As a coffee roaster, having effective inventory management workflows is crucial not only for keeping your business running smoothly but also for its ability to scale. It ensures that you have enough green coffee to roast, avoids waste and spoilage, and helps you track your profits and losses. 

1. Keep track of your green coffee inventory

The first step in effective inventory management is to keep track of your green coffee inventory. You can do this by creating a spreadsheet or using inventory management software. Make sure you update your inventory regularly and keep track of the following information:

• Coffee origin

• Coffee variety

• Coffee processing method

• Purchase date

• Quantity purchased

• Price paid

• Storage location

2. Monitor your roast inventory

Once you roast your coffee, you need to track your roasted inventory. This includes keeping track of the following information:

• Coffee roast date

• Coffee blend or single origin

• Roasted weight

3. Set par levels

Setting par levels is essential for making sure you have enough coffee to fulfill your orders without overstocking. Par levels are the minimum amount of coffee you need to have in stock to fulfill orders until your next delivery. Keep in mind that you’ll need to adjust your par levels based on seasonality and demand. 

We recommend monitoring this weekly for a month in advance. Give yourself plenty of time from ordering to receiving to avoid extra stress, especially around the holidays when many freight carriers have holiday closures and delays. 

4. Monitor your sales

Monitoring your sales is essential to understanding your inventory management needs. This includes tracking the following information:

• Coffee type

• Coffee roast date

• Quantity sold

• Price sold

• Customer

• Time of year (Seasonality)

5. Conduct regular inventory audits

Regular inventory audits are essential for identifying any discrepancies in your inventory levels. You should conduct a full inventory audit at least once a year and partial audits quarterly.

6. Use inventory management software

Inventory management software can help you streamline your inventory workflows, automate processes, and reduce the risk of errors. You can use software to track inventory levels, set reorder points, and generate reports.

A few industry specific favorites include RoasterTools and Cropster

Effective inventory management workflows can help you save time and money, reduce waste, increase profits, and decrease stress. With a little effort up front and using a proactive approach to your inventory workflow, you’ll have a much better pulse on where your business is and where it’s going.