What Haimoo Roastery is

Haimoo Roastery is a small coffee roastery in Haimoo, Vihti. It's run by Haimoo Company Oy's founder and CEO, Omid Rokhsatzadeh. Roastery is Haimoo's first customer: it's the operating environment where Haimoo's software is built and used first, before it's offered to other businesses.

The original problem

Roastery's B2B orders came in by email, WhatsApp or phone call. Orders were recorded in Excel or Notepad.

Where things were scattered

Once an order was ready, it had to be entered by hand into the freight carrier's portal, and the shipping label had to be printed there separately. The packing list lived in its own Excel file, filled in manually and saved to a cloud folder for later use. The work step was thus scattered across several separate places: email or WhatsApp for receiving the order, Excel or Notepad for recording it, the freight carrier's own portal for printing the label, and a separate Excel file for the packing list.

Managing subscriptions was also difficult. The freight carrier's own add-on for subscriptions would have cost 200 euros a month, and it still wouldn't have done everything Roastery needed.

What was built

The solution brings these separate steps together in one place: subscriptions and address label printing are now managed from a single view. The solution also includes automatic email reading, creation of an identifier (a ticket) from an incoming message, and an immediate automatic first reply to the customer. It also includes a small revenue-tracking feature, which has improved visibility into the B2B side.

Which products and components are used

The solution is Haimoo Flow. It's a production tool: it hasn't been customized solely for the Roastery, and it has no external paying customers.

How it's used in real work

B2B orders and subscriptions are managed from the same place that used to be scattered across separate steps: receiving the order, maintaining the subscription and printing the address label. Incoming email is automatically turned into a recognizable ticket, and the customer gets an immediate automatic first reply without anyone at Roastery having to respond by hand in time.

What was learned

The small revenue-tracking feature has brought clearer visibility into the state of the B2B side, which previously lived scattered across different files and services. Recurring work like subscriptions is worth building into its own system when a ready-made add-on is expensive and still doesn't do everything that's needed.

What's still unfinished

The solution currently covers the B2B order, subscription and shipping work. Other work steps at Roastery are not yet described in this use story.