Bookkeeping for coffee roasters
A roaster buys green coffee by the sack, sells wholesale to cafes and offices, and ships retail subscriptions. Mispar separates wholesale from retail income, matches green coffee purchases to stock, and prepares monthly books in your own QuickBooks Online or Xero file. Plans start at $229/mo.
Best for: Coffee roasters, micro-roasteries, wholesale coffee suppliers and roast-to-order subscription brands.
Separated
Wholesale
Matched
Green coffee
Reconciled
Subscriptions
Tracked
Equipment
Where coffee roaster books usually go wrong
- Green coffee purchases not matched to roasted coffee sold.
- Wholesale and retail income in one line.
- Roasting shrink and waste not recorded.
- Equipment financing treated as operating cost.
How Mispar keeps your coffee roasters books clean
Industry-specific accounts and categorization, with the reporting scope agreed before work starts.
Wholesale accounts
Track cafe and office accounts, their terms and their open balances.
Green coffee purchases
Match importer and broker invoices to green stock so roast costs are real.
Subscriptions and online sales
Reconcile Shopify or subscription platform payouts to retail income, net of fees.
Roasting equipment
Track roaster, grinder and packaging machine payments and maintenance apart from bean costs.
Packaging and shipping
Keep bags, valves, labels and shipping costs in their own lines.
Farmers market and events
Record market and event income apart from wholesale and online.
Cold brew and ready-to-drink
Track bottled or kegged product lines apart from bean sales.
Cupping and training income
Record classes and cupping event income apart from product sales.
Roastery rent and gas
Keep roastery rent, gas and utilities apart from retail or cafe space costs.
Private label work
Record private label roasting income and its costs apart from your own brand.
Reports a coffee roaster can use
- Margin by channel: wholesale, retail and online.
- Green coffee on hand and roasted coffee on hand.
- Shrink as a share of green coffee purchased.
- Equipment loans and interest.
A simple, predictable process
From kickoff to your first clean close, here is exactly what happens.
Map channels and billing
We list your sales channels and how each pays.
Set up channel tracking
Channels get tags so income and costs line up.
Reconcile each month
Payouts, green coffee invoices, packaging bills and payroll are reconciled against the bank statement each month.
Deliver monthly statements
Monthly statements arrive ready for your CPA with an open-items list.
Illustrative example
A cafe account orders forty pounds a week on thirty-day terms. Each invoice is matched to the account, the open balance is listed monthly, and the green coffee for those roasts is matched to the sacks it came from. This is an illustration of the method, not a customer case or a guarantee.
Coffee Roasters bookkeeping — your questions
Can you age wholesale balances?
Yes. Open invoices are listed by customer with ages each month.
Can you separate wholesale from subscriptions?
Yes. Wholesale, subscriptions and events are separate income lines.
What do you need each month to keep roaster books?
Invoice and payout reports, importer invoices, payroll reports and access to your bank feeds.
Can you track green coffee stock?
Where purchases and usage are recorded we carry it as inventory. We do not cup or grade coffee.
Do you give tax advice? (coffee roasters)
No. We keep the books and hand them to your CPA.
Can you track several cafes on terms?
Yes. Each account has its own open-balance list each month.
Do you work from Shopify?
Yes. We work from its payout and order reports, matched to your bank.
Can you track wholesale and retail separately?
Yes. Each channel has its own income and cost view.
Can you track private label clients?
Yes. Private label accounts are tagged so their margins are visible apart from your brand.
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POS reconciliation, COGS, shrinkage, vendor payables, and sales-tax remittance — clean end to end.
Learn more →Customers slow to pay?
Our in-house collections team calls and emails customers who owe your company money, so you can stay focused on the work.