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Coffee roasters and tea traders · CRM

Record every cafe, office and trade buyer so no reorder date is forgotten.

A CRM for a roaster or tea trader is the record of who buys what, when they last ordered and when they are due again. GullySales sets up the record, the fields that matter to your trade and the habit of using it.

Tell us what you needor call +91 80958 58589

Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

Coffee beans, a press and cups arranged for a product presentation

What CRM means

A CRM is the record where every enquiry, call and quote is kept against a customer, replacing separate notebooks, spreadsheets and memory. GullySales sets up or cleans an existing CRM and reports from it by enquiry outcome rather than by activity logged.

Also for coffee roasters and tea traders

Sales and marketing for coffee roasters and tea traders, the overview.

Last updated 22 Oct 2026.

For coffee roasters and tea traders

Where it usually goes wrong, and what we would do.

  • “A reorder date lives in the owner's head”

    A cafe uses a sack in a certain stretch of time. The owner knows, but a notebook cannot remind the team, and the cafe calls a rival the day stock ends. A record with the sack size, the usual order gap and the last delivery date lets a team member call the cafe on the right morning, even when the owner is travelling.

  • “Samples sent are leads in waiting”

    Each sample box posted is a possible order. Without a log of what was sent to whom, follow-up depends on memory. Note the lot, the roast and the grind in each sample entry, so a tasting reply such as "too bitter" or "loved the washed lot" can be matched to the right coffee.

  • “Buyer preferences are buried in chats”

    Grind, pack size, roast level and delivery day sit in old WhatsApp messages. A record brings them together before the next order. Keep the buyer's grind, pack size, roast level and delivery day in fields of their own, so the dispatch team packs correctly without scrolling through old chats.

  • “Tea traders carry credit in notebooks”

    Who owes what, and since when, decides whether the next lot ships. A shared record stops the same question being asked twice. Record credit days, the invoice date and the amount outstanding next to each tea buyer, so the person booking the next dispatch can see it first.

What we do

What we deliver for coffee roasters and tea traders.

Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.

  1. Fields for your trade

    Buyer type, product, grind, pack size, delivery day, credit terms and last order date set up in a simple tool.

    Result: The record reads like your business.

  2. A sample log

    Every sample logged with the buyer, the lot and the follow-up step.

    Result: No sample goes out unfollowed.

  3. Reorder reminders

    A reminder per buyer based on their own order rhythm.

    Result: The team calls before the stock runs out.

  4. A simple pipeline view

    New enquiry, sample sent, tasting done, first order and standing order shown as stages.

    Result: You see where each buyer stands.

  5. Team habit and handover

    A short routine for entering updates and a person responsible for the record.

    Result: The record stays alive after setup.

How the result is measured

  • Enquiries logged in the CRM
  • Data completeness
  • Reports generated from CRM data

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full CRM implementation and customisation page

Who it is for

This is written for these coffee roasters and tea traders.

  • Specialty coffee roasters selling whole beans to cafes and homes
  • Filter coffee roasters and chicory blenders supplying restaurants, hotels and households
  • Estate and plantation roasters selling their own Chikmagalur, Coorg, Wayanad or Araku beans
  • CTC and orthodox tea blenders and packers selling to retailers
  • Tea traders buying at the Kolkata, Guwahati, Coonoor or Kochi auctions for resale
  • Loose leaf and gourmet tea sellers for gifting and subscriptions
  • Green tea, masala chai and instant premix makers for offices and vending
  • Bulk suppliers of coffee and tea to hotels, caterers and institutional kitchens
  • Exporters of Indian coffee and tea to overseas importers

How it works

From your first message to the first report.

No open-ended retainer. Every step gives you something in writing.

  1. First

    Your brief

    You tell us what you need in a few short steps: your business, what you want, where enquiries come from and how they are handled.

  2. After the brief

    A conversation and a written scope

    We read it, then talk with whoever handles your enquiries. If you want our help, the scope, the fee and the reporting come in writing, and nothing starts before you have read them.

  3. Before work starts

    Baseline recorded

    The numbers this work is meant to move, such as enquiries, quotations, orders, visits or renewals, written down so every later report has an honest comparison.

  4. After the baseline

    The first fix goes live

    The fix we agreed to start with is put in place and measured against the baseline, whether that is a reply, a follow-up, a page, a listing or the handover between marketing and sales.

  5. As agreed

    Report against the baseline

    What moved, what did not, and what changes next, in plain words. How often you get it is set in writing before work starts.

  6. At renewal

    Renew on the numbers

    The term ends and you decide whether to continue from the results. The length is agreed in writing before anything starts.

How the CRM work runs

  1. 1

    Map the sales process

    We record how a deal actually moves from enquiry to close in your business today.

  2. 2

    Configure stages and fields

    The CRM's pipeline and fields are built to match that process exactly, not a generic template.

  3. 3

    Set up automations

    Reminders, assignment rules and follow-up triggers are configured so routine steps happen without manual effort.

  4. 4

    Test with real deals

    We run the configuration against actual current deals to catch gaps before the whole team relies on it.

Why us

Why owners pick GullySales over an agency.

  • Marketing and sales, as one job

    Most agencies stop at the enquiry. We also fix what happens after it: the reply, the follow-up, the quote and the CRM.

  • The person on the first call does the work

    No account managers in between. You are never handed to someone you have not met.

  • A baseline before anything starts

    Your numbers are written down on day one, so every later report compares against something honest.

  • The fee in writing, split three ways

    Our time, your media spend and production on separate lines. You always see what goes to us.

  • No guarantees we cannot keep

    The term is agreed in writing and never a default twelve months. We never promise a ranking or a lead count, because nobody controls those.

  • One office, and we say so

    Nagarbhavi, Bengaluru. We work across India by call and WhatsApp and travel when a session needs to be in person.

#257, 3rd floor, Sri Nanjundeshwara Complex, Nagarbhavi 8th Block, Outer Ring Road. How we work.

Your brief

Tell us what you need, and we will read it before we call.

Eight short steps about your business, what you want and who decides. Most questions are a tap, and you can skip any you would rather answer on the call.

Tell us what you needor call +91 80958 58589

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
Do I need paid software?
Not at the start. A simple sheet or a low-cost tool is enough to start, and we advise on what fits your size. A sheet with one row per buyer works for the first few dozen buyers, and a simple CRM tool makes sense when several people need to see the same record.
Can the CRM link to my accounts software?
Some tools can. We keep the record light and link only what you will use. Link it only when the same invoice number would otherwise be typed twice, and keep the first set-up small so the team uses it.
Who owns the data?
You do. The record is yours and stays with you. You own it, including the export, and we set up the account under your login.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.
What do you need from us?
Your brief, and a conversation. After that, access to whatever this work touches, such as your website, your accounts or your enquiry record, and time with the people who handle your enquiries.
What if we are not happy with the work?
Tell us and the plan changes. Everything is reported against the baseline, so a number that is not moving is visible to both sides. The term is in your written scope, and the refund and cancellation policy sets out the rest.

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Your next practical step

Tell us what you are trying to grow, and we will read it before we call.

Eight short steps, mostly taps. Skip anything you would rather answer on the call.

Tell us what you need