TL;DR for Roasters
The two main options
Most importers offer prepaid freight (included in coffee price) or collect freight (you pay carrier directly). Each has trade-offs.
Typical lead times
Order processing
Same day if ordered by 2pm ET. Ships next business day.
East Coast delivery
2–3 business days from Baltimore warehouse.
Midwest delivery
3–4 business days typical.
West Coast delivery
4–5 business days. Expedited options available.
Options Explained
Prepaid vs collect freight
Prepaid Freight
The importer handles shipping and includes it in your invoice. You pay one price, coffee shows up at your door.
Pros:
- + Simple. One invoice, one payment.
- + Importer leverages volume rates.
- + No carrier relationships to manage.
- + Claims handled by importer if issues.
Cons:
- - Less control over carrier/timing.
- - May pay more if you have better rates.
Collect Freight
You arrange your own carrier to pick up from the importer's warehouse. You pay the carrier directly.
Pros:
- + Use your preferred carriers.
- + Potentially lower cost if you have volume.
- + Consolidate with other pickups.
- + More control over scheduling.
Cons:
- - More work. You manage logistics.
- - Claims are between you and carrier.
Shipping Methods
LTL, parcel, and full truck
Parcel (UPS/FedEx)
For small orders, typically under 150 lbs or a few bags. Fast but higher cost per pound.
- Best for: Sample orders, urgent small needs
- Typical transit: 2–5 days
- Cost: Higher per pound
LTL (Less Than Truckload)
Most common for roasters. Palletized freight sharing truck space with other shipments.
- Best for: 500–10,000 lbs orders
- Typical transit: 3–7 days
- Cost: Best value for most roasters
Full Truck (FTL)
For large orders. Dedicated truck from origin to your dock. Fastest for volume.
- Best for: 20,000+ lbs orders
- Typical transit: 2–4 days
- Cost: Lowest per pound at volume
Cost Factors
What affects freight cost
Distance
Obvious but significant. East Coast roasters pay less from Baltimore warehouse than West Coast.
Weight/volume
LTL is charged by "class" based on density. Coffee bags are relatively dense = favorable rates.
Liftgate service
If you don't have a loading dock, you need liftgate delivery. Adds $50–150 per delivery.
Residential delivery
LTL to residential addresses costs more than commercial. Consider a commercial delivery point.
Fuel surcharges
Variable based on diesel prices. Can add 15–30% to base rates during price spikes.
Expedited shipping
Rush delivery costs more. Plan ahead to avoid premium shipping charges.
Before You Buy
Questions to ask about freight
Understanding freight options upfront prevents surprises. Here's what to ask:
Is freight included in your pricing?
Some importers quote FOB warehouse, others delivered. Make sure you're comparing apples to apples.
What's the cutoff for same-day shipping?
Knowing this helps you plan orders and avoid delays.
Do you offer collect freight?
If you have carrier relationships, this might save money on large orders.
More questions
- ? What carriers do you use? Are they reliable to my area?
- ? Is liftgate included or extra?
- ? How do you handle claims for damaged shipments?
- ? Can I get tracking information?
- ? What's the minimum order for free or reduced freight?
We provide tracking on every shipment and handle claims if anything goes wrong in transit.
How Keffa Ships
Our freight approach
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Prepaid default: Freight included in pricing. You know the total cost upfront.
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Next-day shipping: Order by 2pm ET, ships next business day.
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Reliable carriers: We use carriers with proven track records. No mystery trucking companies.
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Tracking provided: You get tracking info on every shipment.
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Claims handled: If something goes wrong in transit, we handle it.
Collect option available
If you prefer to arrange your own freight, we accommodate collect shipments. Contact us for pickup coordination.
- → Provide your carrier and BOL
- → Coordinate pickup time with our warehouse
- → We'll have pallets ready for loading