Wholesale Coffee for Vacation Rentals and Property Managers

We supply coffee in volume to short-term rental managers on the Gulf Coast: bags for welcome baskets, restock for turn days, and standing supply for a clubhouse or rental office. Roasted to order every Wednesday in Pensacola, ground free to whatever brewer is in the unit, delivered free inside forty miles. Our wholesale coffee program covers accounts and pricing.

Coffee as part of the unit, not the event

A guest lands at 11pm, finds the lockbox, gets everyone to bed, and the first thing they look for at 6am is coffee. Whether it is there, and whether it is any good, is one of about four things that happen before anyone speaks to anybody.

The product here is not really the coffee. It is provenance. The beach markets along this coast are wall to wall with rentals, and almost nothing inside a unit tells a guest where they are. A national brand in the cabinet reads the way it reads in their own kitchen. A bag roasted forty minutes up the road with a roast date printed on it is one of the cheapest items in a welcome basket that does not, and the kind of detail that gets named in a review.

Three places it goes. In the unit as part of the welcome setup. In the clubhouse or breakfast bar, brewed by your staff. And in the rental office, where owners get handed a cup.

Working out how much coffee your units go through

Managers buy in-unit coffee by guessing, then either run short in season or find a closet of stale bags in January. The arithmetic is simple enough to do once.

A pound of coffee is 454 grams. A 12-ounce cup takes 21 to 23 grams, so a pound is about 20 cups and a 250g bag is roughly eleven.

Per stay: two adults, two cups each, across a three-night stay is about twelve cups, close to 280 grams. So one 250g bag covers a typical short stay and falls just short on a longer one. A six-sleeper going seven nights is closer to a pound.

Per portfolio: units multiplied by average stays per month. Twenty units averaging five stays each is 100 stays. At one 250g bag per stay that is 25 kilograms, about 55 pounds, or eleven 5lb bags if you portion in house. Run it twice, for season and for the off months, because those are two different businesses.

Clubhouse volume is closer to office math. Count cups served rather than stays: a breakfast bar pouring 40 twelve-ounce cups a morning is two pounds a day.

For scale, retail here is $18 for a 250g bag and $117 for a 5lb bag, and a wholesale account sits below retail. Whether the per-unit cost pencils out is a calculation about your nightly rate rather than about coffee, and most managers find it lands near the towels.

What survives a supply closet and an unfamiliar brewer

Formats first, honestly. We bag in 250g, 2lb and 5lb. The 250g bag works as a welcome item because it is sealed, it is a sensible amount for a stay, and a cleaner can set it on the counter without opening anything. The 2lb and 5lb bags suit clubhouses, offices, and managers who portion internally. Single serve and portion packs are not on the menu today. If that is a requirement for your units, tell us, because it is worth knowing what managers are asking for.

Brewers are the harder problem. Across a portfolio you will have a four-cup drip in one unit, a twelve-cup in another, a press an owner bought, and pod machines in the rest. We grind free to any brewer, but you cannot grind for four machines and keep ordering simple. Two workable answers: standardize the brewer as units come up for refresh, or order one medium drip grind and accept the compromise.

Storage is the other constraint. Coffee stales in air, heat and light, and a supply closet in a Gulf Coast summer is all three. Buy against three or four weeks of turns rather than a season, keep bags sealed, and treat an open 5lb bag as a two-week item.

Where in-unit coffee programs break down

The restock is nobody's line on the turn checklist. Cleaners work fast against a list. If coffee is not printed next to towels and paper, it happens sometimes. Put it on the list, stock it where they already stand, and set a par of two bags per unit so a missed restock is not zero coffee.

Ordering for peak all year. One enormous order in April and then coasting gives you coffee that was fine in April and tired by August. We roast every Wednesday, so ordering monthly costs nothing.

Owners who will not change the machine. Some owners are attached to the pod machine in their unit. If that is the whole portfolio and it is not moving, we are not the right supplier for the in-unit side. If units are coming up for refresh, we install brewers and perform maintenance on request, arranged case by case rather than as a contract, so ask before you replace anything. The clubhouse and the office are worth a conversation either way.

Buying coffee nobody can identify. If the bag does not say who roasted it and where, none of the provenance value arrives.

Expecting it to move the review score by itself. It will not. A review is mostly about cleanliness, accuracy and check-in. Coffee adds a quotable detail to reviews that would otherwise be generically fine, and gives an owner something concrete.

A booked cart versus per-unit supply

These are two separate services. The cart is an event with our staff, a barista who shows up at your clubhouse for an owner meeting or a lease-up weekend, serves, and leaves. Wholesale is a standing supply your own people put in the units and brew, on a schedule. For the event side, that is the coffee cart for property managers, and it is a booking rather than an account.

Managers who use both book the cart for the day owners are in the room and run the account for the rest.

What shapes a quote across many units

Pricing is per account and visible after approval in your own catalog, and approvals are normally issued within 24 hours, though some take longer. Volume, bag format, delivery against shipping, and how predictable your ordering is are the four things that set it.

For a rental portfolio, delivery matters most and is the one a national supplier cannot match. Inside forty miles your coffee arrives on our vehicle, which is what makes restocking dozens of units between turns workable rather than a logistics project. Bring unit count, average stays per month and what is brewing in the units, and the quote comes back specific.

Questions rental managers ask

How much coffee should we put in each rental unit?

One 250g bag covers a typical two-adult, three-night stay, about twelve twelve-ounce cups. Longer stays or larger units need closer to a pound. Keep a par of two bags per unit so a missed restock does not leave a guest with nothing.

Can you deliver to multiple properties on the same order?

Send your address list and we will tell you what is workable. Delivery inside forty miles of the roastery is free, so multiple stops on this coast are ordinary, and consolidating to one drop at your office is usually simpler than splitting across units.

Do you offer single-serve or individual portion packs?

Not today. We bag in 250g, 2lb and 5lb, and single serve is not on the menu. Tell us if it is a requirement for your units rather than assuming either way. Many managers portion from 5lb bags in house, which works but adds labor on your side.

Is local coffee actually worth it to a guest?

It is worth something specific and limited. Guests notice details that tell them where they are, and a bag roasted in Pensacola with a roast date does that for less than most amenities cost. It will not carry a review on its own.

Can you supply the clubhouse and rental office too?

Yes, and that side is closer to standard business supply than to welcome baskets. Count cups poured per morning rather than stays, order in 2lb or 5lb, and we grind to whatever brewer is behind the counter at no charge. Both the in-unit and the common-area coffee sit on one account.

Set up coffee supply for your units

Come with three numbers and this is one conversation: units managed, average stays per unit per month, and what brewers are in them. Apply for a wholesale account, browse the current roasts on the coffee collection, or send us your unit count if you want the sizing checked first.