Wholesale Handler
Wholesale Handler has no roasting side at all
RoasterTools deducts green coffee from stock as each day's roast is recorded, and its production planner offsets carryover so a batch is not roasted twice. RoasterPay takes card payments, requires prepayment, charges surcharges and collects tax on wholesale orders. Commerce connections pull orders in from Shopify, WooCommerce, BigCommerce and Squarespace.
Wholesale Handler has none of that. No green coffee inventory, no roast profiles, no roast logging, no batch tracking, no cost per pound, and no card processing of any kind. A roaster whose production is planned off green stock levels is using RoasterTools for the half this does not touch, and swapping would cost them that half outright.
What remains is the order desk: which cafe buys what, at which price, by when, for which delivery day. That part is the same job whether the product is coffee, cheese or bread, and it is the only part Wholesale Handler is built to do.
The bill moves with pounds roasted
Every RoasterTools tier includes a monthly poundage allowance and charges a per-pound rate on everything above it. Users, customers, coffee products and orders are unlimited on all plans, so the subscription is not metered by how many cafes order, how many lines they order, or how many people at the roastery sign in. It is metered by production volume alone.
A busy month therefore raises the bill on the plan you are already on, and a sustained run of busy months moves you up a tier. Card payments carry a second meter on top, since RoasterPay applies an application fee on the two lower tiers and waives it on the three above - the cut taken out of a bag of coffee falls as the subscription rises. The tiers that carry the wholesale portal are also sold on a one or two year term rather than month to month.
Wholesale Handler is a flat monthly fee. No per-user, per-order, per-pound or commission component, and no transaction cut, because it does not run card payments. Flat-fee wholesale ordering software covers what that pricing shape does and does not settle.
The wholesale portal starts on the second tier, with production planning attached
The entry RoasterTools plan lists shipping integration, basic inventory tracking and payment processing. The B2B wholesale portal is not among them. It appears one tier up, bundled with automated production planning, portal customisation tools and a larger poundage allowance.
So a roaster who wants cafes ordering online and nothing else cannot buy that alone. The tier that carries the portal carries the production planning too, and the poundage allowance steps up at the same time whether or not the extra roasting is happening.
Recurring orders sit a tier above the portal and are labelled beta
RoasterTools' automated recurring orders first appear on the tier above the portal tier, and the pricing page marks the feature as in beta. On the portal tier itself, the pattern for a cafe taking the same beans every week is a prompt rather than an order: a weekly reminder email carrying a magic link into their portal, and a Buy Again list of everything they bought in the last 30 days. Both still need the cafe to open the portal and confirm. What is a standing order in wholesale covers the difference between a reminder and an order that places itself.
A Wholesale Handler standing order is a schedule on a fixed weekday, repeating weekly or every two, three or four weeks from a start date. Each delivery's order is created automatically at that day's cutoff, and every line is re-checked and re-priced at that moment rather than when the schedule was saved. No order exists before the cutoff, so skipping a delivery stops one being created rather than cancelling one. Either the roastery or the cafe can start a schedule, and either can change its day, cadence or products for all future deliveries. A delivery whose total falls below the cafe's minimum spend is not placed at all: the schedule stops with a Needs attention status naming both figures, and stays stopped until the quantities rise or below-minimum placement is allowed for that customer.
Order deadlines are the roaster's to enforce, not the software's
RoasterTools treats the wholesale order deadline as a standing agreement with the cafe. The software supports it by assigning production days so you can see who has ordered, and by sending automatic reminders; the published advice is that making deadlines work comes down to standing by them. Enforcement is the roaster's.
Wholesale Handler stores the cutoff as a lead time against each accepted delivery day. Once it passes, that date stops being selectable in the order form, and the day's make-list is final. Accepted days, the cutoff, the lead horizon, the minimum spend and the delivery charge travel together as an order profile, and every customer is assigned one. A cafe delivered Tuesdays and Fridays and a cafe delivered Wednesdays therefore run on different deadlines without either being set by hand, order by order.
Each cafe is assigned one price list, derived from the Default
Each customer buys from exactly one price list, and the assignment is structural - no customer can be left unpriced. A list is defined as a percentage of the Default list, with rounding and charm pricing applied afterwards so the derived figures are not ugly, and any individual price can be edited to become a permanent override that later recalculations skip. Customers move between lists in bulk. How to charge different prices to different wholesale customers covers how that plays out across a customer book.
The rest of the ordering layer follows the same shape. Minimum order values and delivery charges sit on the order profile. Every order for a delivery date collapses into one make-list with a printable sheet carrying a tick box per line. Packing slips print the customer, the date and each line's name, SKU, pack unit and quantity, and carry no prices. Customers and products come in by bulk import and go back out as CSV. A public storefront is opt-in and reviewed by a human before it goes live.
What Wholesale Handler does not do
- One business account holds one sign-in. A second person at the roastery gets no separate sign-in of their own.
- Caps of 50 customers and 500 products.
- Invoices do not raise themselves on a schedule - each one is raised against orders.
- No card payments, no automated payment chasing, no credit notes.
- Customers cannot download their own invoice PDF.
- No driver run sheet.
- The public storefront has no enquiry form, so a visitor who finds it has no way to ask for an account from the page.
