,120.00

AI · Email · Oct 21

Invoice INV-8698 sent

AI-drafted with roast dates and lots

Driver · Change · Oct 21

Delivered to 3 Bellwether cafes

Route 2 · signed, photos attached

Packing · Change · Oct 20

54 bags packed and labeled

Roast date Oct 20 and lot on each

QC · Change · Oct 20

5 batches in spec

Agtron and roast loss logged

Roaster · Change · Oct 20

Roasted on R1 and R2

Espresso R1-1020-03 · 15.7% loss

AI · Change · Oct 19

Roast plan built from 29 orders

16 batches, approved

AI · Change · Oct 19

Updated from Ines Calloway's email

+24 Guji 12 oz for the retail shelf

Sales · Change · Oct 19

Created from the standing order

150 lb of 4 coffees, every Wednesday

AI features

AI does the paperwork.
A person approves it.

AI drafts cafe pricing and order changes, checks green coffee bills against your contracts, follows up on invoices and answers questions about your data. Nothing posts or sends until someone at the roastery approves it.

Wholesale pricing

Turns a new cafe's emailed request into a quote at your wholesale prices, with the espresso program terms they qualify for.

Wholesale coffee for our new cafeTheo Lindqvist, Rookery Bakery

We open Jan 5 and need about 40 lb of espresso a week and 15 lb of drip. Could you also loan us an espresso machine?Thanks, Theo

Q-2214 · Rookery BakeryWeekly from Jan 5Drafted by AI

Coffee	Bags	Price
Thornbury Espresso 5 lb Qualifies for a loaned machine	8	$62.00
Morning Ridge 5 lb Standing order, Mondays	3	$56.00

Order changes

Reads emails and texts from cafes, updates their standing or one-off orders and adds the coffee to the roast plan.

SO-4471 · BellwetherFrom Ines Calloway's emailDrafted by AI

Add24 Guji 12 oz

RoastTue, Nov 10

DeliverWed, Nov 11

18 lb added to Tuesday's Guji roast on R2. The Guji lot runs out about Dec 26, and the next crop lands in May.

Bill capture and 3-way match

Checks green coffee bills against the contract, the arrival and the bags you received.

Bill BG-3307Bellamar Green Coffee · C-2577Matched by AI

	PO	Received	Bill
Brazil (bags)	100	100	100
Price / lb	$4.60	—	$4.72

$0.12/lb over the contract's fixed price on 13,200 lb, $1,584.00 in total.

Collections

Reads replies to payment reminders, checks claims against delivery records and pauses or follows up.

INV-8740 · Copperleaf Cafe$1,286.40 · 18 days lateRead by AI

Nov 6 · Reminder sentYour invoice is 14 days past due.

Nov 9 · Cafe replied"Paying Friday, less $68 for the bag of Huila that arrived split."

Read by AIThe driver's photo shows the split bag. $68.00 credit drafted, reminders paused until Nov 13.

Ask your data

Ask about unfixed contracts, green coverage, roast loss or margins. Every answer links to the records behind it.

What does a 10¢ rise in the C price cost us on unfixed contracts?

Huila275 bags · C-2611+$4,235

Cerrado250 bags · C-2620+$3,300

Guji120 bags · C-2624+$1,584

Contracts priced at C plus a differential, not yet fixed: 91,190 lb, +$9,119 per 10¢, about 12¢ a roasted pound.

Built around how your roastery runs

Ask for it.
We'll build it.

Tell us what you need and we'll build it. Changes are included in your monthly fee.

"Can we cup pre-ship samples and approve them before the lot ships?"Built in 2 weeks

"Can we track the returnable tubs each cafe has out and what comes back?"Built in 1 week

"Can cafes on the espresso program see their 8-week average in the portal?"Built in 2 weeks

"Can office subscriptions skip a week without calling us?"Built in 1 week

Coffee roasting software

Coffee roaster software for wholesale roasters

Green coffee · weeks left

At this week's roast plan, against the next arrival

Nov 10

Green on hand30,284 lb$167,229 at lot costWeekly use7,260 lbFrom the roast planRun out before the next lot2 lotsHuila and Guji

Lot	Coffee	On hand	Weeks left	Next arrival
CO-2231	Huila, Colombia	54 bags · 8,316 lb	4.1	Jan 18 · C-2611
ET-2219	Guji, Ethiopia	46 bags · 6,072 lb	6.6	May · C-2624
BR-2207	Cerrado, Brazil	64 bags · 8,448 lb	2.7	Nov 24 · C-2598
GT-2214	Huehuetenango, Guatemala	31 bags · 4,712 lb	5.9	Dec 2 · C-2605
DC-2209	Decaf, Colombia	18 bags · 2,736 lb	8.3	Dec 15 · C-2609

Huila CO-2231 runs out about Dec 8, six weeks before C-2611 lands. Cedar Point has spot Huila in their warehouse; a draft PO for 80 bags is ready to review.

Green coffee inventory that lasts until the next arrival

Every green lot is tracked by origin, importer, crop and bag, with its contract (fixed, or still open to the C price) and arrival date. Weeks left come from the roast plan, so a lot that will run out before the next one lands shows up while there's time to buy spot.

Lots by origin, importer and crop year
Fixed and unfixed contracts, against the C price
Weeks left at the current roast plan

Roast plan · Tue, Nov 10

Built from 31 orders shipping Nov 11 · oldest green lot first

Today

Coffee	Roaster	Batches	Green	Roasted	Orders	Status
Thornbury Espresso	R1 · 70 kg	6	792 lb	668 lb	14	5 of 6 · 1 held
Morning Ridge	R1 · 70 kg	3	396 lb	333 lb	11	Next
Huila, Colombia	R2 · 15 kg	4	132 lb	112 lb	9	Done
Decaf, Colombia	R2 · 15 kg	2	66 lb	55 lb	6	Done
Guji, Ethiopia	R2 · 15 kg	2	66 lb	56 lb	4	Roasting
Total		17	1,452 lb	1,224 lb	31 orders

Espresso batch R1-1110-05 is held for cupping. A 7th Espresso batch is added after Morning Ridge so all 14 orders still ship tomorrow.

A roast plan built from tomorrow's orders

Standing orders, subscriptions and one-off orders add up to batches for each roaster, with green pulled from the oldest lot first. Change an order and the plan changes with it.

Batches by coffee and roaster
Green needed by lot, roasted weight expected
Each batch linked to the orders it fills

R1-1110-05 against Espresso v4

Thornbury Espresso on R1 · dropped 10:14 AM · profile's reference roast in gray

Held for cupping

This batchProfile v4

Check	Target	This batch
First crack	385–389 °F · 8:40–9:10	387 °F · 8:52
Development	2:00–2:20 · 18–21%	2:31 · 22.1%
Drop temp	404–408 °F	411 °F
Total time	10:45–11:15	11:23
Roast loss	15.5–16.5%	16.6%
Agtron	56–60	54

R1-1110-05 ran 11 seconds past its development window and read 54. It stays on hold until the 2 PM cupping decides where it goes.

Every batch checked against its profile

Each batch records its green lots, roast curve, development time, roast loss and color. A batch outside the profile is held until it's cupped, so it can't be packed by mistake.

Roast profiles with targets by stage
Color, roast loss and development on every batch
Cupping notes and holds on the batch record

Bellwether Cafe · 3 locations

Standing order every Wednesday · route 2 · net 15

Espresso program

Standing order	Bag	Per week	Price	Amount
Thornbury Espresso	5 lb	18	$62.00	$1,116.00
Morning Ridge	5 lb	6	$56.00	$336.00
Huila, Colombia	5 lb	4	$68.00	$272.00
Decaf, Colombia	5 lb	2	$69.00	$138.00
150 lb a week		30		$1,862.00

Espresso, 8-week average88 lb/wkMinimum 80 · metEquipment on loan$11,2002 machines, 3 grindersNext service visitNov 19Main St · gaskets, burrs

Program cost of $48 a week shows on every order's marginEdit standing order

Standing orders and espresso programs, by cafe

Each cafe has its standing order, prices, delivery day and terms in one place. Machines and grinders on loan are tracked with their service visits and the weekly minimum the cafe agreed to.

Standing orders and office subscriptions
Equipment on loan, with service visits
Program minimums against what cafes buy

Included

Everything a wholesale roaster needs, included

One system, no add-on modules to buy.

Sell

Wholesale and standing orders
Office and retail subscriptions
Price lists by account
Espresso and equipment programs
Invoices, credits and payments

Roast

Roast plan from orders
Roast profiles, color and roast loss
Blends and cupping notes
Packing by bag size with roast dates
Cost per pound by coffee

Green coffee

Fixed and unfixed contracts, arrivals
Lots by origin, importer and crop
Weeks left until the next arrival
Green, bag and label POs
Barcode scanning and counts

Money and data

Margin by order and account
QuickBooks and Xero sync
Reports and Ask your data

Pricing

How pricing works

How pricing works

One monthly fee plus a one‑time setup, quoted after we've seen how you work.

Unlimited users, including roasters, packers and drivers
Hosting, data migration, AI features and support included
Changes included, not billed as change orders

Get a demo

Who builds it

Made by Airdev

Airdev has designed, built and supported custom software for over a decade. The same team builds and supports your ERP.

Visit airdev.co

1,000+products built

10M+users

$1B+in transactions

Get started

Get a demo built for your roastery

Tell us how you buy green, roast, pack and sell.After the call, we'll build a demo set up around it.

Get a demo

Coffee roasting software that fits the way you work

Every order in one place,from green coffee to cash

AI does the paperwork.A person approves it.

Wholesale pricing

Order changes

Bill capture and 3-way match

Collections

Ask your data

Ask for it.We'll build it.

Coffee roaster software for wholesale roasters

Green coffee inventory that lasts until the next arrival

A roast plan built from tomorrow's orders

Every batch checked against its profile

Standing orders and espresso programs, by cafe

Everything a wholesale roaster needs, included

Sell

Roast

Green coffee

Money and data

How pricing works

Made by Airdev

Get a demo built for your roastery

Every order in one place,
from green coffee to cash

AI does the paperwork.
A person approves it.

Ask for it.
We'll build it.