CRM for Coffee Shops

• The problem

  An office orders the same coffee and pastry boxes every month and explains it again every time.

  In Kompot.ai

  The office is a contact, and its page holds the previous orders: what they took, for how many people, which floor it was delivered to. A repeat order is a new job with the delivery address and time window, invoiced from your price list.

• The problem

  Wholesale bean customers are invoiced whenever someone remembers to do it.

  In Kompot.ai

  Put each wholesale account on a subscription invoice billed weekly or monthly, with a payment link. Payments are recorded against the invoice, and an overdue one is flagged before the following delivery of beans goes out.

• The problem

  A wedding planner asks for the coffee cart, and the quote is a guess typed into a text message.

  In Kompot.ai

  Cart rental, barista hours, drinks per guest and travel are items in your price list. Send them as an estimate, see when the planner opens and approves it, and follow with a deposit invoice with a payment link to hold the date.

• The problem

  The espresso machine service and the water filter change happen only when something breaks.

  In Kompot.ai

  A scheduled workflow creates the tasks — backflush, descale, filter change, grinder burrs — and assigns them to a person with a due date. The service technician is a contact, with the date of the last visit in a custom field and notes on what was replaced.

• The problem

  Opening and closing duties depend on who is on shift and what they happen to remember.

  In Kompot.ai

  Opening and closing duties are recurring tasks: each one repeats every day, assigned to the shift lead, with the list of duties written in the task. The owner sees on the task board what was done and which tasks are overdue for each barista.

What you keep on record

Office and corporate accounts

The person who orders, the delivery address, the usual order and billing details in custom fields on the company's contact.

Wholesale bean customers

Cafés, restaurants and offices that buy your beans: blend, grind, delivery day and their subscription invoices on one page.

Suppliers and service contacts

The roaster, the dairy, the pastry supplier and the machine technician as contacts, with last service dates and price sheets.

Catering and event price list

Coffee boxes, pastry platters, cart rental, barista hours and after-hours room rental as items for estimates and invoices.

Questions owners ask

What would a coffee shop use a CRM for?

For the business beyond the bar: office catering, the coffee cart and room rentals, wholesale bean accounts, suppliers and service contacts, staff tasks, and all the messages and calls that come with them, in one history.

Can I bill wholesale bean customers on a weekly schedule?

Yes. A subscription invoice can be billed weekly, monthly or yearly. The customer pays by card through the link, and overdue invoices are flagged, so you know who is behind before you roast for them again.

Can I set up recurring tasks for cleaning and machine maintenance?

Yes. Tasks can repeat: set the daily closing list, the weekly descale and the filter change as recurring tasks with an assignee and a due date. On the task board you see what is done, and overdue tasks are listed per person.

Can regulars sign up for a bag of beans every month?

As a recurring invoice, yes. Put the customer on a subscription invoice billed monthly; they pay by card through the payment link, and the paid invoice is your cue to set their bag aside. Their contact keeps the blend and grind they like.