A lot of coffee roasters and cafe suppliers run on a simple weekly rhythm: the cafe texts, calls or emails in their usual order, sometimes after a reminder from you. It's low-friction for a small number of cafes, but it puts the order-taking and stock-checking on you, every time, for every cafe.

A familiar pattern for cafe suppliers

Across cafe suppliers and coffee roasters, a few ordering patterns show up again and again:

  • Cafes texting or calling in their usual order, often the same items each week
  • A reminder sent out to cafes so they don't forget to order before the delivery cutoff
  • An enquiry form or email address for new cafes wanting to become a stockist
  • A product list that changes as beans, blends or seasonal items come and go

This works fine at a small scale, but it means you're the one prompting, receiving and re-entering the order every week — for every cafe on your run.

What online ordering changes

  • Cafes see your current product list and submit their usual order directly — no text or call to send or receive
  • Orders arrive in one list instead of scattered across texts, calls and emails
  • A cafe can reorder their usual items in a couple of minutes, without waiting for your reminder
  • You still review and confirm every order before it's actioned

It doesn't change your beans, your blends, or your delivery run — only how the cafe's order gets to you.

Worth noting

Some cafes will always prefer texting their order in, especially smaller or newer accounts. Online ordering works best as an option alongside that — the cafes who want to self-serve can, and the ones who don't, don't have to.

Where the admin time usually goes

Common cafe supplier ordering methods and where the manual work sits
Current method Where the manual work sits
Text/call orders Someone reads the message or takes the call, then enters it into your system
Weekly order reminders You have to remember to send them, and chase cafes who don't reply
Email enquiries from new cafes Manually replied to and set up before their first order
Online ordering Cafe's order lands in your list as entered — nothing to retype or chase

MenoLink is built for exactly this pattern

Invite your cafes, they order online from their phone using your current product list, and it lands in your order list — no text or call to send or receive.

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GST on coffee and cafe supplies

GST treatment varies across coffee and cafe supplies. Coffee beans (including roasted and ground coffee) are generally GST-free, while ready-to-drink coffee and some products sold alongside it may be taxable. MenoLink lets you set 10% GST or GST-free status per product, and uses those settings when generating tax invoices. You remain responsible for checking the correct GST treatment of each product.

Common questions

Will cafes forget to order if it's not a phone call or text reminder?
That's worth testing directly with your own cafes during the trial. Some wholesalers keep a reminder habit (text or call) alongside online ordering rather than removing it immediately.
Can a cafe still text or call in their order?
Yes. Online ordering is an option alongside phone, text and email — not a forced replacement. Cafes that prefer texting their usual order can keep doing that.
Does it handle recurring weekly orders?
Cafes see your current product list each time they order, so a weekly reorder is a matter of selecting the usual items rather than re-sending a text.
Does it handle GST for coffee and cafe supplies?
MenoLink supports 10% GST and GST-free settings per product, and can show the ABN you provide on tax invoices. You remain responsible for checking the correct GST treatment of each product.