Choosing a coffee supplier is one of the most important decisions you’ll make for your cafe, restaurant, or hotel. Get it right and it’s one less thing to worry about. Get it wrong and you’ll spend your time chasing deliveries, dealing with inconsistent coffee, and trying to get someone on the phone who can actually help.
We’ve been supplying businesses for 25 years. Here’s what we think you should be looking for - and what most people forget to ask about.
The coffee has to be good (obviously)
This goes without saying, but it’s worth being specific about what “good” means for a business. You need coffee that tastes great, works well with milk, and is consistent batch after batch. The last part is the one people underestimate.
A single origin that tastes incredible one month and different the next isn’t ideal for a cafe menu. Most businesses want a blend they can rely on - something their customers love, their staff can work with, and that doesn’t change every time a new bag arrives.
Ask for samples. Try them in your machine, with your water, the way your customers actually drink them. A coffee that wins awards as a black filter might fall apart in a flat white.
Reliability matters more than you think
Running out of coffee on a Saturday morning is a disaster. Your supplier needs to deliver consistently, on time, and without you having to chase them. Ask these questions:
- What’s the standard delivery time after ordering?
- Do they carry stock, or is everything roasted to order (which can add days)?
- What happens if you need an emergency order?
- Do they deliver themselves or use a courier?
A supplier who roasts fresh is great. A supplier who roasts fresh and can still get it to you within 2–3 days is better. A supplier who can sort you out at short notice when you’ve underestimated a busy week is best.
Service and support
This is the big one. And it’s where a lot of suppliers let you down.
When your machine breaks down at 7am, can you get someone on the phone? When you want to try a different coffee, can you speak to someone who knows what they’re talking about? When you’ve got a new member of staff who’s never used an espresso machine, can your supplier help with training?
The difference between a good supplier and a great one is what happens after the sale. Look for:
- A real person you can call. Not a call centre, not a chatbot - someone who knows your account and your setup.
- Equipment support. Whether they supply machines, service them, or can point you to someone who does.
- Training. On-site barista training for your staff, or at least guidance on getting the best from their coffee.
- Flexibility. Can they adjust your order, change your blend, add products to your delivery? A rigid supplier is a headache.
Price isn’t everything
Coffee is a significant cost, and we’re not saying price doesn’t matter. But the cheapest supplier is rarely the best value. Factor in delivery charges, minimum order requirements, equipment costs, service charges, and the hidden cost of poor quality (unhappy customers, wasted stock, staff frustration).
A slightly more expensive coffee that your customers love, that arrives reliably, and comes with proper support is worth paying for. The difference per cup is usually pennies.
Things people forget to ask
Minimum order quantities. Some suppliers won’t deliver unless you’re ordering a certain volume. If you’re a small cafe, check this upfront.
Contract terms. Some suppliers tie you into long contracts, especially if they’re providing equipment. Make sure you understand what you’re signing up for.
Range and flexibility. Can they supply teas, hot chocolate, syrups, cleaning products, and cups as well as coffee? Dealing with one supplier instead of five makes your life much easier.
Fairtrade and ethical sourcing. If this matters to your customers (and increasingly it does), check your supplier’s credentials. Ask where the coffee comes from and how the farmers are treated. A good supplier will be happy to tell you.
Try before you commit
Any decent supplier will let you try their coffee before committing to a regular order. If someone’s not willing to send you samples, that’s a red flag. You need to taste it in your setup, with your water, served the way your customers drink it.
And once you’ve chosen, stick with it for a while. Customers notice when the coffee changes, and consistency builds loyalty. Most of our business customers have been with us for years - they found what works and we make sure they never run out.
Want to see if we’re the right fit? Give David a call. He’ll ask about your setup, what you’re serving, and what matters to you - then give you a straight answer about whether we can help. No hard sell, just an honest conversation.