All work
PB-03 · Back Office
Oostbrook Coffee
Wholesale orders in the system before the first roast
Food & drink · wholesale roaster
Cafés ordered by email, WhatsApp and the odd voice note, and every order was retyped at 6 am. An agent now reads each one, checks stock and books it in the order system before the roasters arrive.
45 min
saved every morning
99.2%
orders right first time
0
orders retyped
Spec sheet
Client
Oostbrook Coffee
Industry
Food & drink · wholesale roaster
Unit
PB-03 · Back Office
Wired into
Gmail, WhatsApp, Shopify B2B, Google Sheets, Slack
Live in
2 weeks
Year
2026
The problem
Oostbrook roasts for about sixty cafés. Orders arrived overnight in every format a busy café owner can think of, and one of the founders spent the first hour of every day retyping them into the order system before the roast plan could be made.
What we wired
One agent that reads email, WhatsApp messages and transcribed voice notes, and turns them into order lines.
A stock check against the green coffee sheet, so the roast plan only includes what can actually be roasted.
Orders booked in Shopify B2B, with anything unclear posted to Slack for a quick yes or no.
What changed
Orders are in the system before anyone arrives, and 99% of them are right the first time. The founders got their mornings back, and cafés get a confirmation within a minute of ordering.
Transcript · client
2026
The orders are waiting in the system when we unlock the door. That used to be my first hour.
Lotte Vermeer
Co-founder, Oostbrook Coffee