The Bean Cartel moved every wholesale account to weekly automatic billing
A Melbourne coffee roaster used PencilPay digital supply agreements and automatic collection 7 days after invoice to stop customers drifting out of their weekly billing cycle, recover invoices more than 10 weeks overdue and cut admin for sales staff and owners.
- Customer
- The Bean Cartel
- Industry
- Coffee roasters
- Location
- Melbourne, Victoria
- Payment terms
- Weekly, collected 7 days after invoice
- PencilPay products
- Pencil Trade, Pencil Pay
- Integrations
- Standalone
- Headline result
- 7 days auto-billed after invoice
Before PencilPay
The Bean Cartel supplies cafes and venues on weekly billing. Without a structured credit application or signed supply agreement, customers regularly fell out of the weekly cycle, and the roaster was left chasing invoices, some more than 10 weeks overdue.
Payment processing was manual: every card transaction was handled one at a time, which tied up sales staff and the owners.
What The Bean Cartel implemented
Digital supply agreements
Sales staff onboard a new cafe in minutes. The agreement, the credit application and the payment details are captured in one branded form.
Automatic weekly collection
Each invoice is collected automatically 7 days after it is issued, so the weekly cycle holds without follow-up.
Payment plans for overdue accounts
Outstanding balances were recovered through PencilPay payment plans and automated collections.
What changed
Predictable weekly cash flow
Consistent weekly billing turned a lumpy receivables book into a steady revenue stream.
Faster onboarding
New accounts are set up at the point of sale, so the roaster can add customers without adding admin.
Hours of admin removed
Automation took manual card processing and collections off sales staff and ownership.
“All our data is kept in one place, easily accessible and easy to use. Pencil adds common sense payment functions specific to wholesale. Not many payment companies are able to do this.”
About this story
How does The Bean Cartel bill its wholesale customers?
Weekly. PencilPay charges the customer’s stored card or bank account automatically 7 days after each invoice is issued.
What problem did PencilPay solve for The Bean Cartel?
Customers without signed agreements were dropping out of the weekly cycle, leaving invoices more than 10 weeks overdue and forcing manual card processing.
Which PencilPay features are used?
Digital supply agreements and credit applications, automatic collection on terms, and payment plans for overdue balances.
Other wholesalers who stopped chasing.
APTC Australia
Waterproofing and trade supplier · Australia
A trade supplier replaced manual EFTPOS card processing and card details stored in MYOB with PencilPay credit applications and automatic card collection.
Scicluna’s
Fresh produce wholesaler, est. 1963 · Australia
A fresh produce wholesaler with about 80% of customers on 7 to 30-day EOM terms connected PencilPay to MYOB Acumatica to onboard venues, contract every account and collect each weekly invoice automatically.
Alti Lighting
Custom lighting supplier · Western Australia
A Western Australian custom lighting supplier with sales cycles of up to two years replaced ad hoc deposit collection with PencilPay payment requests from the quote, automatically synced to DEAR (Cin7) and Xero.
