[ We've Bean Coffee ]
How We've Bean Turned Sporadic Coffee Orders Into Predictable Recurring Revenue With A Subscription Portal.
We've Bean is a family owned Perth coffee supplier delivering to offices, cafes and workplaces across the metro area. Their business customers were reordering through the retail website whenever someone noticed the beans were low, which made revenue and stock impossible to predict. Monday Media built them a subscription portal. Offices now set their own delivery rhythm and change it in a couple of taps, and We've Bean runs every account from one dashboard.
[ the outcome ]
30 days
Stock demand projected before suppliers need ordering.
1
Dashboard running every subscription and order.
3
Three rhythms, changed anytime.
[ why they came to us ]
An E Commerce Shop Doing a Subscription Job.
We've Bean had built a genuinely good business side. Perth offices, cafes and workplaces were buying beans, pods and consumables regularly, and the family running it knew every account by name. The demand was there, and the retail website does a good job of selling to people at home.
It was just doing a job it was never built for. Office customers reordered through the shop whenever someone noticed the beans were running low, so the same account might order twice in a fortnight and then go quiet for six weeks. The subscription option on the store did not match how an office orders, so changing a blend, a quantity or a rhythm was more effort than it was worth. Business orders sat mixed in with retail sales.
So nothing was predictable. Stock was ordered on feel, revenue moved around month to month, and there was no single view of who the regular customers were or what they were worth.
Reorders happened whenever someone noticed the beans were low, not on a schedule.
The subscription option on the online store did not fit how an office orders.
Changing a blend, quantity or frequency was harder than it should have been.
Stock could not be planned, because nothing was due on a known date.
Business subscriptions sat mixed in with retail sales, so neither was clear.
Change and pause requests arrived by email with no record of the outcome.
[ what we built ]
One Portal Built Around How Offices Actually Buy Coffee.
The project started with how an office actually runs out of coffee. It is not a shopping trip, it is a rhythm. We mapped the way We've Bean's business customers order, then built around that instead of bending a retail checkout to fit.
The finished system is a subscription portal that sits alongside the retail site rather than replacing it. Businesses log in to build a recurring order, change it, or add a one off top up. The We've Bean team logs in to a dashboard showing every account, every order due, every open request and every lead in one place.
01 / Subscription builder
Offices set a rhythm and forget it.
A business signs up, picks products from the live range, chooses weekly, fortnightly or monthly, and pays by card. From then on the order repeats on its own and the next delivery date is always visible. No more ordering only once someone notices the tin is empty.
Solves: Reorders happened whenever someone noticed the beans were low, not on a schedule.
02 / Two tap changes
Swap a blend without starting again.
Every item on the subscription has a change control sitting beside it. Swap a blend, adjust a quantity, move from fortnightly to weekly, and the new delivery date shows before anything is saved. It takes seconds, which is why people keep it accurate.
Solves: Changing a blend, quantity or frequency was harder than it should have been.
03 / Demand forecast
Know what to order before you need it.
Because every subscription has a schedule, the portal adds up exactly what is due to go out over the next 7, 14 and 30 days, product by product. Supplier orders get placed against real numbers instead of a feeling about last month.
Solves: Stock could not be planned, because nothing was due on a known date.
04 / Operator dashboard
Every subscription and order on one screen.
Active accounts, recurring revenue, orders due this week, open requests and new leads, all in one view kept separate from the retail side. The team can answer how the business is tracking without pulling numbers out of three different places.
Solves: Business subscriptions sat mixed in with retail sales, so neither was clear.
[ inside the system ]
A Look at the System in Use.
Real screens from the platform we built, used every day by the people who run the business.
"There was clear communication through out the project and we couldn't be happier. The portal does exactly what we wanted and it looks fabulous. I would 100% recomend the team at Monday Media."
[ Rebecca Abrams - Co-founder ]