Coffee Roaster Inventory Software
Know what a bag of roasted coffee actually costs you
Green beans go in, roasted stock comes out, and the weight changes on the way through. Stocksmith tracks both sides of that — green lots by origin and supplier, roasted stock by batch — so your inventory and your cost per bag stay accurate without a spreadsheet reconciliation every Monday.
- Green bean stock deducted automatically when you record a roast
- Real cost per roasted bag, from what you actually paid for the lot
- Lot traceability from importer through to the order that shipped it
- Wholesale, subscription and retail orders in one stock pool
No credit card required
| Item | On hand | Status |
|---|---|---|
| Single Origin Ethiopia 250g | 318 | In stock |
| Espresso Blend 1kg | 126 | In stock |
| Decaf Colombia 250g | 24 | Low |
| Green beans, Yirgacheffe | 148 kg | In stock |
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How it works
One roast, three sets of numbers updated
The hard part of roastery inventory isn't counting bags. It's that every roast changes your green stock, your roasted stock and your cost base at the same time — and doing that by hand is where the numbers drift.
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1
Log the green lot when it lands
Record the purchase against a supplier with its landed cost — bean price, freight and duty included. That's the number every downstream cost is built from.
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2
Record the roast as a batch
Enter what went in and what came out. Green stock comes down, roasted stock goes up, and the weight lost in the roast is accounted for rather than quietly ignored.
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3
Sell from one stock pool
Wholesale, subscriptions and online retail all draw down the same roasted stock, so you're not maintaining a separate count per channel.
Costing and margins
Your cost per bag moves every time green prices do
Most roasters set a wholesale price once and revisit it a year later. In between, the C-price moves, freight moves, and the margin you think you're earning on a 1kg wholesale bag isn't the margin you're actually earning.
Stocksmith recalculates cost per unit on a weighted-average basis as new lots arrive at new prices, so the figure you're pricing against reflects what you've actually been paying — not what you paid the first time you costed it.
Packaging, labels and valves are tracked alongside the beans, so the cost of a retail bag includes the bag.
Traceability
Trace a bag back to the lot it came from
Wholesale accounts and specialty buyers increasingly want origin detail they can put on their own menu, and if something is wrong with a shipment you need to know which roasts used that lot and who received them.
Stocksmith records lot numbers against green purchases and carries them through each roast to the orders that shipped, so the chain from importer to customer is one lookup rather than an afternoon in your inbox.
Plan note: batch and lot tracking, plus traceability reports, are included from the Indie plan ($99/month, or $83/month billed annually) upward. The Pro and Studio plans cover inventory, recipes and costing without lot-level tracking.
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Stocksmith connects everywhere you sell
Import orders automatically and sync stock levels across all your channels — so you never oversell or run out of stock.
Who is Stocksmith for?
Stocksmith suits roasteries that sell what they roast — wholesale accounts, subscriptions, retail bags — rather than cafes reselling someone else's beans.
It fits best once you're running regular production, holding multiple green origins, and finding that the spreadsheet you started with can't keep up with blends, packaging sizes and wholesale pricing at the same time. If you're managing a handful of origins across several blends and SKUs, that's the point where manual tracking usually starts costing more than it saves.
If you run a cafe rather than a roastery, our free coffee shop inventory spreadsheet is a better starting point.
Frequently Asked Questions
Can Stocksmith track green beans and roasted coffee separately?
Yes. Green beans are tracked as materials and roasted coffee as products, with the roast recorded as a manufacture between them. When you log a roast, green stock is deducted and roasted stock is added in the same step, so both levels stay accurate and the weight change through the roast is captured rather than estimated later.
How does Stocksmith calculate the cost of a roasted bag?
Cost is built from the landed cost of the green lot — beans, freight and duty — plus packaging and any other materials in the recipe. As new lots arrive at different prices, Stocksmith uses weighted-average costing, so your cost per bag reflects what you have actually been paying rather than a figure set once and left alone.
Can I trace which orders contained a specific green lot?
Yes, on the Indie plan and above. Lot numbers recorded against a green purchase carry through each roast that used it and on to the orders that shipped those bags. That gives you the full chain from importer to customer in one lookup, which is what you need if a lot has to be withdrawn or a wholesale buyer asks for origin detail.
Does Stocksmith handle blends as well as single origins?
Yes. A blend is set up as a recipe with each component origin and its proportion, so blending draws down the right quantity of each green lot and costs the finished blend from the actual prices of its components. Multi-stage production is supported too, so a blend that is roasted then packed into several bag sizes tracks correctly at each step.
Which plan do I need for a roastery?
It depends on whether you need lot tracking. Pro ($24/month, or $20/month billed annually) and Studio ($49/month, $41 annually) cover inventory, recipes and costing. Indie ($99/month, $83 annually) adds batch and lot tracking plus traceability reports, which is what most roasters selling wholesale need. Every plan includes a 14-day free trial.
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