Night Swim Coffee ops platform

The challenge

As Night Swim scaled across Charlotte, critical reporting still lived in spreadsheets—different ones for every team.

Cafe operators and GMs were manually recording labor and sales data ahead of leadership meetings. Across many locations, that added up to a lot of time, and the occasional gap or inconsistency when something got skipped.

Wholesale was calculating and copying sales figures into reporting sheets by hand, and pulling CRM exports separately to keep track of leads, conversions, and ongoing customer relationships.

Roastery tracked cafe orders, production, and supplier purchases across multiple sheets that didn’t stay in sync on their own.

Leadership needed a clearer, more timely view of P&L as the business grew without waiting on a slow, manual reporting cycle.

What we built

We pulled these systems into a single operational platform with role-based access, so cafe, wholesale, roastery, and leadership each see the workflows that match their job.

Every process was deeply verified over sessions with each team to ensure trust, accuracy, and that the platform covered the needs people actually had—not a generic template.

• Cafe ops — daily task reminders plus automated labor and sales data input directly from the POS and verification sign offs
• Wholesale reporting — order reporting imported automatically on a daily cadence, with HubSpot lead and relationship context in the same workflow
• Roastery reporting — weekly cafe orders, roasted coffee totals, and supplier purchases in one place
• Leadership P&L — import at the touch of a button, as routinely as the business needs
• Role-based access across 15+ locations so the right people see the right tools

The outcome

Cafe teams get task reminders daily, and data input plus verification takes minutes instead of hours. Missing and inaccurate spreadsheet entries stop being a weekly surprise.

Wholesale order reporting imports automatically every day, so the team can focus on customer relationships and outbound sales instead of copy-paste reporting. P&L can be imported as often as leadership needs—not pushed out to a quarterly scramble.

The result is one operational platform Night Swim trusts - built with each team, verified for accuracy, and ready to grow alongside them as they keep expanding past 15 Charlotte locations.

Visit nightswimcoffee.com →