Coffee roaster inventory, from green lot to roasted bag
Receive green coffee by lot, record each roast with the weight that really came out, date the roasted lot, and trace any bag back to the green it came from. Counts on the phone, purchase orders to your importers, stock at the roastery and the café.
Free plan: 2 users and 250 items, no time limit. Roast runs from Starter, $19/month.
Ethiopia Guji, green
60kg
− 60 kg
Guji, roasted 250 g
204× 250 g
+ 204
One record from sack to shelf
A small roastery usually keeps green coffee in one spreadsheet, roast logs in another place, and retail stock in the shop’s point of sale. The three drift apart. Nobody is sure how much of a green lot is left until someone weighs the sacks, and roast loss shows up as a vague gap at the end of the month.
InventoryFlo keeps the green, the roasts and the roasted bags in one ledger. Green coffee arrives by lot, each roast run consumes it and produces a roast-dated lot, and every bag that leaves for the café or a wholesale customer comes off the same record.
Green coffee received by lot
Receive each delivery against its purchase order with your lot number and the importer’s lot reference. Keep origin, farm and process as custom fields on the coffee, so they show on every screen.
Roast runs with real yield
A recipe sets the green coffee per batch and the roasted weight you expect. Complete a run with what actually came out, and InventoryFlo records the yield, the difference and the reason.
Roast date on the lot
Give each roast its own lot, numbered by roast date, with a best-before date. The expiring list and a daily alert show roasted lots coming up to their date.
FEFO picking
On a pick list line, InventoryFlo suggests the lot with the earliest best-before date that still has stock, so older roasts ship first. The person picking can choose another lot.
Recall trace
Mark a green or roasted lot as recalled. Its movement history shows the receipt, the roast runs that used it, and every transfer and adjustment since.
Counts from the phone
Count green sacks and retail shelves with the iOS or Android app, including blind counts that hide the expected quantity. Differences post to the ledger with who counted and when.
Lot labels
Print labels with the product, lot and best-before date, as text and in a GS1-128 barcode, from the item page or straight after receiving.
Roastery and café
Keep stock at each location and transfer roasted coffee from the roastery to the café. Lot and best-before travel with the transfer.
Purchase orders to your importers
Raise purchase orders to green importers, send them by email, and receive in part or in full. On Pro, order in the importer’s currency and spread freight and duty over the shipment’s cost.
One lot, start to finish
A week at a small roastery, as InventoryFlo records it.
- 01
Receive
20 sacks of Ethiopia Guji arrive on PO-0142. Lot G-2610 and the importer’s reference are recorded at receiving: 1,200 kg in stock.
- 02
Roast
Run 4 batches of the Guji recipe (12 kg green → 10.2 kg roasted). Enter 39.6 kg out of the roaster against 40.8 kg expected.
- 03
Label
The roasted lot R-2026-10-28 gets a best-before date. Print lot labels for the bags.
- 04
Move and sell
Transfer 12 kg to the café. Pick wholesale orders from the oldest roast first.
- 05
Trace
If the importer flags G-2610, mark it recalled and open its history to see every run that used it. Each run shows the roasted lot it made.
- Expected
- 40.8 kg
- Actual
- 39.6 kg
- Yield
- 97.1%
Limits to know about
- No connection to Cropster, Artisan or other roasting software. Roast profiles stay where they are.
- Online orders are not broken down into ingredients. Green coffee leaves stock when you record the roast.
- The Shopify connection, multi-currency purchase orders and freight allocation are on Pro and Business. Recipes and roast runs start on Starter.
Plans
Lots, best-before dates, counts and purchase orders are on every plan, including Free. Plans grow with items, people and locations.
- Free — 2 users, 250 items, 1 location. Lots and expiry, counts, purchase orders, pick lists and labels.
- Starter $19/mo — 5 users, 2,500 items, 2 locations: a roastery and a café. Adds recipes and roast runs.
- Pro $49/mo — 15 users, 10,000 items, 5 locations. Adds the Shopify connection, multi-currency purchase orders and freight allocation.
- Business $129/mo — 40 users, 50,000 items, 15 locations.
Frequently asked questions
- How does InventoryFlo handle roast weight loss?
- A recipe says what one batch uses and what it should make, for example 12 kg of green coffee for 10.2 kg roasted. When you complete a roast run you enter what actually came out of the roaster. Green coffee leaves stock, the roasted coffee arrives, and the run records the yield and the difference from the recipe. The roasted coffee’s unit cost is the cost of the green it used divided by what you really made, so the loss is in the cost rather than hidden.
- Can I trace a bag back to the green coffee it came from?
- Yes, when you record lots. Each roast run names the green lot it drew from and the roasted lot it produced. From a lot you can open its movement history, which lists the receipt, the run that used it, transfers and adjustments with dates and locations. Mark a lot as recalled and it is left out of FEFO suggestions until you clear it.
- Does a Shopify sale take green coffee off stock?
- No. InventoryFlo does not break an online order down into its ingredients. Green coffee leaves stock when you record the roast run. On Pro, the Shopify connection can take each sale off the roasted coffee it is linked to, with a units-per-sale factor: a 250 g bag takes 0.25 kg off a coffee counted in kilograms.
- Does it connect to Cropster or Artisan?
- No. Roast profiles, curves and logs stay in your roasting software. InventoryFlo tracks the stock side: what green you have, what each roast used and made, and where the roasted coffee went.
- Is it only for coffee?
- No. Anything made in batches from ingredients works the same way: tea blends, chocolate, sauces, baked goods, cosmetics. A recipe lists the ingredients per batch and the expected output, and each run records what was really used and made.
Cropster, Artisan and Shopify are trademarks of their respective owners. InventoryFlo is not affiliated with or endorsed by them.
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