Every café, every machine, every order. On one screen.
Our own system for ordering, machines, call-outs and reminders. One app for our cafés, one place for our team, and a live board on the office wall. Shopify stays the shop; this is everything around it.
And in every café's pocket.
What our rep can show a new café
“Not only can you order in one tap. You can call out an engineer, see all your stats, and get reminders for water filters and burr changes.”
Order in one tap
Your usual coffees, ready to go.
Call out an engineer
Machine down? Report it in 30 seconds and see when we're coming.
See your stats
Coffee used, spend and trends, month by month.
Never miss a filter
Reminders for water filters, burr changes and cleaning.
What a café sees
Their day, at a glance.
One tap and it lands in Shopify.
Burrs, filter and service history.
Four severities, a photo, done.
Volume, spend and orders by month.
Machine down? Help is on the way.
No phoning round, no chasing. The café sees exactly where their call-out is, and every visit is saved against the machine.
Looking after them before things go wrong
Water filter
Due in 9 days. Book a change?
Grinder burrs
About 4 weeks away. Bella works this out from how much coffee the café orders.
Daily clean
Backflush tonight. Watch the 30s video.
Time to reorder
You usually order on Mondays. Want your usual?
Cafés choose which reminders they get.
Coffee at home, on repeat
Our own subscriptions, replacing Firmhouse. Cards stay safely in Shopify.
Change anything in a tap.
A nudge before it ships.
The service desk sees the machine, site and history straight away. No serial read over the phone.
Scan the machine. Bella's right there.
Anyone
Cleaning guides and videos.
The café, signed in
Report a fault, service history, filter and burr status, order supplies.
A Bella engineer
Serial, every previous job, parts and notes.
What the Bella team sees
No coffee always at the top.
Today's jobs, in order.
Signed and paid in the app.
The whole business at a glance.
The service desk, full size
One app. A phone layout on the road, a full desktop in the office.
The weekly sales report.
Example figures. A sober, printed-style page Brian gets every Monday morning.
| Channel | This week | Last week | Change | Same week last year | Change | Year to date | YTD last year | Change |
|---|---|---|---|---|---|---|---|---|
| Retail coffee (online) | £23.6k | £19.8k | ▲19.2% | £20.9k | ▲12.9% | £837k | £735k | ▲13.9% |
| Wholesale coffee (trade, excluding B&M) | £31.8k | £31.2k | ▲1.9% | £29.6k | ▲7.4% | £1214k | £1062k | ▲14.3% |
| B&M | £9.4k | £9.1k | ▲3.3% | £8.8k | ▲6.8% | £356k | £318k | ▲11.9% |
| Coffee subscriptions | £6.2k | £5.9k | ▲5.1% | £5.1k | ▲21.6% | £228k | £184k | ▲23.9% |
| Equipment (machines and grinders) | £17.3k | £18.6k | ▼7.0% | £16.4k | ▲5.5% | £860k | £690k | ▲24.6% |
| Parts, accessories and service | £5.4k | £4.0k | ▲35.0% | £5.9k | ▼8.5% | £212k | £192k | ▲10.4% |
| Rentals | £2.7k | £2.6k | ▲3.8% | £2.6k | ▲3.8% | £108k | £91k | ▲18.7% |
| TOTAL | £96.4k | £91.2k | ▲5.7% | £89.3k | ▲8.0% | £3.82m | £3.27m | ▲16.6% |
- 1. Meraki Espresso Machine with Grinder Gen 2£6.2k
- 2. Navigator Blend 1kg£4.8k
- 3. Profitec Move£3.9k
- 4. Crossfade Blend 1kg£3.1k
- 5. Eureka Mignon Specialita£2.4k
| Channel | This week | Last week | Change | Same week last year | Change | Year to date | YTD last year | Change |
|---|---|---|---|---|---|---|---|---|
| Retail coffee (online) | £23.6k | £19.8k | ▲19.2% | £20.9k | ▲12.9% | £837k | £735k | ▲13.9% |
| Wholesale coffee (trade, excluding B&M) | £31.8k | £31.2k | ▲1.9% | £29.6k | ▲7.4% | £1214k | £1062k | ▲14.3% |
| B&M | £9.4k | £9.1k | ▲3.3% | £8.8k | ▲6.8% | £356k | £318k | ▲11.9% |
| Coffee subscriptions | £6.2k | £5.9k | ▲5.1% | £5.1k | ▲21.6% | £228k | £184k | ▲23.9% |
| Equipment (machines and grinders) | £17.3k | £18.6k | ▼7.0% | £16.4k | ▲5.5% | £860k | £690k | ▲24.6% |
| Parts, accessories and service | £5.4k | £4.0k | ▲35.0% | £5.9k | ▼8.5% | £212k | £192k | ▲10.4% |
| Rentals | £2.7k | £2.6k | ▲3.8% | £2.6k | ▲3.8% | £108k | £91k | ▲18.7% |
| TOTAL | £96.4k | £91.2k | ▲5.7% | £89.3k | ▲8.0% | £3.82m | £3.27m | ▲16.6% |
- 1. Meraki Espresso Machine with Grinder Gen 2£6.2k
- 2. Navigator Blend 1kg£4.8k
- 3. Profitec Move£3.9k
- 4. Crossfade Blend 1kg£3.1k
- 5. Eureka Mignon Specialita£2.4k
The classic weekly report. Same layout every Monday, numbers he can trust.
The business behind the sales.
Example figures. Live numbers come from the Analytics Hub, warehouse and roastery.
| Origin | In stock | On order | Weekly use | Weeks of cover |
|---|---|---|---|---|
| Brazil Santo | 1,240kg | 0kg | 138kg | 9 weeks |
| Colombia Jaguarundi | 180kg | 1,200kg | 90kg | 2 weeks 1,200kg arriving 29 Oct |
| Ethiopia | 620kg | 300kg | 103kg | 6 weeks |
| Decaf | 300kg | 0kg | 43kg | 7 weeks |
Cover, capacity, margin and cash. The questions a CEO asks, answered every Monday.
Every café, every machine, in his pocket.
Every café with a given machine, nearest first.
Last service, last part and what's due, before he walks in.
Coffee prices in his pocket, for every conversation with RHS and B&M.
The warehouse: from purchase order to the van
Every item is scanned in, put on a known shelf, picked against the order and scanned out. No miss-picks, and every machine and grinder that leaves carries its serial number.
Every box scanned.Every machine's serial captured on arrival.
Purchase orders tell goods in what's coming. Scanning puts every item on a known pick face. Picks are checked line by line, and every machine's serial number follows it to the customer, ready for warranty and service.
Receiving PO-1051: boxes ticked off, serials captured, short or damaged boxes logged on the spot.
- 1Purchase order
Order it once from the supplier.
- 2Expected stock
The shelves know what's coming.
- 3Goods in (scan)
Every box and serial scanned.
- 4Put away
A known pick face, QR confirmed.
- 5Pick and check
Wrong item caught on the spot.
- 6Dispatch manifest
Serials linked to customers.
- 7Machine Ledger
One serial, one life story.
The right machine, every time.
It starts with a good purchase order and good goods in. Every box is scanned and known, so picking becomes a check, not a guess.
- Enforced1 · No goods in without a purchase order
- Enforced2 · Every box scanned on arrival
- Enforced3 · No serial, no stock
- Enforced4 · No picking by hand: scan every box
- Enforced5 · A wrong box stops the pick
- Enforced6 · Overrides need a manager and a reason
Every box checked against the order and the Shopify product.
Every box becomes scannable: model, colour, year and maker.
Scan the note to open the order.
Wrong box caught before it's packed.
The serial goes onto the Shopify order, the manifest and the Machine Ledger.
Works with our existing barcode and QR scanners. One label printer at goods in.
From green bean to bag on the shelf.
Every sack logged by lot, every roast recorded, every bag packed against a recipe. Online, trade and showroom sales come off stock automatically.
- 1Green in
- 2Roasted
- 3Packed
- 4Sold (online, trade, showroom)
Every sack logged by origin and lot.
Green goes down, roasted goes up. Automatically.
Roasted stock turns into bags on the shelf.
Bean to bag, always up to date. Cester sees every lot, Brian sees the cover.
Know your coffee position, every day.
Brian sees weeks of cover and roaster headroom. Cester traces any bag back to its sack.
Expected, scanned, photographed.
Goods in knows what's coming from customers too. Every home machine sent in for repair is expected, scanned, photographed and timed against our promise.
Repairs are expected, just like stock.
Matched, photographed and timed from the moment it arrives.
| Job | Customer | Machine | Days in | Due | Status |
|---|---|---|---|---|---|
| SC-2238 | R. Okafor | Profitec GO | 2 | Thu | On track |
| SC-2241 | J. Patel | ECM Synchronika II | 0 | Fri | On track |
| SC-2229 | H. Byrne | Lelit Bianca | 4 | Today | Due today |
| SC-2230 | M. Adeyemi | Rancilio Silvia | 5 | Today | Due today |
| SC-2214 | T. Walsh | Gaggia Classic | 9 | Mon | Overdue |
| SC-2233 | A. Novak | Sage Barista Pro | 3 | Paused | Waiting for part · clock paused |
Every repair against its promise.
No job, no intake
Serial must match
Photos on arrival
Repairs never enter sales stock
The right machine goes back
Purchase orders
Order it once. Everything after knows what's coming.
Every supplier delivery and when it lands.
Ticked off against the order. Problems flagged straight away.
Inventory hub
What's on the shelf, what's coming and what's already promised to a customer.
Put away to pick face
Everything has a home, and the system knows where it is.
Pick and check
Scan to pick. A wrong item is caught before it's packed, not after the customer opens the box.
PM-24-11902
Daily dispatch manifest
A digital manifest every day. Every machine traceable from supplier to customer.
Who sees what: the warehouse and dispatch team get receiving, put-away, picking and the daily manifest.
One serial number, one story
Every machine and grinder we've ever sold, rented or serviced, with its serial number, its owner and its whole life story. Search a serial or a customer and it's all there.
From the supplier's box to the customer's counter, and every visit after.
Every machine a customer has, across every site.
The ledger builds itself from goods in and dispatch. Older machines are imported once from past orders and service records.
One serial number, one story.
The serial is captured at goods in, checked at dispatch and linked to the customer. Warranty, service history, rentals, QR pages and call-outs all hang off the same record. When someone calls about a machine, we know exactly what it is, who has it and what's been done to it.
Maintenance that plans itself.
We already know how much coffee every café orders, so we know how hard every grinder is working. The system suggests burr and filter changes before quality drops. Marcel decides what to book.
The Bella server map
Two sealed environments. B&M's portal stays on its own server, exactly as promised. Everything else runs in the Bella environment, watched by separate monitoring and backed up off-site in London.
01 / Outside services
02 / B&M environment · sealed
03 / Bella environment
Three levels of monitoring
- Beszel: is the server alive?
- Uptime Kuma: is the website responding?
- Heartbeats: did the important jobs finish? For example, Shopify sync completed 02:03.
A green server with a stopped job is the most dangerous state, so we watch all three.
Backups & recovery
- Nightly encrypted database and Coolify backups to Amazon S3 in London.
- Versioning keeps old copies; a bad backup cannot overwrite a good one. Code stays safe in GitHub.
- New server → install Coolify → restore → deploy → switch the address.
We test the restore, not just the backup.
The security standard
- SSH keys only, no root login. Firewall allows only web traffic and key login.
- Databases are never reachable from the internet.
- Automatic security updates and two-factor on control panels.
Every outside key does one job only. Secrets stay out of the code.
Grow without redesigning
- Start small. Upgrade only when monitoring says so.
- Apps are separate, so moving one to its own server later is routine.
- Move Coolify's control panel to its own small server once the platform is business-critical.
Room to grow. No need to start again.
Every part of this map keeps those promises.
The numbers behind the business.
All from Shopify and checked against finance. Ex-VAT, net of refunds. Figures as of 13 October 2026.
Every comparison uses the same months in both years, never eleven against twelve.
* October 2026 is month to date.
Which brands it comes from
Same months each year, costed lines only, so slightly below total sales.
Brand share and revenue
Brand share and revenue
Brand share and revenue
Our suppliers
95 with sales in the last 12 months
Top performing SKUs · last 12 months
Returns to watch · highest return rates
Small numbers, but worth a look: often a listing or compatibility issue, not a faulty product.
Example and internal figures. Not for sharing outside Bella Barista.
Less to pay for. Fewer mistakes.
What we stop paying for
What it costs to run
The savings
Approx £5,000+ a year net, before the mistakes we stop and the time we give back.
From the Shopify app bill, October 2026. Figures approximate.
Step by step
Protect what we have
Backups of our servers and Shopify, monitoring, automatic releases, the analytics fix.
Scan and Pick
Purchase orders, every box scanned, Bella labels, scan-checked picking, serials to Shopify, inbound repairs. Stops wrong machines going out.
Coffee, bean to bag
Green in, Alex's roast log, Daisy's packing, coffee stock and EPOS.
Trade app pilot
RHS, one multi-site group and one single café.
Machines and rentals
Machine Ledger, QR labels, agreements signed in the app, Direct Debit.
Field service
Call-outs, the service desk, engineer app and texts, proven with the service team first.
Every independent
All trade customers move across. Locksmith and WSH switched off.
Home subscriptions, then the full picture
Replacing Firmhouse; reports, the wall board and Ask One Bella.
Ask One Bella
Brian · CEO
- 01Which customers actually make us money once delivery, service and discounts are counted?Top 10 by profit · 3 accounts below break-even · biggest drag: a free delivery agreement
- 02If green coffee rises 10%, what does it do to our margin, and what price rise covers it?Margin falls 4.1 points · a 35p per kg trade price rise covers it · 112 accounts affected
- 03What will we sell in the next 8 weeks, and do we have the coffee and roasting time for it?Forecast 13.2t · green covered to week 50 · roaster at 88% in the Christmas peak
- 04How much money is sitting on our shelves?£412k stock value · £96k slow-moving over 90 days · Lelit stock is the largest share
- 05When a café buys a machine from us, how often do they also buy our coffee?41% become coffee customers within 90 days · worth £2,300 a year on average
- 06How many home subscribers did we gain and lose this month, and why?+38 / −21 · top reason for cancelling: “too much coffee” · £1,048 average lifetime value
- 07What did returns and warranty repairs cost us this quarter?£6.8k · 62% recovered from suppliers · worst line: Eureka burr set
Marcel · MD
- 01How busy is each engineer, and who can take an urgent job today?Mike 6 jobs (full) · Dan 3 jobs, 14 miles from the nearest No Coffee
- 02Which machines keep failing on the same fault?4 machines with the same fault 3+ times · Lelit PL62 pump · suggest replacing rather than repairing
- 03Are we hitting our response promises?No Coffee: 94% within 4 hours · High: 88% next day · 2 missed this week
- 04Which parts are we using most, and what should be on every van?Group seals, pumps, shower screens · Mike's van is low on pumps
- 05Which warranty repairs can we claim back from the supplier?7 open claims · £1,240 due from Profitec · 2 older than 60 days
- 06Which rental agreements end soon, and which cafés are due an upgrade?5 rentals end before January · 9 machines over 7 years old at busy sites
- 07Where is the water hardest, and which cafés need a better filter?12 cafés in hard-water postcodes · 3 without a softener · most scale-related call-outs