Coffee Shop Bulk Bean & Supply Order Form

Running a coffee shop means juggling quality, consistency and cost—especially when it comes to sourcing beans. This Coffee Shop Bulk Bean & Supply Order Form template from Paperform makes wholesale ordering simple, transparent and tailored to your café's exact needs.

Whether you're a single-location specialty café or a growing chain managing multiple sites, this template lets you specify roast profiles, choose bean origins, manage subscription deliveries and request detailed cupping notes—all in one seamless, on-brand form. No more back-and-forth emails or messy spreadsheets.

Built for coffee professionals who care about quality and efficiency

This template is designed for roasters, distributors and coffee suppliers serving wholesale clients, as well as coffee shop owners and managers placing repeat or seasonal orders. It handles everything from one-off bulk purchases to recurring subscription orders, with conditional logic that adapts based on what your customer selects.

Key features include:

• Roast profile selection with options for light, medium, dark or custom roasts
• Origin and varietal choice so shops can dial in their menu
• Subscription management for regular deliveries with frequency and quantity control
• Cupping note requests to support cafés that want to train staff or highlight tasting notes on their menu
• Bulk pricing calculations that update live as customers build their order
• Delivery scheduling to coordinate with stock levels and team availability

The form uses Paperform's conditional logic to show relevant questions based on order type—so subscription customers see frequency options, while one-off buyers go straight to delivery details. It's a faster, clearer experience that reduces errors and makes ordering feel professional.

Automate fulfilment and keep your roastery in sync

Once an order is submitted, you can use Stepper (stepper.io) to trigger your fulfilment workflow: notify your roasting team, update inventory in your spreadsheet or ERP, send order confirmations with tracking info and schedule follow-up emails when it's time to reorder. Everything stays connected without manual data entry.

If you need to formalise supply agreements or handle terms and conditions, Papersign (papersign.com) lets you turn each submission into a signed contract or wholesale agreement, keeping a complete audit trail from order to delivery.

Perfect for specialty roasters, coffee distributors, café chains and hospitality suppliers, this template brings the professionalism and precision your wholesale clients expect—while giving you back hours every week. Start with Paperform's free plan or scale up to handle higher order volumes, payment integrations and team collaboration as your business grows.