Onboarding a new wholesale café account

Updated October 22, 2026 · For specialty coffee roasters with wholesale accounts

The first month with a new café sets the tone. A clean start (the right coffee, the right schedule, and someone they can call) turns a trial into a long-term account.

Collect the basics

Café name, city and delivery address.
Who places orders, and the email they want orders to go to.
Grinders and brew methods, if you offer training.
Payment terms and invoicing contact.

Set the first standing order together

Agree the coffee, bag count and cadence, and the first ship date. Start conservative; it is easier to increase bags than to take back stale coffee. Check in after two or three deliveries and adjust.

Dial in on site

If you can, visit for the first delivery and dial in the espresso with the café’s staff. A café that can make your coffee taste right is a café that keeps ordering.

Give them a way to check

Café owners ask “when’s the next delivery?” more than anything. A page they can check themselves, showing their orders and next ship dates, answers it before they call.