A Simple 10-Step Sourcing Guide for Chocolatiers
Sourcing wholesale cocoa beans can feel like a complex puzzle. You need quality beans at a fair price from a supplier you can trust, but questions about origins, pricing, and lead times often get in the way. You’re ready to buy but want to compare suppliers and minimize risk. This guide provides a clear path forward.
This article offers a step-by-step plan for chocolatiers, buyers, and anyone new to cocoa sourcing. You will learn how to:
- Choose origins and set clear quality standards.
- Understand where to buy: from domestic distributors, direct exporters, or B2B platforms.
- Use practical tools like email templates and cost formulas.
- Avoid common mistakes in importing, storage, and quality control.
At Santiago Cocoa, we specialize in Dominican-origin beans with farmer-direct sourcing and full lot traceability. If you’re interested, you can request pricing and specifications here:
Request a Wholesale Quote →
What Are Wholesale Cocoa Beans?
Wholesale cocoa beans are raw or roasted cacao seeds sold in bulk, typically in 60–70 kg bags. Chocolatiers transform these beans into fine chocolate through roasting, cracking, winnowing, refining, and tempering.
Buying well is about more than just the price. It involves matching the right flavor profile, defect rate, moisture level, and traceability to your final product. When you master sourcing, your chocolate improves, and so do your margins.
How to Buy Wholesale Cocoa Beans: A 10-Step Guide
Follow this framework to move from your initial idea to your first confident delivery.
Step 1: Define Your Flavor Goal
Your end product determines the bean you need, so start with flavor.
If you plan to make single-origin dark chocolate, you might look for fine-flavor beans with unique floral or fruit notes from origins like Ecuador, Peru, or the Dominican Republic. For milk chocolate or confections, a classic and consistent profile from Ghana or Côte d’Ivoire might be a better fit.
Example: A micro-batch chocolatier in Austin wants to create a 70% dark chocolate bar with red-fruit notes. They shortlist beans from Peru and the Dominican Republic, planning to sample both to see which one customers prefer.
Step 2: Choose Your Buying Route
Each sourcing route—domestic, direct, or marketplace—impacts your risk, lead time, and final price.
- Domestic Distributors: The fastest and lowest-risk option. This route is ideal for beginners or those ordering 1–20 bags. You get access to US-based inventory and quick shipping, though the price per pound may be higher.
- Direct from Origin: Buying from exporters or cooperatives offers the best pricing on larger volumes (1+ pallets). However, it involves import logistics and longer lead times.
- B2B Marketplaces: These platforms can help you discover new suppliers and compare prices. Always vet sellers carefully and request samples before committing.
Step 3: Write a Clear Quality Specification
A detailed “spec sheet” ensures you get the beans you want, not just what a supplier has available.
Your spec sheet should include:
- Origin & Variety: Country, region, and genetic type (e.g., Trinitario).
- Processing & Grade: Raw or roasted, fermentation level, and acceptable defect rate.
- Moisture: Target ≤7.5% to prevent mold.
- Bean Size: Count per 100g. Consistency is key for even roasting.
- Certifications: USDA Organic, Fairtrade, or Rainforest Alliance.
- Safety: Request a Certificate of Analysis (COA) for microbiology and heavy metals.
- Packaging: Specify new jute or GrainPro bags, weight, and palletization.
Step 4: Shortlist Suppliers and Request Samples
Tasting is the only way to know for sure, so never skip this step. Ask peers for recommendations and verify that the supplier has US stock if you need a quick turnaround.
When you reach out, request 1–2 kg samples from lots that match your spec sheet. Also, ask for a proforma invoice that details pricing, payment terms (Incoterms), lead time, and minimum order quantity (MOQ).
Email Template:
Subject: Sample Request – Wholesale Cocoa Beans for [Your Brand]
Hi [Name],
I’m sourcing wholesale cocoa beans for my brand, [Brand Name]. I am looking for [Origin/Flavor Profile] beans that are well-fermented with ≤7.5% moisture and [Certification, if any].
Could you please send 1–2 kg samples from your current lots, along with a proforma invoice detailing your Incoterms, lead time, and MOQ?
Thank you,
[Your Name]
Step 5: Evaluate Samples Methodically
A repeatable testing process helps you choose the best beans with confidence.
- Cut Test: Open 50 beans. Count the number of brown (well-fermented), purple/slaty (under-fermented), moldy, and insect-damaged beans.
- Moisture Check: Use a moisture meter if available. If not, rely on the supplier’s data and your own sensory evaluation.
- Roast & Taste: Roast a small batch (200-300g). Note the aroma and uniformity. Grind the nibs into a liquor and evaluate its flavor notes, bitterness, acidity, and astringency.
Step 6: Compare Prices Based on Landed Cost
The cheapest quote isn’t always the best deal. You must calculate the total landed cost to understand the true price.
Landed Cost Formula:
Landed Cost/lb = (Product Cost + Freight + Insurance + Duties/Taxes + Brokerage + Handling) ÷ Total lbs Received
An FOB (Free on Board) price of $3.90/lb from origin might seem attractive. However, after adding ocean freight, customs brokerage, and inland transport, it could cost more than a DDP (Delivered Duty Paid) price of $4.80/lb from a domestic distributor.
Step 7: Handle US Compliance Early
A single missing document can delay a shipment or even cause it to be destroyed.
- FDA Compliance: If you import, you must file Prior Notice with the FDA and may need a Foreign Supplier Verification Program (FSVP).
- Customs: Work with a licensed customs broker to handle classification (HTS codes), duties, and paperwork.
- Certificates: Ensure you have a phytosanitary certificate and any other required origin documents.
For official guidance, refer to the FDA and U.S. Customs and Border Protection (CBP) websites.
Step 8: Place Your Order and Finalize Logistics
Clear terms protect your timeline and your cash. Confirm the Incoterms (e.g., EXW, FOB, DDP), payment schedule, lead time, and shipping details. If beans are traveling through humid climates, request desiccants in the container. For domestic freight, confirm delivery hours and whether you will need a liftgate.
Step 9: Receive, Inspect, and Store Properly
Good beans can quickly spoil with improper storage.
When your shipment arrives, check that the bags are dry, clean, and free of off-odors. Open a bag from each pallet to spot-check for moisture or mold. Store your beans in a cool, dry place (60–70°F, 50–60% humidity), off the floor, and away from strong odors like coffee or spices. Use a “First In, First Out” (FIFO) system to rotate your stock.
Step 10: Build a Resilient Supply Chain
A stable supply chain supports growth and consistency. Maintain relationships with at least two suppliers for your core origins.
As you grow, consider adding related wholesale products to improve efficiency. Ask your supplier about cocoa nibs for inclusions, cocoa powder for baking partners, and cocoa butter for white chocolate. Consolidating orders with one supplier can significantly reduce your freight cost per pound.
A Quick Checklist for Buyers
- Flavor goal and target origin defined.
- Quality spec written and shared with suppliers.
- Samples from at least three lots tested.
- Landed cost calculated for each quote.
- Compliance plan and customs broker in place.
- Logistics and payment terms confirmed.
- Receiving and storage plan is ready.
- Backup supplier identified for key origins.
Common Mistakes to Avoid
- Buying on Unit Price Alone: Always calculate the total landed cost.
- Skipping Samples: Taste and test before you commit to a large order.
- Forgetting Moisture: Ask for moisture readings and control humidity in storage.
- Ignoring Incoterms: Confirm shipping terms in writing to avoid surprise costs.
- Underestimating Lead Times: Keep a buffer of stock to cover potential delays.
- Neglecting Compliance: Use a customs broker and review FDA guidelines.
Your Next Steps in Sourcing Cocoa
You now have a clear framework for buying wholesale cocoa beans. By defining your needs, evaluating suppliers, calculating costs, and managing logistics, you can source high-quality beans with confidence.
At Santiago Cocoa, we’ve helped countless bean-to-bar makers move from their first bag to their first container. We provide fine-flavor beans with transparent specs and straightforward communication.
Ready to find the perfect beans for your chocolate? Request a quote today and let us simplify your sourcing process.
