Helping Costa Coffee reduce manual work by 90% with automated pricing and menu management

Ivana Roksandic Categories: Case Studies, Business Insights Date 03-Sept-2025 3 minute to read

Costa Coffee needed a smarter way to manage pricing, menus, and workload.

Vizuali Za Novi Case Study Costa Coffee 02

The challenge: Managing multiple products, menus, and pricing

The client faced a common challenge in the retail world – managing thousands of products, various menus, and location-specific pricing across dozens of stores, all while relying on outdated tools and limited resources.

Their pricing and menu operations were handled through 20+ Excel files, manually updated whenever a product, price, or recipe changed. It was a slow, error-prone process that wasn’t scalable as their retail network expanded.

They needed a solution that would streamline pricing logic, automate menu management, and reduce manual workload.

The solution: Smarter price management

Automated price management

We enabled the client to define and generate localised price lists per store, including zone-specific pricing rules. What once required hours of spreadsheet updates is now done through a centralised platform and automated APIs.

Recipe and nutrition automation

We replaced manual nutrition tracking with a dynamic recipe management module. By using reusable templates, the system now calculates nutrition values and allergens automatically, significantly reducing the risk of errors, especially those with compliance implications.

Centralised menu management

Menus are now fully dynamic, channel-specific (POS, mobile, digital displays) and time-specific (type of meal). Instead of static PDF files or hardcoded menus, the client can now manage everything through one system that updates menus in real-time.

Technical modernisation

We transitioned backend processes from traditional Azure Functions to Durable Azure Functions, ensuring the system can process large volumes of data with improved reliability. Notifications, scaling, and performance were all optimised for future growth.

The results: Reduced manual work and improved productivity

With the new system in place, the client has significantly improved how they operate on a daily basis.

Manual work that once took hours, even days, has been cut by over 90%, freeing the team to focus on growth and innovation.

All product, pricing, and menu data is now managed through a single source of truth. This ensures information accuracy and consistency across channels and locations, reduces errors, and speeds up internal decision-making.