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Accounting and invoicing for coffee roasters

Green coffee from abroad, roasting by origin, subscriptions, hospitality and offices: a roastery buys raw goods in large quantities and sells in bags to many. Saldiqo issues invoices for hospitality and offices, creates subscriptions as recurring invoices and records green coffee and packaging invoices per batch.

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What comes up for coffee roasters

Green coffee from abroad

Purchases in foreign currency or through importers, with long lead times and high goods value.

Subscriptions and regulars

Offices and cafés buy the same quantity every week or month. Subscriptions run automatically.

Online and wholesale

The own shop and hospitality supply have different prices and invoices.

How Saldiqo helps

  • Subscriptions as recurring invoicesFixed quantities are created by a recurring invoice on schedule.
  • Delivery note and invoiceFor changing quantities delivery note and invoice from the same job.
  • Orders from the shopFetch orders from WooCommerce, Shopify or Billbee and bill them.
  • Record green coffee and packagingRecord supplier invoices with their due date.

Typical invoice lines

Examples that often appear on invoices in this industry. You set the prices yourself.

  • House espresso blend, 5 kilograms, Monday delivery
  • Office coffee subscription, November
  • Single origin filter coffee, 1 kilogram
  • Tasting for a team, 8 people
  • Deposit for containers
  • Shipping as per order

Tax and invoicing in Ireland

What applies to invoices in Ireland, in short. As of October 2026.

VAT
Standard rate 23 %, reduced rates 13.5 % and 9 %, 4.8 % for livestock, and 0 %. Since 1 July 2026 a 9 % rate applies to restaurants, catering, hot takeaway food and hairdressing, excluding alcohol and soft drinks.
VAT registration
Registration is required above €42,500 a year for services and above €85,000 for goods, if at least 90 % of turnover comes from goods. Saldiqo leaves VAT off your invoices while you are below the threshold and shows how much room is left.
What goes on an invoice
Registered businesses show their VAT number. Sole traders and partnerships providing services show their tax reference number, or their full name and address, on invoices and receipts of €7 or more (section 885 TCA). Companies show their name, CRO number and registered office, and directors’ details on letters, order forms and the website.
Invoice timing
Issue a VAT invoice within 15 days after the end of the month in which the supply took place.
E-invoicing
From 1 November 2028 every business must be able to receive e-invoices. Issuing is phased in: first for suppliers to large corporates, from November 2029 for businesses trading B2B within the EU, and from 1 July 2030 under the EU VAT in the Digital Age rules. A PDF does not count as an e-invoice, and the technical specifications are not yet published.
VAT returns
VAT3 returns are filed every two months through ROS, by the 19th of the following month, or the 23rd when you file online through ROS. Saldiqo does not file returns, your accountant or ROS does.
Record keeping
Keep records for 6 years, longer while a review is open.
Late payment
Interest on late business payments is the ECB main refinancing rate (2.40 % in the second half of 2026) plus 8 points, so 10.40 %, plus fixed compensation of €40, €70 or €100 depending on the amount owed.
Getting paid
IBAN and BIC are on every invoice, plus a SEPA QR code (EPC) for banking apps that can read it.

Frequently asked questions

Can I bill coffee subscriptions automatically?

Yes. A recurring invoice per customer creates the invoice on schedule.

Can I connect my online shop?

Saldiqo fetches orders from WooCommerce, Shopify or Billbee and creates invoice and delivery note.

Do coffee roasters in Ireland have to charge VAT?

Once they are registered, yes. Registration is required from the sale that takes turnover over €42,500 a year for services or €85,000 for goods, where at least 90 % of turnover comes from goods. Below those limits Saldiqo leaves VAT off your invoices.

Do coffee roasters in Ireland need e-invoicing?

Not yet. From 1 November 2028 every business must be able to receive e-invoices. The duty to issue them phases in from the same date for suppliers to large corporates and later for more businesses. PDF invoices do not count as e-invoices.

How long should coffee roasters keep invoices?

Keep records for 6 years, longer while a review is open. You can store receipts digitally in Saldiqo. The legal duty to keep records stays with you.

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Write invoices, match payments, collect receipts and send reminders: free and without a trial period.

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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.