We're already on RoasterTools or another system. What does switching actually involve?

We bring your customers, locations, catalogs, per-customer prices and order history across, and link each migrated order to the invoice it was billed on, so you can see what came over and what didn't. For the roaster we moved, that was 9,800+ orders. That matters more than it sounds: reporting, customer history and account standings are worthless if they start from zero on migration day. You keep ordering in your current system until your date, then switch. Setup and migration are free, not a professional-services line item.

How long does a switch take?

The roaster we moved took ten weeks, against a fixed date their old system was ending on, with no gap in ordering. We plan your go-live a few weeks ahead of the date your current contract ends.

What about customers who keep calling or texting their orders?

Keep taking them. Your team enters a phone, text or email order in the same place portal orders land, at that account's own prices, so every order ends up in one record however it arrived.

Why not use Shopify's B2B or a wholesale app?

You can, and it works as long as someone keeps it working. Below Shopify Plus, B2B allows three catalogs for the whole store, so per-account prices turn into workarounds, and every app on top is one more thing to update when something changes. effizient is set up for you, kept running for you, and works whatever your web store runs on.

Do we need someone technical to run it?

No. We set it up, move your history across and keep it running. There's nothing to install and no plugins to update. When you need something, you have a direct line to a named contact.

Does this replace our accounting system?

No. QuickBooks or Xero stays your book of record, and your accountant keeps working there. effizient writes the invoices into it, keeps them in sync with the orders, and tells you when one didn't arrive.

Can accounts pay online?

Yes. Accounts pay their invoices online, by bank transfer or card, and each payment is recorded against its invoice in QuickBooks or Xero. Payments run through your own Stripe account, connected to effizient, so the money goes straight to you. Accounts that pay by check can keep doing so. Bank transfers cost 1% + $1, never more than $20, and cards 3.5% + 20¢, with Stripe's fees included.

We use Xero. Does that work?

Yes. effizient syncs with QuickBooks Online and Xero.

We sell online too. Does that work?

Yes. Orders from Shopify and other online stores sync in, so they sit alongside your wholesale orders.

Why flat pricing when everyone else charges per pound?

Because per-pound pricing is a tax on growing. Roast 40% more this year and your software bill goes up 40%, for software that does exactly the same job. Our bands are set by wholesale locations, so the bill tracks the size of the business you are running rather than how good a year you had. Roast 40% more into the same accounts and nothing moves. Setup and migration are free, and there's no contract to exit.

Who do we talk to when something goes wrong?

Your named contact at effizient, directly, not a ticket queue. You'll hear back within one business day.

What if we want to leave?

There's no contract and no minimum term: cancel if it isn't a fit. Your full data comes with you on request, at no charge.

Wholesale ordering for coffee roasters

Stop being the order desk.

Q: Do you do production planning?

effizient gives you this week's demand from the orders customers actually placed, with blends broken down through their recipes. The roast schedule itself stays in the tool you use today.

Your accounts order from their own portal at their own prices, and phone and email orders land in the same list. Every order becomes an invoice in QuickBooks or Xero, and every payment lands against it. Nothing typed twice.

We set it up and bring your history across, free. Your team keeps prices and accounts current, in one place instead of four.

Book a 20-minute call See how it works

A café's order form on a phone, with their usual orders to start from and their own price against the catalog price, in front of the roaster's planning board, where orders sit on their delivery day and new ones wait for approval — Your buyers order on their phone; the order lands on your planning board. Shown with sample data.

How it works

From the order to the books.

Most roasteries run these steps across several systems and a whiteboard, then fix the gaps by hand at month end. Here they are one chain, and each step starts from what the one before it decided.

01
Order

Customers order at their own prices, from their own catalog, without calling anyone.
02
Demand

Real orders add up to this week's requirement, with blends broken down through their recipes. Not a forecast - what people actually bought.
03
Fulfill

Orders land on a board by delivery day, where your team approves, reschedules and fulfills them.
04
Invoice

Fulfilling an order sends its invoice to your accounting, due on the location's terms. Accounts pay it online, by bank transfer or card, and the payment is recorded against it. Change the order and the invoice follows.

A café's order form: their delivery date, reorder cards built from past orders, and the product list — 01 The order form your buyers use: their usual orders to start from, and their own prices.

The demand page: roasted coffees with the pounds required, each traced to the blends and sizes that need it — 02 This week's demand, with each blend broken down into the coffees it's made from.

The planning board: three days of local delivery and pickup, with orders on each day and two waiting for approval — 03 The planning board: orders on their delivery day, new ones waiting for approval.

The orders list with a banner saying one fulfilled order didn't sync to QuickBooks, above this week's orders marked portal or staff — 04 Every sync to your accounting is tracked. One that fails is flagged before month end.

Screens from effizient, shown with sample data.

Your accounting stays the book of record.

QuickBooks or Xero: your accountant keeps working there, and every payment, online or by check, lands against the invoice effizient raised.

Orders that still come by phone

Take the call. The order lands with the rest.

Pick the café, reorder one of their past orders or search for a product, and their own prices fill in. The order goes onto the planning board on its delivery day, the same as a portal order, and into your accounting once it's fulfilled.

Each order is marked as a phone order, so you can see which accounts still call, and who might order online instead.

A new order being entered for a café: the source set to phone order, local delivery on the next delivery day, three coffees reordered from a past order at the café's own prices, one below the struck-through catalog price, and a subtotal — A phone order, entered at the café's own prices. Shown with sample data.

Questions your current system can't answer

Ask any of these. Get a straight answer.

“Why does this customer pay this price?”

A price that differs from the catalog traces to the override behind it: its label, its notes and the dates it applies.

HOUSE-5LB-WB  $59.38
← Birchwood Group 5 lb bulk, −5%
← applies from 6 Jul 2026

“What do we roast this week, and for whom?”

This week's demand from the orders customers actually placed, with blends broken down through their recipes and every line traced back to the orders behind it.

Wk 38 · 412 lb across 9 blends
← 38 orders from 21 locations

“Did every order make it into the books?”

Every sync to your accounting is tracked. One that fails is flagged on the order and listed on your orders page, before month end finds it.

1,284 invoices sent · 1 needs attention
#4392: QuickBooks item is inactive

Each of these is a screen in effizient today.

In production

A roaster moved its entire wholesale book in ten weeks, against a hard cut-off date.

375: wholesale locations moved
9,800+: orders of history migrated, all linked to the QuickBooks invoice they were billed on
0: days of ordering lost at cutover

Their previous system was ending on a fixed date. On that date the last order was written to it, and every location was already ordering here.

Why roasters

Roasting is one of the harder operational puzzles in food.

Green bought by the lot, months before you know what you will sell. A roast schedule that has to satisfy orders nobody has placed yet. Freshness measured in days rather than quarters. And a wholesale book where every café pays its own price, for reasons that were agreed in person and written down nowhere.

Every generic tool handles one of those and hands you the rest. We built this because that combination is the interesting problem, and it is still where the product goes deepest - and where it stays.

What it replaces

One bill instead of four, and nothing between them to keep in sync.

The cost isn't the subscriptions. It's the hours spent making four systems agree, and the invoices that go out wrong when they don't.

Order management software: Wholesale portal, catalogs, per-customer pricing
The accounting sync add-on: And it tells you when an invoice didn't make it
The Monday demand spreadsheet: This week's demand, from orders people actually placed
Waiting on checks in the mail: Accounts pay online, by bank transfer or card
The pricing that lives in someone's head: Written down, with the dates it applies

Pricing

Priced on accounts served, not on pounds roasted.

Everyone else in this category prices on volume. Roast 40% more into the same accounts and you fund their roadmap. Here the bill only moves when the business you are running gets bigger, not when the year goes well.

Plans from

$153 a month

Priced by the number of wholesale locations you serve. The plan for your size comes on the call.

Pay by ACH bank debit and every plan costs less, from $149 a month.

When your accounts pay online: bank transfer 1% + $1 (never more than $20), card 3.5% + 20¢, Stripe's fees included.

Book a 20-minute call

Every step on one plan - nothing is an add-on
Setup and migration of your full history, free
No contract: cancel if it isn't a fit
Your full data exported on request, at no charge

Who this is for

A good fit

Coffee roasters with a real wholesale book
Taking orders by email, text and phone, then typing them up
Keeping QuickBooks or Xero as the book of record
Want one record instead of four systems

Not a fit

Roasters who sell only direct to consumers
Looking to replace your accounting system, not keep it
Shopping for roast profiling software
After a point-of-sale system for their cafés

Book a 20-minute call

Tell us how you run wholesale today.

Twenty minutes, no slides: what you use now, where orders and invoices slow you down, and when your current contract is up. If effizient looks like a fit, the next step is a walkthrough set up with your own products and pricing. If it doesn't, we'll say so.

Switching soon?: Bring your contract end date, and we'll walk through how a move works, step by step, and how long it takes.
A direct line, not a ticket queue: Onboarding and support come from a named contact who knows the system inside out. You hear back within one business day.
Who you'll talk to: Michael Wallbaum, who founded effizient. He's from Bremen, where Germany's first coffee house opened in 1673, got hooked on specialty coffee as a startup co-founder and CTO, and spent the years since building wholesale, delivery and financial systems for other businesses.

Based in Austin, Texas.

The order form a wholesale buyer uses: their usual orders to start from, products grouped into blends and single origins with tasting notes, their own price shown against the catalog price, a quantity for each grind, and a running order total — The order form your buyers use, shown with sample data.