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Supplying quality coffee is a key aspect of success in the beverage business. Choosing the right supplier is a strategic move that can impact the quality of your product, customer satisfaction, and of course, profits. In this article, we will walk you through some key steps to help you decide on your coffee supplier.
1. Define your requirements
Before you start choosing a supplier, determine your basic requirements. Decide what quality of coffee you need, in what volumes it will be ordered, and what features are important for your business. Each coffee covers the needs of a specific target audience, we recommend that you start from the location of your coffee shop or from the taste preferences of your guests. Factors that form the idea of the ideal coffee:
- Location
- Price segment
- Target audience
- Competitor Analysis
Describe your business in detail using these four points and you will develop an understanding of the ideal seed for your business.
2. Research the market
Conduct market research to identify different options for coffee suppliers. Pay attention to ratings, customer reviews, and company reputation. Attend trade shows and events to get to know roasters better and form your own opinion.
The coffee industry often hosts major events that feature roasters from different regions, such as Tiny Footprint Coffee (the largest coffee market exhibition).
3. Check the quality of the coffee
Evaluate the quality of coffee beans offered by different suppliers. Be sure to request coffee samples for tasting, gather your team and evaluate coffee varieties on key characteristics such as aroma, acidity, sweetness, taste and aftertaste. Make sure that the supplier monitors the quality of its products and provides information about the origin of the beans and how they are processed.
Another important point will be the technical support of your supplier. Find out more about the storage conditions of the beans, roasters for roasting and packaging of coffee. Visit your supplier if possible :)
4. Assortment and additional products
In addition to the quality of the coffee, the range and availability of additional products play an important role. Consider the variety of coffee varieties offered by the supplier and its compliance with the taste preferences of your audience. Often, a variety of coffee varieties or the availability of exclusive lots increases your recognition and helps to satisfy the needs of even the most demanding customers.
Having additional products such as drip bags (ground coffee in special bags for quick brewing), tea or coffee accessories will help you expand your range and save time.
5. Pricing
Compare prices from different suppliers. Keep in mind that the lowest offer does not always guarantee the best quality. Understand the pricing structure, discounts, promotions and loyalty programs to get the best deal. Find out in more detail how the roaster reacts to price changes on the market, how often the price list changes and what factors it depends on.
6. Delivery terms
Discuss delivery terms with your supplier. Find out about delivery times, minimum order quantities, flexibility in case of volume changes, and the method of payment for grain. If you need delivery to another city, immediately discuss the cost of transportation, the choice of transport companies, and responsibility for the safety of the goods.
7. Additional service
Assess the quality of partner support from the supplier. Quick response to questions and requests can significantly affect your business. Consider whether you need additional help with renting or purchasing equipment, barista training employees, packaging coffee under your brand, fulfillment, and other issues.
8. Availability of documentation
Check the necessary certificates with the coffee supplier. A mandatory document is a declaration of conformity. The document must be in the name of the current CEO and valid to this day. We recommend concluding a supply agreement and signing it on both sides. Along with the coffee delivery, check the consignment note to record the delivery of the cargo.
Analyzing the supplier on these points will help you make the right choice and start a productive cooperation. Choosing the right partner is a huge step towards developing your business, because a reliable roaster will always strive to maintain high quality coffee for your business.
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