The challenge: The growing pains of success

As We Coffee expanded, its manual, decentralized processes had the potential to create operational friction. The leadership team faced three critical challenges.

1. Delayed business insights: Key performance indicators (KPIs) from each of the 15 stores were originally collected manually. This raw data then had to be manually organized and presented to the board, a slow process that prevented real-time, data-driven decision-making.

2. Inefficient inventory management: The process for requesting and tracking staff uniforms—with countless variations in size, color, and type—was entirely paper-based. This led to lost requests, a lack of inventory visibility, and managers having to travel to the main office just to file paperwork.

3. Inconsistent quality control: Ensuring every drink and food item was prepared to the exact same high standard across all locations became a challenge. Maintaining and distributing a standardized recipe book was difficult, especially when training new frontline employees.

The solution: A single platform for a unified operation

We Coffee chose Lark as its strategic partner to digitize and centralize its core operations. By leveraging Lark's integrated suite of tools, they addressed each challenge head-on.

Automated KPI reporting with Lark Base & dashboards

Manually collecting and organizing KPIs was a time-consuming bottleneck for We Coffee, delaying critical updates and leaving the board without real-time insights.

To solve this, each department inputs its data into a dedicated base, tracking key performance indicators such as:

• HR metrics: Employee turnover and employee satisfaction rates.

• Operation metrics: The average order fulfillment time.

• Financial metrics: Essential health indicators like cash flow and profitability.

Built-in formulas automatically calculate these KPIs, eliminating errors and saving time. All data synchronizes into a single master Base, which displays live dashboards. This provides the board with instant, company-wide visibility and the ability to make truly data-driven decisions.

Streamlined inventory with Lark Forms & automations

Uniform requests were managed on paper, making it easy for forms to get lost, difficult to track stock levels, and inconvenient for managers who had to travel to the main office just to file paperwork. This process slowed down operations and created unnecessary overhead.

To solve this challenge, the paper trail was replaced with an intelligent digital system. Store managers now use Lark Forms to submit uniform requests directly from their stores, with conditional logic preventing requests for out-of-stock items. Each request is automatically recorded with the requester, date, and store, while automations route it for manager approval, creating a seamless and trackable workflow. Inventory is now fully digitized, with automated notifications for low-quantity items, ensuring the right uniforms are always available when needed.

Standardized recipes through Lingo

As We Coffee entered a rapid expansion phase, maintaining consistent product quality and standardized preparation procedures across its growing network of franchise locations became a significant challenge. To ensure every drink and food item met the brand’s high standards, We Coffee implemented a digital recipe book using Lingo.

• Each recipe was digitized as its own Lingo entry, complete with step-by-step instructions and instructional videos to guide staff through every preparation detail.

• These digital guides were embedded directly into the company’s custom portal via Lark Workplace, giving frontline employees instant access to accurate procedures on their phones, wherever they were.

• Any updates to a recipe—whether refining a technique or introducing a new ingredient—are reflected in real time across all 15 branches, ensuring consistency and reducing the risk of errors.

This approach not only streamlined training for new staff but also allowed experienced employees to quickly reference procedures, improving operational efficiency while maintaining the high quality customers expect.

The results

By unifying its operations on Lark, We Coffee has transformed its efficiency and built a scalable foundation for future growth.

• Automated, real-time business insights: The board of directors no longer waits for manual reports. They now have live dashboards providing a clear, real-time view of company-wide KPIs.

• 40% cost savings: By switching to Lark, the team no longer needs costly third-party tools and can complete all their work in one place.

• 100% elimination of paper-based workflows: The uniform request and approval process is now fully digital, saving time, reducing errors, and empowering store managers to make requests from anywhere.

• Centralized digital inventory control: We Coffee has full visibility into its uniform stock, with automated alerts preventing shortages and ensuring teams are always properly equipped.

• Standardized quality & training: All 15 stores now operate from a single source of truth for recipes, ensuring every customer enjoys the same high-quality We Coffee experience.

With Lark, We Coffee has not only solved its operational challenges but has also fostered a more connected, efficient, and productive culture, positioning itself perfectly for its next phase of expansion.