Melbourne Coffee Cuts COGS by 3% in Under a Year with Apicbase

“We had this vision to grow,” explains company manager Emma Roche. “But I realised that what worked for two locations wouldn’t cut it for eight or ten.”

She needed to scale Melbourne Coffee’s operations while maintaining control, efficiency, and quality across all locations.

“Two stores I could manage on my own. But as you grow, you lose that direct oversight. We were really trying to future-proof the business.”

Enter Apicbase.

With Apicbase, Emma was able to:

Centralise data and processes across locations.
Simplify procurement by integrating supplier info.
Give managers real-time data and reporting tools.
Automate reminders to prevent missed orders.
Reduce waste by tracking discrepancies.

What wasn’t working before?

“There was a lot of frustration in the team.”

Melbourne Coffee struggled with fragmented systems—Google Docs, spreadsheets, and a clunky inventory system no one knew how to use. “It was guesswork,” Emma admits.

Things weren’t integrated. “With 17 or 18 different suppliers, there was just too much to keep track of,” she recalls.

Task management and HACCP compliance were also a hassle. “We used paper checklists, then spreadsheets. Nothing worked. It was too error-prone. By week’s end, we’d be combing through files to fix mistakes and reset everything.”

“It was just very inefficient. We needed a system that could update everything for all locations at once.”

“I like that Apicbase is now part of our business structure because it gives us a clear operational framework for all locations.”

Why did you choose Apicbase?

“We chose Apicbase primarily to streamline procurement and inventory, but the task management, reporting, and thorough onboarding process sealed the deal.”

Did you try other solutions?

“Full disclosure”, Emma says sheepishly, “we tried another software for our smaller branches.” She wanted to test the inventory system included in their POS.

“But it was missing so many features—basic things like editing a waste event, adjusting inventory, or correcting errors when receiving goods.” It also lacked key functions, “like reporting and task management. Our teams love these. They can’t imagine working without them.”

3 Main Benefits of Using Apicbase?

The three key benefits for Melbourne Coffee are:

Time Savings: “Managers no longer need to make calls or visit the store to check stock. They can log into the system from anywhere and have everything at their fingertips,” Emma says. “They trust the data.”
Streamlined Processes: “Apicbase simplifies daily operations, making everything clearer and more efficient,” Emma notes. “Task management keeps the team organised and consistent across locations.”
Insights for Profitability: Apicbase’s detailed reporting helps fine-tune operations, saving money and boosting profits. “We reduced our cost of goods by 3% in the first year.”

Emma’s favourite features

Here’s how Apicbase helped Emma future-proof Melbourne Coffee’s operations:

Smart Procurement: “I love that you can include ingredients from multiple suppliers in the same recipe, and Apicbase automatically selects the correct one,” says Emma Roche. "It saves time, especially given our complex supply chain."
Centralised Information: Managing supplier contacts and order lists used to be a hassle. "We had separate Google Docs for each supplier." Now, everything’s in one place. "Our managers can quickly find what they need—it's so easy!”
Task Management: “The tasks feature is a huge time saver, especially when it comes to managing cleaning schedules and routine tasks. It’s probably my favourite feature.”
Comprehensive Reporting: Emma’s team can compare performance, track waste, and spot discrepancies. "Before, we didn’t know why one shop ordered €2,000 more chai but sold €400 less. Now, it's in the reports."

Our store manager are more aware of everything happening in their stores, spotting and fixing problems faster, which boosts profit margins.

The results of using Apicbase

The impact of Apicbase on Melbourne Coffee has been significant:

3% Reduction of Cost of Goods Sold: “For the first time, we have full insight into our costs." They assessed lower-margin products and adjusted their selection. "We reduced our COGS by 3% last year.”
Nothing gets forgotten: “Not having to chase missing or unsent orders has been a huge improvement,” says Emma Roche. Automatic reminders ensure nothing is missed. “Before, we just had a list on Google Drive. Now, orders go through on time, every time.”
Reduced Waste: “Melbourne Coffee had no idea they were losing money. "We discovered we were wasting 50 litres of oat milk each month, which cost us nearly €2,000 a year—and that was just one ingredient. Apicbase helped us uncover and resolve these hidden issues.”
Empower store managers: Apicbase has given store managers greater insight into their operations. “It’s made them more aware of everything happening in their stores, from waste to inventory issues. Now, they can spot problems and address them much sooner.”
Identify problems earlier: Apicbase’s reporting tools have become essential for Emma’s team. “Now, when I’m asked, ‘Why do we have so many orders for this and not for that?’ I can trace it in the reports, fix the issue, or flag it for the team. It’s helped us spot issues much sooner.”

What is the best insight you’ve gained so far?

The best insight Melbourne Coffee gained through using Apicbase, Emma reflects, was discovering that many discrepancies in their operations were simply due to human error.

“We kept thinking we were losing stock, but in the end, it was about proper training,” says Emma Roche.

“We often thought something wasn’t delivered or was missing, but it was usually just a result of human oversight.”

How would you describe Apicbase?

“It’s an amazing tool! If you’re looking to expand or operate on a larger scale, it will help you and your team run the business more efficiently.”

“A lot of businesses grow organically, which is great, but they often rely on fragmented systems. Eventually, they lose control and feel overwhelmed.” Fixing this brings about massive change. “Apicbase helped us avoid that.”