Roaster Tools

What Roaster Tools does

RoasterTools, Inc. is a privately held, Portland, Oregon-based vertical SaaS company founded in 2016 that builds an all-in-one operations platform for specialty coffee roasteries. The product unifies three functional layers for wholesale-focused roasters: sales (a self-service wholesale portal with dynamic discounts and order reminders plus direct ecommerce order imports from Shopify, WooCommerce, and ShipStation), operations (an AutoPlan-driven production planner, batch and carryover calculations, blend management, checklists, and multi-state inventory from green coffee through roasted, blended, and packaged), and back-office (accounting sync to QuickBooks Online/Desktop and Xero, plus proprietary payment processing via RoasterPay built on Stripe/Justifi infrastructure). The company reports having surveyed 200+ roasters for its annual Business of Roasting Report and displays logos of leading US specialty roasters including Andytown, Backstory, Bent Tree, Black Oak, Ruby Colorful Coffees, City of Saints, Golden Gate Roasters, BuddyBrew, Topeca, and French Truck Coffee.

The business model is SaaS subscription with usage-based pricing tied to monthly green coffee volume processed: tiered plans (Shop for small roasteries, Roastery for growing operations, Plant for high-volume), with automatic tier-upgrade as volume exceeds limits, automatic downgrade at month-end, and an annual plan priced at 12 months for the price of 10. A 14-day free trial and self-serve signup drive a product-led growth motion, supplemented by a demo-led sales motion for larger roasteries and a community-led motion anchored by the annual industry survey report. RoasterPay introduces a payments/AR revenue surface with credit card and ACH acceptance, batch collection, automatic prepayment, and payout scheduling (cards 11:30am CT, ACH 10:30am CT).

The company operates with a 1-10 employee footprint, is founder-led by Jon Ewalt (Founder & CEO) and Danielle Ewalt (Owner/Founder), and shows no disclosed institutional venture or private equity funding. Operating reach is global via the website, with explicit customer presence in the US, Canada, New Zealand, and South Africa. Strategic emphasis is on deepening the integration ecosystem (Shopify, WooCommerce, QuickBooks, Xero, Stripe, Justifi, ShipStation, Beanz, Faire, Trade) and on vertical depth in coffee roasting workflow rather than horizontal expansion.

Name

Roaster Tools

Legal name

RoasterTools, Inc.

Website

https://roastertools.com

Company type

Private

Founded year

2016

Operating status

Operating

Headcount range

1–10 employees

Short description

RoasterTools is a Portland-based vertical SaaS platform that unifies wholesale ordering, ecommerce imports, production planning, multi-stage inventory, and accounting sync for specialty coffee roasteries. It serves SMB coffee roasters via usage-based subscription pricing and a self-serve free trial.

Ownership category

akta.pro rank

Headquarters

HQ city

Portland

HQ country

United States

HQ region

North America

Markets served

GTM type

B2B

Offering type

Software

Cost components

Technology or R&D, Personnel, Marketing or Sales, Infrastructure, Operations

Revenue model

1. Subscription - Green Coffee Volume Based: RoasterTools bills based on the volume of green coffee processed during the billing cycle. Plans are tiered based on monthly green coffee volume (lb). Upgrades are prorated when customers exceed their current tier, and downgrades happen automatically at month-end. Annual plans offer 12 months for the price of 10.

Pricing tiers

Go-to-market motion3 records

Distribution channels4 records

Marketing channels7 records

Core offering

RoasterTools provides an all-in-one SaaS platform built specifically for coffee roasteries to manage wholesale orders, ecommerce orders, production planning, inventory tracking, accounting synchronization, and integrated payment processing. The platform unifies sales (wholesale portal, ecommerce imports), operations (AutoPlan task generation, batch calculations, carryover), and inventory in a single system, with tiered subscription pricing based on monthly green coffee volume processed.

Product overview

RoasterTools is an all-in-one platform and operations management system for wholesale-focused coffee roasteries. The core product consists of the main RoasterTools Platform combining sales (Wholesale Portal, Ecommerce Imports), operations (Production Planner/Operations, AutoPlan, Production Calculations, Inventory Management, Carryover, Checklists, Blends), and accounting (Accounting Sync) modules. The platform integrates RoasterPay for payment processing, built on Stripe infrastructure. Additional capabilities include Shipping Integration via ShipStation, Insights for reporting, and Demand Management for production planning. The product is priced based on green coffee volume processed and offers tiered plans.

Differentiator

Problem solved

Functional benefit

Brands

• RoasterPay: Payment processing feature within RoasterTools that enables credit card and ACH payments for wholesale customers.

Products and services

• RoasterTools Platform All-in-one cloud-based SaaS platform that unifies sales, operations, inventory, and accounting management for coffee roasteries handling both wholesale and ecommerce channels. Includes wholesale ordering, ecommerce order import, production planning, inventory tracking, and accounting sync.
• Wholesale Portal Self-service wholesale ordering portal allowing wholesale customers to place orders on their own schedule with instant email confirmations, dynamic discounts, order reminders, exclusive products, catalogs, and white-label options with automatic wholesale pricing.
• Production Planner (Operations) Production planning and task management module including AutoPlan for automatic task creation, manual task planning, and an Operations Dashboard for tracking demand, inventory, and production progress across roasting, blending, packaging, and fulfillment stages.
• Inventory Management End-to-end inventory management module that tracks and manages inventory across all coffee states (green, roasted, blended, packaged, and bundles), with manual adjustments, cycle counting, carryover tracking, and par level maintenance.
• Production Calculations Automated batch sizing and demand forecasting engine that calculates batch sizes, green coffee requirements, carryover tracking, and demand based on orders and inventory levels, with on-demand demand recalculation.
• RoasterPay Proprietary payment processing feature built on Stripe infrastructure that supports credit card and ACH payments, batch payment collection, automatic prepayment for customers with known shipping costs, and a wholesale billing portal for invoice management.
• Accounting Sync Two-way accounting synchronization module that syncs orders, payments, customers, and variants to QuickBooks Online, QuickBooks Desktop, or Xero, with sales tax configuration and automatic payment application.
• Insights (Reporting) Analytics and reporting module providing Profitability Reports, Sales Reports, Roasting Reports, and Green Coffee Reports to track specialty coffee roastery business performance.

Named customers4 records

Segments2 records

Ideal customer profiles3 records

Technology focussed Yes

API detail

Has API

Yes

API docs

API detail

Core technology

AI maturity

App detail

Integration11 records

Feature8 records

Partnerships

Five partnerships are on record, tiered core.

• QuickBooks OnlinecoreTechnology or IntegrationAccounting integration that allows roasters to sync orders and payments directly to QuickBooks Online for streamlined bookkeeping. Supports syncing invoices, payments, and payout recordings.
• XerocoreTechnology or IntegrationAccounting integration for roasters using Xero as their accounting platform. Supports syncing orders and payment recordings.
• ShopifycoreTechnology or IntegrationDirect ecommerce integration allowing automatic import of online orders into RoasterTools. Orders appear on the orders page like any other order.
• StripecoreTechnology or IntegrationPayment processing partner enabling RoasterTools to process credit card and ACH payments for wholesale orders within the platform via RoasterPay.
• JustificoreTechnology or IntegrationPayment processing partner for RoasterPay. Provides the underlying infrastructure for ACH payment processing and payout deposits to roaster bank accounts.

Scale indicators3 records

Recent moves6 records

Expansion highlights5 records

Broad incumbents

• Lightspeed Restaurant: Lightspeed provides POS, inventory, and ecommerce tooling for cafes and specialty retail, including coffee shops that also roast. Its inventory and order-management modules compete with RoasterTools for coffee businesses seeking an all-in-one solution.
• Toast: Toast is a dominant restaurant POS and operations platform that, while focused on cafes and food service, overlaps with RoasterTools on wholesale ordering, payments, and inventory for retail-facing coffee businesses. It represents the broad-incumbent threat to RoasterTools' retail/wholesale workflows.

Emerging players

• Aillio: Aillio produces the Bullet R2 electric smart roaster with companion roast management and analytics software. While its core is hardware, its software offers profile, batch, and inventory capabilities that compete for the same coffee operations workflow as RoasterTools.
• Diedrich Roasters: Diedrich manufactures commercial coffee roasters with its P-Series controls and IoT connectivity for production monitoring. Its software stack competes with RoasterTools on roast data capture and production tracking for roasters using Diedrich equipment.
• Loring: Loring builds smart, low-emission commercial roasters with built-in profile management software. Its Loring Smart Roast system provides production and recipe control functionality that overlaps with RoasterTools' operations module for Loring-equipped roasteries.
• Artisan: Artisan is a widely adopted open-source roast profiling application used by small and craft roasters. While less full-stack than RoasterTools, it competes for the production-tracking use case at price-sensitive specialty roasters.
• Mill City Roasters: Mill City Roasters sells commercial roasters with its MillOS roast control and operations platform. The bundled software competes with RoasterTools on production planning, profiles, and batch tracking for Mill City's installed base.

Direct peers

• Probat: Probat is a global coffee roaster manufacturer whose Probat-Net platform bundles roast control and production software with its industrial machines. It competes with RoasterTools on operations and inventory, particularly at larger roasteries that buy Probat equipment.
• RoastLog: RoastLog provides roast logging, production tracking, and profile management software for coffee roasters. It directly competes with RoasterTools' production planning and operations modules in the same SMB-to-mid-market specialty coffee segment.
• Cropster: Cropster is the leading cloud-based operations, roast profiling, and green coffee management platform for coffee roasters worldwide. It is the most direct competitor to RoasterTools, serving the same vertical with overlapping production-planning, inventory, and quality-control capabilities.

Market position

Strengths5 records

Weaknesses5 records

Competitive moat4 records

Key risks6 records

Key highlights7 records

Customer concentration

Revenue estimate

Valuation estimate

Number of profiles

Profiles2 records

Funding overview

Funding rounds1 record

Investors1 record

Funding detail is available on the Subscription and Enterprise plan.Contact sales →

M&A

Investments

M&A and investment is available on the Subscription and Enterprise plan.Contact sales →

Frequently asked questions about Roaster Tools