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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.

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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.

The work available for this need. We agree the deliverables and responsibilities for your engagement in writing.

  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

Fields worth keeping

The fields that let a roaster or tea trader remember every sample and reorder.

Blend or lot and grind supplied
Entered by whoever packs the order. It lets you offer the same blend and grind on the next reorder without asking again.
Pack size and usual order quantity
Entered after the first order. It lets you predict when a cafe will run short and call before they ring a rival.
Sample sent, date and result
Entered by the person who posts the box and updated after the call. It turns a free sample into a lead with a recorded outcome.
Credit terms agreed
Entered by the owner. Tea traders carry credit in notebooks, and a field beside the order shows which buyers hold balances.
Documents sent to the buyer
Ticked when FSSAI details, batch information or a GST invoice go out. It stops the same request being answered twice and shows what is missing.
Festive order interest
Noted when a buyer mentions hampers or gifting. It builds the list you call early in the season.

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

Not for

It is not the right fit if.

  • You sell to a small circle of regulars and know each reorder from memory, so a record would repeat what you already hold
  • The person who packs the orders will not enter anything, and the records would lag behind the reorders

Before you decide

Agree the work. Know how to judge it.

CRM for coffee roasters and tea traders: use these checks to prepare, choose the scope, and review what changes.

Bring the right evidence

List the records your team uses and show how an enquiry becomes an order today. Bring examples of duplicate entries, missing owners, and reports that require manual correction.

Make the scope clear

Agree the stages, required fields, access roles, and integrations before configuring the system. Separate software subscriptions from setup, data work, and training.

Check the work in use

Ask the people who will use the CRM to complete a real handover and find the next action without help. Check that the management report can be traced back to individual records.

Know when to change course

If the process is unclear, buying a more complex CRM adds more places for confusion. Start with the minimum fields and rules the team can use consistently.

These are discussion points, not a fixed package. GullySales confirms the deliverables, responsibilities, fee, and term in writing after reading your brief and speaking with you.

How it works

How the CRM work runs

The work itself, in order. How an engagement starts, from your brief to a written scope, is set out on our method page.

  1. 1

    Sales journey agreement

    Your sales lead explains how an enquiry becomes an order, using open deals as examples. We agree which steps belong in the CRM and identify decisions needing your approval.

  2. 2

    Configuration approval

    You approve stage definitions, required fields, ownership rules, and access. Unresolved choices are settled before configuration starts.

  3. 3

    Test environment decision

    We confirm whether your plan provides a trial copy or separate pipeline. Where neither is available, changes to the live system need an agreed approach before work proceeds.

  4. 4

    Connection and rule checks

    Enquiry connections are checked before automations are activated separately. Your nominated owner verifies where records arrive and which person receives each task.

  5. 5

    Sales team acceptance

    The people handling enquiries test open deals from entry through closure. Required corrections are resolved before you approve the switch.

  6. 6

    Switch and ownership handover

    The agreed configuration goes into use, and your CRM owner receives the final record. Any post-switch corrections included in the scope are documented before handover closes.

Where this fits

Three pieces of sales work, in this order.

This work sits inside sales management. A target, a review routine and someone who owns the number.

  1. Step 1

    Sales audit

    Find where deals are being lost and what to fix first.

    Start here if you cannot say where orders are lost.

  2. Step 2

    Sales process design

    One written way to sell, from first enquiry to repeat order.

    Start here if every salesperson sells differently.

  3. Step 3 · you are here

    Sales management

    A target, a review routine and someone who owns the number.

    Start here if the team has targets and no routine.

Tell us what you need Your brief is read before we call. Scope, fee and term in writing.

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.
Can the CRM hold buyers' tasting preferences?
Yes, as short notes: roast level, grind, strength and any dislikes the buyer mentioned. These are business preferences, not personal data, and they help you suggest the right lot on a reorder.
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.

More for coffee roasters and tea traders

Related work to consider.

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