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Cafe & Coffee Shop

Loyalty signup, whole-bean orders and subscription, catering and private event booking, coffee class and cupping workshop registration, and combined customer feedback with wholesale partnership inquiry — for independent cafes, roasters, and coffee bars

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Coffee Account Master Record


This is the single standing file for your coffee account — subscription or wholesale. It is not tied to any one order: our roastery team and your team keep the same copy current, so grind settings, delivery access, allergen rules and service history all live in one place. Update it whenever something changes on your side and we will do the same on ours.

Account & Contacts
Account / business name:
Account opened:
Account type (subscription / wholesale / office):
Role
Name
Phone
Email
Main contact



Ordering / stock



Accounts / billing




Delivery & Access
Delivery address:
Billing address (if different):
Best delivery window: Days to avoid:
Loading restrictions or a permit apply at this address
Deliveries may be left with a neighbour or in a safe place
Access notes — entrance, buzzer, stairs, who signs, where stock is stored:

Brewing Setup On Site
Equipment
Make & model
Owned by
Notes
Espresso machine



Espresso grinder



Batch brewer / filter



Water treatment / filter



Brew methods in daily use:
Water hardness / filter cartridge: Last changed:

House Coffee & Dial-In
Agreed house blend:
Roast level: Grind setting:
Target recipe (dose / yield / time):
Whole bean
Ground to order
Include the rotating seasonal single origin alongside the house blend
Flavour direction and anything the team has ruled out in the past:

Standing Order & Cadence
Product
Grind
Qty per delivery
Frequency
















Order cut-off day: Usual delivery day:
Seasonal peaks or quiet periods to plan around:

Allergen & Decaf Requirements
Decaf must always be in stock on this account
No flavoured or infused coffee may be supplied to this site
Site requires written allergen documentation with each delivery
Allergen policy, dietary constraints and any site-specific handling rules:

Equipment Service & Calibration History
Date
Visit type
Work done
Next due
















Barista training last delivered on site:

Commercial Terms
Price tier: Payment terms:
Supply agreement signed on: Next price review:
Purchase-order or reference to quote on invoices:

Relationship Log
A dated running note of everything worth remembering on this account — dial-in changes, complaints and how they were resolved, staff turnover, new sites, trial beans. Newest entry at the top.

Supporting files — site photos, equipment manuals, signed paperwork:
Upload File

Record last reviewed on: Reviewed by:

Keeping this record current is what lets us roast to the right profile and land deliveries without a phone call.
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Templates in this pack

The Cafe & Coffee Shop pack includes 8 ready-to-use templates. Each one is a structured, fully editable form you can share with clients to collect information, documents, and signatures in one place.

Frequently asked questions

What's included in the Cafe & Coffee Shop templates?
The Cafe & Coffee Shop pack contains 8 templates: Coffee Account Master Record, Customer Loyalty Sign-up, Whole-Bean Order & Subscription, Catering & Private Event Booking, Coffee Class & Cupping Workshop Registration, Customer Feedback & Wholesale Inquiry, Catering Service Agreement, Menu, Bean Origins & Brew Guide. Each is ready to use and fully editable.
Can I customize these templates?
Yes. Every Pocper template is fully editable — add or remove fields, change the wording, and adapt each form to your workflow before sharing it with clients.
How do I use the Cafe & Coffee Shop templates?
Import the pack into your Pocper workspace, open a template, tailor it to your needs, then share a link so clients can fill it out and upload documents in real time.