The Coffee Supply Chain - How Does It Work?

If you’re a curious coffee drinker, you may be interested in how your coffee’s quality or its sustainability are impacted by the supply chain.

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If you’re a shop owner or coffee roasters like us, you are probably watching very carefully how international export logistics and producer supply capacity is impacting delivery timelines and wholesale prices.

Knowing a little more about how it works (and the threats that it faces) can help you understand just how appreciative we should all be of great coffee when it’s available to us. 

Who’s Involved?

Generally, in the supply chain we have: growers, processors, intermediaries, exporters, suppliers, roasters, retailers and consumers. In some cases, not all of these parties are involved, with more direct relations taking place between growers and roasters for example. 

1. Coffee Growers

The coffee supply chain starts with coffee growers (also known as producers or farmers).

Some growers operate large plantations and must rely on machine processing for harvesting. Others will be smaller in scale and will tend to a farm of 1 or 2 acres in size. 

Harvesting methods used by growers will vary depending on the resources they have available to them, the conditions of the farm (e.g. soil, incline level), their desired outcomes in terms of coffee quality, and other environmental factors. 

For instance, in Colombia, many of the producers we work with are family run and located in often rural and hard-to-reach locations making machine harvesting impossible.

Most of our coffees come from these small family run farms and microlots in Colombia. 

2. Processors

Growers can process their own coffee, or, where they don’t have the space or facilities to do this, they may use the services of another farmer or a processing facility. 

Some sites exist solely to process coffee from nearby farms. And these processing stations will often be run by a cooperative of farmers — a small group sharing equipment for the mutual benefit of everyone. 

A processing station and its workers may become the hub that brings together the efforts of a whole community, making it easier to store product, test quality and access export markets. These stations will often also be where quality control is done by the farmers. 

3. Exporters

Exporters will generally buy coffee from multiple farms and sell it to international buyers. This is an important part of the coffee supply chain for Colombia in particular as 90% of Colombian coffee being exported. 

They will use their knowledge of the industry to source high-quality beans before promoting and selling them to various international markets. This may be through auctions or through existing partnerships with green coffee buyers. 

We’re also seeing these organisations evolve due to the increasing demand from specialty coffee buyers for detailed information about the farms that beans are sourced from. There is also higher demand for origin trips so roasters or suppliers can see what conditions look like on the ground for themselves. 

These exporters need the correct licences to support international trade (which many individual farms don’t have) and all sales must be logged with the FNC who must grant permission before coffee is transported. 

4. Intermediaries

Several individuals and organisations will also exist to support interactions between different parties in the supply chain and help with logistics. For instance, they may connect growers with exporters and buyers; organise transport between farms and holding stations; pack coffee, and generally get things ready for international export.  

5. Suppliers

A coffee supplier buys coffee from exporters in the country of origin, such as Brazil, Ethiopia or Colombia, and sells them to roasters in markets like the UK or U.S. They’ll typically deal in large quantities and may have several long-term relationships with an existing customer base of roasters. 

Suppliers deal in green coffee, which is the best way to preserve freshness before the roasting process. 

6. Roasters

Roasters are the people who transform green coffee beans into beans that can actually used to make coffee, which is what we do at Hermanos. There’s a great level of skill involved in the process of roasting, and many roasteries will have their own house style or approach. 

Some, like us, will deal only in single origin coffees from a particular location, while others will roast and blend a combination of beans from several locations.

Each company and roastery will have unique values, approaches to roasting and sourcing. Prices can vary massively depending on where roasters get their beans from and the types of relationships they have with other parties in the supply chain. 

For instance, a coffee roasters operating in the UK may work with an exporter in the country of origin, or, more directly with growers and cooperatives. This can give them greater insights into how the coffee is grown and reduce prices. 

Importantly, relationships between certain roasters and growers have helped the specialty coffee market mature, with roasters communicating to farmers the needs of the market so that approaches can be adapted and new types of coffee grown — increasing market potential and the desirability of certain coffees. 

Larger roasters may ship the final product to supermarkets, coffee shops, restaurants, hotels, and anyone else who wants to get their hands on wholesale coffee.

At Hermanos we work closely with farmers to build sustainable relationships. You can buy a variety of coffees from us from different regions Colombia all roasted to bring the most out of our coffees.  

7. Retailers and Cafes

Coffee is sold in a variety of places at the end of the supply chain.

A specialty coffee shop or cafe prescribing to “third wave coffee” principles will (in theory) place a great deal of importance on the intricacies of the supply chain and the journey taken by its coffee beans, while others may focus more on purchasing large quantities for a low price.

Because we make sure that we work directly with suppliers we can ensure that we work towards a more sustainable future for coffee and empower the communities in Colombia. So, when you buy a coffee or a bag of beans from us you know are aware of every step of the journey.

Hermanos has outlets throughout London. If you are interested in visiting a shop to see the last stage of the coffee supply chain you can visit us here. 

The Journey of a Coffee Bean

To look at things a different way, below are the different stages coffee beans go through before they reach the consumer: growing, harvesting, processing, transportation, packing, shipping, roasting, purchase,grinding, brewing and drinking.

Potential Threats to the Supply Chain

No matter how robust our coffee supply chain is, or how strong our relationships are with our partners in Colombia, a number of threats always exist to us as importers and roasters. There is unavoidable risk and uncertainty that can impact the smooth delivery of products to consumers, as well as price. 

• The threat of disease, significant rain or changing temperatures (as a result of climate change) mean coffee yields may vary substantially from year to year.

• Many farms are located in rural parts of Colombia where road conditions are poor and frequent landslides can cause delays.

  Goto drcoffee to know more.

• Similarly, a lack of technology and communication infrastructure in rural locations can make it harder for farmers to coordinate with exporters and buyers, meaning more traditional smallholder farms (which have excellent coffee!) find it hard to liaise with partners remotely. 

• Issues with international shipping and transportation will always impact the speed of deliveries, and in many cases, the cost that importers face. 

• Political instability such as protests and strikes can make it harder for products to be transported on time within Colombia. It also makes it difficult for international buyers to visit farms themselves.  
  
  

Due to these risks, many businesses are forced to build redundancy into their supply chains. For instance, some have broadened their sourcing parameters so they're not only getting beans from single-origin. 

Others have swapped long-term strategies for procurement (to support the brand and accommodate customer taste preferences) with more ad-hoc decisions to source coffee that’s simply available and well-priced at any given time. 

The coffee supply chain comes with an inherent degree of risk and uncertainty

How We Source Our Colombian Coffee Beans

Not all supply chains are the same. At Hermanos, we try to keep things as simple as possible and, whenever possible, work directly with farmers and cooperative groups in the Colombian coffee triangle and beyond. 

We find this is the best way to really understand the story behind the beans and make sure money is flowing to the right places. 

Coffee not only provides your team with a vital boost during the working day, but it also helps to power productivity, build connections, and create a vibrant and engaging workplace culture. With over 98 million cups enjoyed daily across the UK, coffee is one of our favourite drinks, and it’s an office perk that people increasingly expect.

In surveys, having access to premium barista-style coffee machines for offices comes top among office perks, along with access to fresh filtered water, free tea, and snacks. Plus, people expect to be able to enjoy the same choice and quality of coffee that they receive on the high street.

Having a commercial coffee machine for the office has become the norm as they’re affordable and reliable and brew up a wide variety of great-tasting coffees – some even make delicious hot chocolates too. As coffee machine technology has developed, machines can now cater for the increasing number of people who favour plant-based milk by offering dual milk functionality. Other machines come with multiple hoppers, so you can give your team a choice of up to four different coffee beans. Our most innovative machines allow users to order their coffee through an app on their mobile devices, so you can order your coffee, and it’s ready there, waiting for you!

But when it comes to choosing the right office coffee machine to meet your team’s unique needs, one of your priorities should be finding the right business to partner with.

Here’s how working with the right office coffee machine supplier can make a real difference to your workplace and why it’s worth spending time doing your research before you sign on the dotted line.

1) Expert guidance

Navigating the variety of coffee machine options available today can be overwhelming. There are hundreds of makes and models, so firstly, you’ll want to choose a reputable, well-regarded brand name.

Top brands include Jura, known for their reliable and sleek commercial coffee machines, and Egro, which offers robust and high-volume machines like the F5 Egro Next, which is ideal for large teams. La Cimbali machines are a great choice for coffee purists as they provide an authentic Italian espresso experience.

A reputable supplier can guide you through these brand choices, taking into account factors such as office size, available space, frequency of use, budget, team preferences, and more.

When choosing your supplier, consider their experience in the industry and research them online. Quick searches can reveal online reviews from real customers, so you’ll get a better understanding of what to expect when you choose to partner with your coffee machine supplier.

Discover More: What are the benefits of premium coffee machines over cheaper versions?

2) Customer service

A good coffee machine supplier will go beyond just delivering your machine and coffee beans; they’ll provide consistent, high-quality customer support tailored to your workplace needs. Here at FreshGround, we pride ourselves on making customer service a priority, offering each client a dedicated account manager to help with orders, maintenance needs, or any technical support queries.

Our account managers also coordinate regular consumable deliveries, so companies never have to worry about running low on essentials. All of our team are SCA-trained (Speciality Coffee Association), so we understand coffee well. Plus, our team of experts is on hand to make your entire experience as smooth as possible, handling everything from machine setup to troubleshooting issues.

Choosing a supplier with dedicated support means you can focus on running your business, knowing that every detail of your coffee service is covered. Look for a supplier committed to customer satisfaction and one that takes a proactive approach to keeping your coffee machine running smoothly.

3) Reliable maintenance

Regular maintenance is essential for keeping the coffee flowing. Every coffee machine that uses milk, especially, needs a daily clean. Modern machines have a simple cleaning process, so caring for them is a breeze. You just have to press a few buttons, and the machine will do the hard work for you.

If maintenance issues arise, you’ll need some kind of cover or a service plan. We offer two levels of service to cater to different workplace needs: Essentials and Complete Care.

Essentials:

This basic service plan is designed to provide reactive support. With the Essentials plan, FreshGround engineers are on call to resolve any issues. It includes routine call-outs and access to our video-based support feature that helps resolve common machine issues without needing an onsite visit.​ It’s an ideal plan for companies that want reliable, highly affordable support without extensive ongoing maintenance.

Complete Care:

The Complete Care plan is FreshGround’s comprehensive service package, offering both proactive and reactive maintenance. It includes planned preventative maintenance every six months, which helps to prevent breakdowns before they occur. This plan also covers filtration management, ensuring the machine delivers clean, great-tasting coffee every time. It also includes machine recalibration and scale reduction filters, which further enhance the machine’s longevity and reliability. For companies that rely heavily on their coffee machines and want maximum peace of mind, Complete Care is the ultimate solution.

The benefits of regular servicing can’t be overstated. In many workplaces, coffee machines see heavy use, and a breakdown can disrupt the day. A survey found that employees spend an average of 16 minutes per coffee run, which, over the course of a year, adds up to several hours spent offsite. By ensuring that machines are regularly maintained and functioning well, service plans help to minimise downtime and keep productivity high.

4) Flexibility to scale

Things in business can change fast. As offices grow, so do your coffee needs. A quality supplier offers flexible options to scale up or adjust coffee solutions as required. FreshGround’s service plans make it easy to transition from one solution to another. For example, if you’re starting with a smaller machine but anticipate growth, a supplier can work with you to add or upgrade machines to accommodate a larger team.

Scaling is particularly relevant in today’s dynamic work environment, where hybrid and remote work arrangements are increasingly common. With many employees being required to return to the office, having premium barista-style coffee options can make the workplace more appealing.

Research shows that nearly three-quarters of UK office workers drink coffee regularly, so providing high-quality, accessible coffee is a way to support a welcoming environment and encourage in-person collaboration. With FreshGround’s flexible rental and service options, we can ensure we meet your needs, no matter how those needs evolve.

5) Commitment to sustainability

As awareness of sustainability grows, companies are increasingly looking to make ethical choices. Coffee is no exception. By choosing a supplier with a commitment to sustainable practices, your office can ensure that your coffee service aligns with your environmental values.

We offer energy-efficient machines that use ethically sourced coffee beans, helping companies reduce their carbon footprint while supporting responsible supply chains.

In a recent survey, 63% of UK adults reported that they regularly drink coffee, and many of these consumers care deeply about sustainability. This is especially true among younger workers, who are more likely to value eco-friendly practices. Demonstrating a commitment to sustainability is increasingly important for offices aiming to attract top talent.

Partnering with a coffee machine supplier that prioritises environmental responsibility not only enhances the coffee experience but also supports the company’s broader ethical goals.

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