An in-house roastery, a central bakery, a commissary distribution network, and 27 retail locations — configured end-to-end before go-live.

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Locations across the Pacific Northwest Distinct operational units on one platform Centralized ordering structure across all stores Post-launch configuration rework required
 

THE CHALLENGE:

An operation generic platforms weren't built for.

Woods Coffee doesn't run like a restaurant group. A single green coffee bean becomes four distinct SKUs by the time it reaches a customer. Paper goods are counted by case at the warehouse, by sleeve at the store. Bakery recipes pull from both warehouse stock and live production batches. Store orders flow through the commissary, not directly from vendors. And POS modifiers — add oat milk, substitute, upsize — needed to map to recipes so food cost tracked at the drink level, not just the category.

Getting the platform to reflect that reality before go-live, rather than after, was the work.

About Woods Coffee:

Pacific Northwest coffee, roasted in-house.

Woods Coffee operates 27 locations across the Pacific Northwest with an in-house roastery, central bakery, commissary distribution network, and retail wholesale line — one of the most structurally complex coffee operations running on Craftable today.

woods view

Five configuration decisions that made the difference.

1. --> Count unit structure
Paper goods were initially structured at the case level. Store staff count by the sleeve. PS set sleeve as the primary count unit and case as the secondary — so stores counted accurately from day one. Rebuilding post-launch would have meant re-creating items and losing inventory history.
2. --> Roastery item architecture
Green coffee beans weren't on the original item list. The PS team mapped the full production chain: green beans in from Atlas Coffee, roasted whole beans to stores, 5lb bags for espresso machines, 1lb bags sold retail. Each stage required its own item structure and recipe.
3. --> POS modifier mapping and recipe costing
Woods Coffee's menu includes customer-facing modifiers — milk alternatives, size upgrades, add-ons — each carrying a cost. PS cleaned up modifier mappings and tied each modifier to its recipe so that when a modifier is rung, inventory depletes at the correct unit and the cost flows into COGS accurately. Food cost now tracks at the modifier level, not just the menu item.
4. --> Category naming alignment
The warehouse and bakery had conflicting category names for overlapping item types. PS caught the conflict during data load and aligned on a single naming convention — drink ingredients, paper goods — before anything hit the live system.
5. --> Commissary price list sequencing
PS held off on loading store-specific items until the item structure was locked. When the commissary price list was auto-generated, only the right items reached the right locations — no inactive items sitting in stores that don't carry them.

"The goal with every implementation is to hand over a platform that's already working the way the operator works — not one they have to figure out after go-live."

Russ Spencer · Director of Professional Services, Craftable
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Configured before day one. Running on day one.

Woods Coffee went live on a fully configured platform with no post-launch rework list. All 27 locations order centrally through the commissary, with pack sizes, count units, and pricing already structured for each store's workflow. Modifier-level recipe costing gives the team live visibility into ingredient cost per drink variation — not just per menu category.

The Craftable platform now serves as the single operational layer connecting roastery production, bakery output, commissary distribution, and store-level inventory across the Pacific Northwest.

"I don't know how we would have set up the system without the support of that team. Given the number of activities I am responsible for, I don't know that we would have had the system set up in the amount of time we allotted for the project. The custom training modules built specific to our operations was incredibly helpful."

Carly Bomber · Woods Coffee

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