From Spreadsheets to Scale: How Coffee Friend Achieved 30% Growth with RO App

From Spreadsheets to Scale: How Coffee Friend Achieved 30% Growth with RO App.

Table of Contents

Manual Repair Tracking Slows Coffee Machine Service Growth
Aligning Coffee Machine Repair Goals with the Right Repair Shop Software
Smarter Spare Parts Inventory for Coffee Machine Repairs
Streamlined Repair Workflows Across Service Departments
Coffee Friend Scales Repair Operations with RO App

Manual Repair Tracking Slows Coffee Machine Service Growth

Opening new repair shops while managing operations in Excel posed serious challenges for the Coffee Friend Group. Tracking spare parts manually, handling repair workflows across locations, and coordinating technician tasks without repair shop software became increasingly inefficient. Keeping things as they were meant wasting technicians’ time, mismanaging resources, and delaying customer repairs. At the time, the company had only four technicians and was beginning to scale.

When we started to expand our repair shops, we needed good software to manage all processes.

Kasparas Bražys

Service Manager

Coffee Friend

Aligning Coffee Machine Repair Goals with the Right Repair Shop Software

With a clear mission to speed up the coffee machine repair process and ensure customer satisfaction, Coffee Friend decided to ditch Excel and search for dedicated service order software. Their goals:

• Accurately manage spare parts inventory
• Improve team productivity through streamlined workflows
• Eliminate repetitive communication with automated updates
  

After testing several options for three months, the team chose RO App. It stood out for its comprehensive functionality, competitive pricing, and ease of use.

I searched online for software to manage our service processes and came across many options. After testing several for over three months, we chose RO App. The pricing was great for the range of features we needed, and it was both easy to use and quick to set up.

Kasparas Bražys

Service Manager

Coffee Friend

Smarter Spare Parts Inventory for Coffee Machine Repairs

With RO App’s inventory control software, Coffee Friend digitized their spare parts inventory using virtual warehouses. Every repair now automatically deducts used parts from inventory and links them to specific work orders — no more manual tracking or second-guessing.

Coffee Friend’s favorite feature
Work Orders Management

Streamlined Repair Workflows Across Service Departments

Effective collaboration across departments became a reality with RO App’s easy work order software. The platform allowed:

• Assigning specific roles and responsibilities
• Setting status rules for task progression
• Sending automatic updates to all participants
  
  

We assign different statuses for different persons (sales dep/spare parts dep/ technicians) and do not have to inform managers about repair status and time as they can see it themselves.

Kasparas Bražys

Service Manager

Coffee Friend

Coffee Friend Scales Repair Operations with RO App

Today, Coffee Friend operates five repair shops across three EU countries, employs around 250 people, and has about 100 daily RO App users. The switch from Excel to RO App helped automate key processes, increase customer satisfaction, and drive 30% annual business growth.

By replacing outdated tools with a purpose-built platform, Coffee Friend turned operational challenges into scalable success. Their journey shows how the right technology can power expansion and maintain service quality across borders. We wish the Coffee Friend Group further growth and success in the European market and beyond.