Transforming Coffee Operations with Odoo and EUDR Compliance Automation
Verde Coffee Importers, a mid-sized coffee importer sourcing from cooperatives across Latin America and Africa, partnered with Brainstack Technologies to transform their operations with Odoo ERP and ensure EUDR compliance.
Client Overview
Company: Verde Coffee Importers
Industry: Coffee Import and Distribution
Location: Amsterdam, Netherlands
Challenge: Manual processes across sales, purchasing, and inventory; upcoming EUDR compliance requirements
The Challenge
Verde Coffee Importers faced mounting operational challenges with their business relying on spreadsheets, email chains, and manual data entry across all departments. With the European Union Deforestation Regulation (EUDR) coming into force, they needed a comprehensive system that could not only streamline operations but also ensure compliance with stringent due diligence requirements around deforestation and child labor.
The company processed approximately 500 purchase orders annually from 35 farmer cooperatives, managed relationships with 150+ B2B customers, and handled inventory across two warehouses. Every transaction required manual verification, data entry in multiple places, and time-consuming reconciliation processes.
The Solution: Phased Odoo Implementation
Brainstack Technologies partnered with Verde Coffee to implement Odoo ERP from the ground up, taking an iterative approach that prioritized quick wins while building toward full automation and EUDR compliance.
Phase 1: Foundation and Sales Automation (Months 1-2)
Brainstack began with a comprehensive discovery workshop to map Verde's existing processes. We configured Odoo's core modules with coffee-specific customizations, including:
- Product catalog with coffee varieties, origins, processing methods, and certifications
- Customer hierarchy reflecting roasters, distributors, and retail partners
- Multi-warehouse inventory structure
- Currency management for international transactions
Sales cycle time reduced by 60%, from an average of 5 days to 2 days. Order accuracy improved to 99.2%, eliminating costly shipping errors.
Phase 2: Purchase and Supplier Management (Months 3-4)
Brainstack worked closely with Verde's procurement team to digitize their supplier base, creating detailed supplier profiles for each cooperative with contact information, payment terms, historical pricing, quality ratings, and geographic coordinates of farming plots.
The purchase process now operates with minimal manual intervention through automated RFQ generation, three-way matching systems, and smart receiving workflows.
Phase 3: Inventory Optimization (Months 5-6)
Building on sales and purchase automation, Brainstack implemented sophisticated inventory controls including dynamic reordering rules powered by machine learning algorithms, comprehensive lot traceability, and automated stock valuation.
Inventory accuracy improved from 87% to 99.1%. Stock-outs decreased by 75%, while excess inventory reduced by 30%, freeing up working capital.
Phase 4: EUDR Compliance Automation (Months 7-9)
The most innovative aspect addressed Verde's EUDR compliance obligations, requiring proof that coffee imports do not contribute to deforestation or involve child labor.
Deforestation Verification
Brainstack integrated Odoo with satellite imagery APIs using Sentinel-2 data via the Copernicus program. When a purchase order is created, the system automatically:
- Retrieves farm plot coordinates from the cooperative repository
- Queries satellite imagery for the plot location from December 31, 2020
- Analyzes vegetation indices to detect forest cover changes
- Generates a deforestation risk score (green/amber/red)
- Automatically flags red-rated suppliers for investigation
Child Labor Verification
Built API connections to cooperative management systems storing social audits and certifications. The system maintains compliance scorecards based on audit frequency, child labor policies, community education investments, and third-party certifications.
Business Impact
After nine months of iterative implementation and optimization, Verde Coffee Importers achieved remarkable transformation:
Operational Efficiency
- 70% reduction in manual data entry
- 85% faster order-to-cash cycle
- 5 FTE hours freed up daily
Financial Benefits
- €180,000 annual savings in labor costs
- €95,000 reduction in inventory carrying costs
- 15% improvement in gross margins
The Brainstack Approach: Keys to Success
Rather than a big-bang approach, Brainstack deployed functionality in digestible phases. Each phase delivered tangible value while building foundation for subsequent automation. We conducted hands-on training sessions, created role-specific video tutorials, and maintained ongoing support with monthly optimization reviews.
EUDR compliance verification time reduced from 40+ hours per month to automated real-time validation. Verde achieved 94% compliant sourcing within six months.
Conclusion
Verde Coffee Importers' transformation demonstrates how comprehensive ERP implementation, combined with innovative compliance automation, can revolutionize traditional industries facing modern regulatory challenges. By partnering with Brainstack Technologies, Verde not only automated their operations but positioned themselves as leaders in sustainable, transparent coffee sourcing.
The EUDR compliance automation provides competitive advantage—enabling Verde to confidently expand into new markets while assuring customers of their ethical sourcing practices. As EUDR enforcement begins in 2025, Verde is not just compliant; they're thriving with systems that turn regulatory requirements into business opportunities.
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