Operation Latte Run

Overview

Operation Latte Run is a standing coffee delivery system designed to provide consistent, high-quality espresso beverages to Kristina Mae at Trion Towers, Makati, Manila.

Charter

Objective: Deliver consistent, premium coffee to Kristina Mae with zero friction and full cost transparency.

Core Values

• Reliability: Standing order is fulfilled daily unless explicitly cancelled
• Quality: Premium coffee sourcing (PICKUP COFFEE default, high-quality backups)
• Transparency: Full cost tracking and reconciliation
• Efficiency: Minimal manual intervention — automated where possible

Success Metrics

• 100% order fulfillment rate (on requested days)
• Zero delivery delays (same-day, morning delivery window)
• Cost accuracy (±2% variance acceptable)
• Supplier quality consistency (rated ≥4.5/5 across orders)

Coffee Sourcing

Coffee sourcing follows a tiered strategy: primary supplier with validated backup options for redundancy and quality consistency.

Primary Supplier: PICKUP COFFEE

Backup Suppliers

Quality Assurance

• All suppliers rated ≥4.5/5 on FoodPanda
• Preference for espresso-based drinks (consistency, flavor profile)
• Milk-based drinks only (oat, almond, or regular milk)
• Hot drinks only (temperature stability for delivery distance)

Delivery & Logistics

FoodPanda is the primary delivery method due to proximity to Trion Towers and reliability.

Delivery Flow

1. Order placed via FoodPanda (manual trigger or automated schedule)
2. PICKUP COFFEE confirms receipt (15 min preparation window)
3. FoodPanda rider collects order (adjacent building, ~5 min pickup)
4. Delivery to Trion Towers address (10-20 min typical)
5. Delivery marked complete in FoodPanda system
6. Cost recorded in tracking log

Delivery Address

Typical Delivery Timeline

Contingencies

• Delayed Delivery: If >45 min, activate backup supplier immediately
• Rider Cancellation: Reorder within 5 minutes to same/backup supplier
• Wrong Order: Contact FoodPanda support + redeliver with backup supplier same day
• Quality Issue: Document in log + switch to backup supplier next order

Standing Orders

Standing order protocol defines how recurring orders are triggered, confirmed, and tracked.

Order Activation

Daily Standing Order Schedule

Pending confirmation with Kristina Mae:

• Weekdays (Mon-Fri): 8:00 AM delivery window
• Weekends (Sat-Sun): On-demand (no automatic trigger)
• Holiday Schedule: Confirm day-before or skip explicitly

Order Confirmation Protocol

1. Order placed in FoodPanda system
2. Screenshot captured for tracking log
3. Delivery status monitored in real-time
4. Delivery notification sent upon completion
5. Cost recorded immediately

Cost Tracking

Cost tracking maintains full transparency on all coffee orders, delivery fees, and payment reconciliation.

Cost Components

Tracking Mechanism

Centralized log stored in shared space with daily/weekly reconciliation:

• Order date & time
• Supplier (PICKUP COFFEE, etc.)
• Item ordered
• Base price
• Delivery fee
• Total cost
• Payment method (GCash)
• Status (completed/cancelled)

Payment Reconciliation

Pending confirmation:

• Weekly reconciliation (Sunday evening)
• Monthly summary report
• Variance threshold: ±2% acceptable
• GCash payment to Markus (relay to supplier or direct)

Payment Flow

GCash is the primary payment method for all costs. Payment flow structure is pending finalization with Greg.

Payment Options (Under Review)

1. Option A: Kristina Mae GCash → Markus → Markus GCash → PICKUP COFFEE (via FoodPanda)
2. Option B: Kristina Mae GCash → PICKUP COFFEE (direct via FoodPanda app)
3. Option C: Dark Matter Systems pre-loaded account → Markus → Pay-as-you-go

Payment Schedule

• Weekly Settlement: Sunday 6:00 PM (reconciliation ready)
• Invoice Format: Simple CSV/table with daily breakdown
• Receipt Storage: FoodPanda order confirmations + tracking log

Contingencies

• Payment Delay: Max 48-hour buffer (request confirmation)
• Overage: Log & flag in reconciliation (±5% tolerance)
• Shortfall: Markus covers (treated as investment in system operation)

Automation Roadmap

Long-term automation strategy to minimize manual intervention while maintaining quality and reliability.

Phase 1: Foundation (Current)

• Manual order placement via FoodPanda
• Manual cost tracking (spreadsheet/log)
• Manual delivery monitoring

Phase 2: API Integration (Next)

• PICKUP COFFEE FoodPanda merchant API access
• Automated order placement (scheduled or triggered)
• Real-time delivery tracking integration
• Cost logging automation

Phase 3: Full Automation (Future)

• Standing daily order scheduler (no manual trigger needed)
• Supplier failover automation (if primary unavailable, auto-switch to backup)
• Cost reconciliation automation (weekly summary auto-generated)
• Payment automation (GCash API integration, auto-settle)

Technical Blockers

• FoodPanda merchant API access (requires PICKUP COFFEE partnership)
• GCash API integration (may require corporate account)
• Backup supplier API availability (B1T1, Pedal Cafe may not expose APIs)

Timeline

Phase 1 ongoing. Phase 2 initiation pending confirmation of PICKUP COFFEE merchant API availability. Phase 3 target: Q3 2026 (if blockers resolved).

Supplier Directory

PICKUP COFFEE (Primary)

Pedal Cafe (Backup)

B1T1 Takeaway Coffee (Backup)

BlackStem Tea & Coffee (Backup — Premium)

Contacts & References

Recipient

Operation Owner

Oversight

Platforms

• FoodPanda: Primary delivery platform
• GCash: Payment method
• Tracking Log: Shared document (TBD location)