Tea and coffee are everyday products with a story. A packaged orthodox tea from the eastern hills, a CTC blend for tea stalls, a roasted coffee from a Nepali farm or an instant mix all end up on the same shelves and in the same kitchens. For a brand, the job is to be on the shelf, in the right pack at the right price, and to be paid on time. This page describes how tea and coffee distribution commonly works in Nepal and how gamitrack supports it.
How tea and coffee distribution typically works in Nepal
Brands that pack tea and coffee for the domestic market usually sell through a mix of dealers, wholesalers, supermarkets, hotels and cafes, and increasingly through gift and specialty outlets. Sales officers visit the general stores and tea shops that account for the volume, while key accounts such as supermarkets, restaurants and corporate buyers are handled by senior staff with their own terms. Some brands also have their own outlets or sell online, and those channels need to be reconciled with the same stock.
Everyday tea is steady through the year, with a lift in cold months. Gift packs and premium products peak at Dashain, Tihar, weddings and the tourist seasons, while coffee demand has grown in cafes and among younger consumers in cities. Credit is normal for wholesalers and for hotels and cafes that buy in larger quantities. Dry products have a longer shelf life than fresh food, but flavour and freshness still depend on batch date and storage, so a brand cares about rotation.
Where it goes wrong
The range is wider than it looks. A tea brand may have loose leaf, tea bags, flavoured blends, a few weights and gift boxes. Order-taking from memory favours the best-selling few. Wholesalers and cafes buy larger quantities and are served on credit, but the balances live in several places. Gift boxes are planned late, and shops run out in the festival week. A brand that sells through regional dealers cannot see which shops are actually selling and which are holding stock. Owners spend time reconciling the outlets they own with the stock they hold.
How gamitrack is used day to day
The owner or manager. Set up each blend and pack size as a product, with categories such as tea, coffee and gift packs, and price lists for wholesalers, cafes, shops and dealers. The ledger shows balances and aging per account. Set monthly targets for officers and annual dealer targets by Nepali fiscal quarter. During a festival month, the daily pace against the target shows whether the push is working, and the team page and movement map show who is covering what.
Sales officers. The Today tab shows the day's route. At a shop or cafe the officer checks in, records closing stock, takes the order from the price list, adds a photo, collects payment if the shop is clearing an invoice, and records the outcome. If no order is taken, the reason is recorded. Market notes capture what competing brands are offering and whether a display is missing. A follow-up is set for the week before a festival so gift packs reach shops in time.
Delivery staff. For direct supplies to wholesalers and large buyers, a driver sees the delivery in the Deliveries tab, marks it delivered with GPS, a photo and the receiver's name, and collects payment. A delivery far from the buyer's recorded location is flagged. Weights are recorded in kilograms for products and orders, which helps plan loads.
Dealers. Dealers use the dealer app to see secondary orders booked for shops in their area, fulfil them with a progress timeline, and place orders to you from their own price list. They view their own statement and never see another dealer's prices. Monthly stock counts compare expected closing stock with counted stock, so slow-moving blends are seen early.
Batches and expiry. Stock movements are append-only and recorded by batch and expiry. The balance is always the sum of what came in and went out, and low-stock and near-expiry lists show what to rotate.
Schemes. Run quarterly or festival schemes on fulfilled secondary sales with tiered rewards, credited to the dealer's ledger after approval. Broadcasts let you announce a scheme or a new gift pack to all routes, regions or selected people in the app, with notifications.
Invoices and returns. Dispatch creates an IRD-format tax invoice with sequential numbering for the fiscal year and amounts in words. Returns of damaged or stale packs are recorded and approved with a credit note, so the account and stock stay aligned.
Getting started
Choose one region, with its dealers, wholesalers and the officers who cover them. Load products by blend and pack size, add price lists, and run four weeks of visits and orders. The first useful finding is usually which shops sell which products and which accounts are slow to pay.
See pricing or contact us for a demo. Related industries: masala and spices and FMCG and packaged food.