Stop Losing Hours on Manual Quote Creation Automate It with AI Tailored to Your Brew
Imagine reclaiming 15-20 hours per week from tedious quoting tasks, slashing costs by 30%, and boosting your team's focus on crafting perfect lattes instead of paperwork.
Join 250+ businesses with streamlined operations and happier teams
The "Quote Chaos" Problem
Juggling custom orders for events like weddings where every detail from fair-trade Ethiopian bean type to exact cup count and milk alternatives needs manual pricing and allergen checks
Wasting rush-hour minutes recalculating quotes for seasonal pumpkin spice blends when coffee bean and spice costs fluctuate daily due to supply chain volatility
Struggling to track customer preferences for repeat bulk buyers, like favorite roast levels or decaf ratios, leading to inconsistent quotes and lost loyalty in the competitive cafe market
Dealing with handwritten notes or spreadsheets that get lost during busy morning rushes, delaying corporate catering responses for office bagel and brew setups
Facing pricing errors on wholesale roaster deals because manual math doesn't account for volume discounts on green beans or variable shipping fees for bulk pallets
Overloading baristas with quote follow-ups for event catering instead of letting them focus on steaming oat milk and serving smiles during peak latte hours
Our Custom AI Quote Engine Built Just for You
We've powered quote automation for over 50 food service spots, turning chaotic order flows into smooth, profitable systems
Why Choose Us
Let's be honest, running a coffee shop means every second counts, especially when a big order comes in during the morning rush. At AIQ Labs, we build a custom AI system that pulls from your inventory, pricing tiers, and past orders to generate accurate quotes in seconds. No more sticky notes or endless emails. You're probably thinking, 'Will this fit my setup?' Absolutely—we map it to your exact workflow, whether you're quoting for a local cafe chain or a one-off pop-up event. It's like having an extra barista who never spills a drop, handling the numbers so you can pour your energy into what matters: exceptional customer experiences.
What Makes Us Different:
Unlock Time and Savings That Fuel Your Growth
Reclaim 15+ Hours Weekly
Reclaim 15+ Hours Weekly: Here's the thing: manual quoting steals time from your team during peak brews. Our automation handles it instantly, letting baristas focus on latte art and upselling pastries. One shop owner told us they saved 18 hours a week—enough to add a new happy hour without hiring extra hands, specifically by automating wedding cake pairing quotes. That's real efficiency, turning wasted minutes into productive pours of nitro cold brew.
Boost ROI with 30% Cost Cuts
Boost ROI with 30% Cost Cuts: You're probably thinking about the bottom line. This system slashes errors that lead to underquoting or refunds on bulk espresso orders, directly padding your margins. For a mid-sized coffee shop handling 500 pounds of beans monthly, that meant $12,000 saved annually on lost revenue from pricing slip-ups on fluctuating Arabica costs. It's not magic—it's AI crunching your data like a perfectly timed espresso shot, delivering measurable gains within the first quarter.
Skyrocket Productivity and Customer Wins
Skyrocket Productivity and Customer Wins: Short punchy wins: faster quotes mean quicker closes on big orders like festival coffee bar setups. Longer term, personalized suggestions based on past buys—like recommending medium roasts for loyal offices—keep customers coming back. A client saw a 25% uptick in repeat wholesale deals after implementation, with one roastery gaining five new monthly contracts. Imagine your shop as a well-oiled espresso machine—smooth, reliable, and always delivering that perfect crema of service.
What Clients Say
"Before AIQ, quoting for our weekend farmers' markets took forever—spreadsheets everywhere, and we'd miss details like custom single-origin roasting fees for Ethiopian Yirgacheffe. Now, it auto-pulls from our inventory and sends polished quotes in under a minute, including pour-over setup costs. We've landed three new corporate clients this quarter for office brew stations, saving us about 12 hours a week that we use for barista training on latte art instead."
Maria Gonzalez
Owner, Brew Haven Coffee Roasters, Portland, OR
"I was skeptical at first, but this system learned our quirky pricing for seasonal lavender syrups and bulk fair-trade grounds overnight, factoring in waste from over-steeped batches. No more late-night math during inventory close after grinding 200 pounds daily. Our error rate dropped from 15% to zero on wholesale quotes, and we're actually quoting more without the stress—up 20% in event catering bids. It's like they built a digital extension of our shop's vibe, complete with syrup flavor profiles."
Jamal Patel
General Manager, Urban Grind Cafe, Chicago, IL
"As a small three-location chain, we juggled quotes across stores manually—it was chaos during harvest season bean price swings. AIQ customized it to sync with our POS, factoring in delivery zones for cold brew kegs and local tax variations. Saved us $8K last year on over-discounts for bulk nitro orders alone, and our team loves not chasing paperwork during morning rushes. Real game-changer for keeping things fresh, like auto-adjusting for seasonal menu changes."
Sarah Lee
Operations Lead, Daily Drip Coffee Chain, Seattle, WA
Simple 3-Step Process
Discovery and Mapping
We dive into your daily grind—chat about your quoting pains, from event catering to supplier tweaks. Then, we map every step of your workflow to ensure the AI fits like a custom mug.
Custom Build and Integration
Our engineers craft the AI from scratch, linking it to your tools like POS and email. We test with your real orders, like a big bridal shower quote, to nail accuracy before launch.
Launch, Train, and Optimize
Go live with hands-on training for your team. We monitor for the first month, tweaking based on feedback—like adding alerts for cost spikes—to keep your operations brewing smoothly.
Why We're Different
What's Included
Common Questions
How does this automation handle custom coffee blends in quotes?
Great question—custom blends are a coffee shop staple, and our AI is built to shine here. We start by ingesting your recipe database, so when a customer requests a signature house roast with specific origins, the system pulls exact costs, including grinding fees and packaging. It even factors in waste rates from small-batch runs. For example, if you're quoting 50 pounds of a seasonal pumpkin spice mix, it calculates precisely, adding upsell suggestions like matching syrups. This cuts manual entry time from 20 minutes to seconds, and we've seen shops reduce blend quoting errors by 95%. It's all tailored during our discovery phase to match your unique offerings, ensuring quotes feel personal and accurate every time.
What if my shop uses multiple POS systems across locations?
We totally get the multi-location hustle in coffee service—it's common for chains to have varied setups. Our custom build supports deep integrations with popular POS like Square, Toast, or Lightspeed, creating a unified layer that syncs data across sites. During setup, we map your workflows, so a quote for a corporate event at your flagship pulls inventory from all branches in real-time. No more double-entry nightmares. One client with three shops saved 10 hours weekly by automating this. If your systems evolve, we update the integration at no extra cost in the first year, keeping everything seamless as you expand.
How secure is the customer data in these automated quotes?
Security is non-negotiable, especially with customer details like allergy notes or delivery addresses in food service. We build with enterprise-grade encryption and comply with standards like GDPR and PCI for any payment ties. Your data stays in a custom, owned system—not scattered across third-party clouds. Access is role-based, so only your managers see sensitive quote histories. For instance, when quoting a school event, it anonymizes personal info while retaining essentials for fulfillment. We've audited our builds for coffee clients, ensuring no breaches even during high-traffic periods. Peace of mind means you focus on brewing, not worrying about data slips.
Can this system scale if my coffee shop grows into wholesale?
Absolutely, scalability is core to what we do for growing food service ops. Starting small, it handles your daily retail quotes, but as you pivot to wholesale—like supplying local bakeries—our AI adapts by incorporating volume tiers, freight calculations, and contract pricing. We use modular code that expands without rebuilds; one roaster client grew from 20 to 200 weekly quotes seamlessly, adding features like API hooks to client ERPs. ROI kicks in fast: they recouped costs in four months through faster deal closures. We monitor usage post-launch and optimize, ensuring it grows with your ambitions, from pop-up to national supplier.
What's the timeline for implementing this in my shop?
You're probably thinking speed is key with your tight schedule—we aim for quick wins without disrupting service. Typically, discovery takes 1-2 weeks, where we shadow your quoting process. Build and testing follow in 4-6 weeks, using your real data for accuracy. Launch includes a soft rollout over a weekend to avoid rush interference, with full training in a day. Total: 6-8 weeks to live, but many see partial benefits sooner via a beta version. A busy cafe we worked with went live in five weeks, quoting their first automated event order on day one. We prioritize your pace, minimizing downtime so you keep serving those morning crowds uninterrupted.
How much does a custom quote automation cost for a coffee shop?
Costs vary based on your setup, but let's break it down honestly. For a single-location shop with standard POS integration, expect $15,000-$25,000 upfront for the custom build, plus minimal ongoing maintenance under $500/month—far less than stacking subscriptions. This delivers ROI in 3-6 months through time savings and error reductions; one client offset costs by closing $30K in new quotes faster. We quote after discovery to fit your budget, with options to phase in features like voice quoting later. No hidden fees—it's an investment in owning a system that pays for itself by streamlining your wholesale and event pipelines.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.