Wholesale coffee order spreadsheet vs a standing order board
Updated October 26, 2026 · For specialty coffee roasters with wholesale accounts
Small roasters with wholesale accounts almost always start with a spreadsheet: café, coffee, bags, how often, next ship date. Each week someone filters for this week’s orders and builds the roast plan from it.
It works until the cadences drift. A café on every two weeks gets shipped weekly because the date wasn’t rolled forward, a paused account gets roasted for anyway, and the café emails to ask when their next bags are coming. Here is a sheet that holds up, and how it compares with a standing order board.
Columns for standing orders
- Café name, order email and city.
- Coffee and bag size.
- Bags per shipment.
- Cadence: weekly, every two weeks or monthly.
- Next ship date.
- Status: active, ready this week, or paused.
Weekly routine
- Filter to orders shipping this week and total bags per coffee for the roast plan.
- Mark each order ready once it is roasted and bagged.
- After it ships, roll the next ship date forward by the cadence.
- Check paused cafés before you roast, not after.
Spreadsheet vs SackOrder
- Accounts
- Spreadsheet A tab
- SackOrder Café accounts with order email and city
- Standing orders
- Spreadsheet Rows you filter
- SackOrder Coffee, bags, cadence and next ship date, sorted by ship date
- This week
- Spreadsheet Filter and add up
- SackOrder Orders sorted by next ship date, marked ready when bagged
- Pausing
- Spreadsheet A color
- SackOrder Pause an order when a café closes for a while
- The café
- Spreadsheet Emails to ask
- SackOrder A private page with its standing orders and next ship dates
- Ship-day note
- Spreadsheet Send it yourself
- SackOrder Optional: the day before an order ships, the café gets a note
- Cost
- Spreadsheet Free
- SackOrder $49/mo Roastery, $99/mo with staff logins
| Spreadsheet | SackOrder | |
|---|---|---|
| Accounts | A tab | Café accounts with order email and city |
| Standing orders | Rows you filter | Coffee, bags, cadence and next ship date, sorted by ship date |
| This week | Filter and add up | Orders sorted by next ship date, marked ready when bagged |
| Pausing | A color | Pause an order when a café closes for a while |
| The café | Emails to ask | A private page with its standing orders and next ship dates |
| Ship-day note | Send it yourself | Optional: the day before an order ships, the café gets a note |
| Cost | Free | $49/mo Roastery, $99/mo with staff logins |
Know the limits
SackOrder doesn’t invoice, take payment or move the next ship date by itself yet; you update it after each shipment. If you already invoice from accounting software, that stays as it is. SackOrder replaces the order sheet and the “when is our next delivery?” emails.
Common questions
- Can cafés place orders themselves?
- Cafés can see their standing orders and send you a message from their page. Changes to orders are made by you.
- Can I import my order sheet?
- Yes. Import cafés and standing orders from a CSV export, and export everything back at any time.