Adding matcha to your cafe menu—or switching from an inconsistent supplier—should not mean weeks of guesswork. A clear onboarding path takes you from first sample to a repeatable monthly order with the right grade, documentation, and shipping rhythm for your store.
This guide walks through the five steps Yuminaga Foods uses with new cafe wholesale partners, a typical timeline, and what to expect when your first shipment arrives.
Step 1: Define your matcha menu
Before you order samples, list every drink and food item that will use matcha. Your menu drives grade selection and cost modeling.
- Hot matcha latte — Usually premium grade; 2–3 g per 8–12 oz serving depending on intensity.
- Iced matcha — Same grade as hot; test shaking or blending method.
- Straight ceremonial matcha — Ceremonial grade if offered as a premium item.
- Bakery and pastry — Culinary grade may suffice for strong-flavor applications.
Not sure which grade fits? Start with our matcha grades guide for cafes. Most specialty cafes standardize on premium for lattes and add ceremonial for one signature drink.
Step 2: Order samples and taste in production
Order evaluation sizes through our contact form or contact headoffice@yuminagafoods.com for guidance on which grades to compare.
Taste samples the way your baristas will work every day:
- Use your actual milk (oat, dairy, or alternative) and sweetener level.
- Match cup size and gram weight you plan to standardize on.
- Test at least two grades side by side—premium vs. ceremonial is a common comparison.
- Note color on camera if Instagram-worthy pours matter to your brand.
Whisking in water alone does not predict latte performance. Production testing prevents costly menu launches with the wrong powder.
Step 3: Lock grade, pack size, and documentation
Once you choose a grade, confirm the operational details:
- Pack size — Tins for bar workflow, or bulk bags for high-volume stores.
- COA — Certificate of analysis for the lot you will receive.
- Organic status — If your menu claims organic matcha, verify cert scope and lot linkage.
- Storage guidance — Airtight, cool, away from light; opened tin shelf life.
- Barista spec sheet — Gram weight, water temp, and whisk or shaker steps for consistency across shifts.
Yuminaga is a Japanese manufacturer with FSSC 22000 and BRCGS Grade A certified processing—not a trader repackaging unknown powder. Documentation supports health department questions and multi-location rollouts.
Step 4: Place your first wholesale order
Your first production order should cover launch volume plus a buffer for training waste and menu testing. Many single-location cafes start with one to three months of projected usage; multi-store groups may centralize ordering.
At checkout or by email, confirm:
- Ship-to address and receiving hours
- Preferred shipping speed (air vs. ocean for U.S. delivery)
- Import documentation if your broker or customs agent needs advance notice
- Invoice and payment terms for repeat orders
Select lines have no minimum order?details on our inquiry page.
Step 5: Set up monthly reorder rhythm
Matcha quality degrades if you overstock or store opened tins poorly. Build a simple reorder system:
- Track daily matcha drink count and grams per cup.
- Set a par level (e.g. two weeks of powder on hand).
- Reorder when inventory hits par—account for shipping lead time.
- Align orders to the same grade and lot when possible for color consistency.
Many U.S. cafe partners settle into a monthly order cadence once usage stabilizes. Tell us your velocity and we can recommend pack sizes and shipping frequency so you never run out during a weekend rush.
Typical timeline
Every cafe moves at a different pace, but this table reflects a common path from first inquiry to steady supply.
| Phase | What happens | Typical duration |
|---|---|---|
| Menu planning | List drinks, target cost per cup, choose grades to sample | 2–5 days |
| Sampling | Order samples, taste in production, compare color and flavor | 1–2 weeks |
| Specification | Lock grade, pack size, barista spec, COA review | 3–7 days |
| First order & shipping | Place order, production release, air or ocean freight | 1–4 weeks |
| Launch & reorder | Train staff, go live, establish monthly par and reorder | Ongoing |
Total time from first sample to cups in hand is often two to six weeks. Repeat orders are faster once grade and logistics are set.
Where we ship from
Yuminaga Foods mills and packs matcha in Shizuoka, Japan, and ships to cafe partners in the United States, Canada, and worldwide. Orders leave from our certified facility with export documentation appropriate to your destination.
For U.S. cafes:
- Air freight — Fastest option when you are launching or running low on stock.
- Ocean freight — Economical for larger recurring orders with planned lead time.
- Documentation — COA, commercial invoice, and cert copies as needed for your records or customs broker.
We also maintain relationships with growers in Shizuoka and Kagoshima—origin details that support menu storytelling. See our Shizuoka vs Kagoshima guide if origin matters to your brand.
Questions about lead time for your city? Email headoffice@yuminagafoods.com with your location and target launch date.