Indonesian Coffee Origin Consolidation: 2025 Buyer Guide

A step‑by‑step playbook to build an EUDR‑compliant, mixed‑origin Indonesian coffee container in 30 days. Exact data fields, geolocation capture, risk checks and chain‑of‑custody from farm to bag.

I went from zero EUDR paperwork to an approved 1 × 40' mixed‑origin container in 30 days using this exact system. Not because I’m smarter. Because I stopped guessing and started running a tight field-to-warehouse workflow. If you’re trying to consolidate Bali, Java and Sumatra under one EU due diligence statement without getting stuck on polygons, here’s the playbook we use today.

The three pillars of EUDR Indonesian coffee consolidation

Provenance you can defend. Every bag must be linked to the plots where the cherries grew. EUDR’s cut‑off is 31 December 2020. Your geolocation and harvest dates must show no deforestation since then.
A clean chain of custody. Every transfer needs a paper or digital handoff. Intake tickets. Dry mill outputs. Bagging lists. Container stuffing records that tie back to farm plots.
A documented risk story. Your EUDR due diligence statement isn’t a PDF dump. It tells a coherent, low‑risk story backed by maps, alerts checks and mitigation.

Our experience shows that when one of these is weak, reviewers ask for clarifications. When all three align, clearance is fast.

Week 1–2: Field mapping and market validation (your pilot lots)

You’re validating two things at once: that your supply is mappable, and that your buyers can accept your documentation structure.

Define your container scope. Pick 2–3 origins you can map quickly. For example, Arabica Bali Kintamani Grade 1 Green Coffee Beans, Arabica Java Ijen Grade 1 Green Coffee Beans and Sumatra Mandheling Green Coffee Beans. Keep each origin as a distinct lot code under one container.
Build your field form. Minimum fields we require: Farmer ID (pseudonymized), consent yes/no, plot ID, plot size, geolocation (polygon preferred, point allowed for <4 ha), photo set, variety, processing site, harvest window, aggregator ID, delivery ticket no., wet/dry weights, bag IDs. Use WGS84 lat/long. Tools we’ve used: ODK/Kobo, SurveyCTO, Fulcrum, QField. Capture accuracy values and average 5–10 seconds per vertex.
Map 30–50 farmers per origin. Walk boundaries when possible. For small plots under 4 ha, the EUDR allows a single point, but polygons reduce downstream questions. We average readings and add a time-stamped photo of a fixed marker at each plot.
Validate quickly. Export GeoJSON or shapefiles. Check against GLAD and RADD alerts and Planet NICFI basemaps for 2019–2021. Flag anything with 2021–2024 canopy loss near edges. If in doubt, get a village letter stating the plot wasn’t converted after 2020 and add additional imagery checks.

Deliverable by end of Week 2: A buyer‑reviewable sample pack. One origin’s map file + alerts log + bag-level mapping template. If they nod, you’re ready to scale to container volume.

Week 3–6: MVP creation and warehouse consolidation

Here’s the thing. The field work is only half the battle. Linking polygons to bags is where most projects stumble.

Lock your coding system. Example: Province-District-Station-YYYY-Batch-Sequential. Bag IDs as GS1‑128 or QR. Each bag tag carries the Lot Code, Bag No., Net Weight, and a checksum.
Intake discipline. At the wet mill, match farmer delivery tickets to plot IDs. At the dry mill, every parchment batch conversion creates a new sub-lot, but the origin set stays the same.
Chain-of-custody stack. Keep these, in order: Farmer ticket and plot ID, Mill intake log, Drying and hulling records, Grading/screening report, Bagging list with bag IDs, Warehouse movement notes, Stuffing list with seal and container numbers. Take photos of seals and bag stacks before door close.
Risk assessment. For each lot: country/region risk rating, deforestation checks summary, smallholder mapping coverage rate (% lots with polygons vs points), mitigation applied (e.g., field re-verification, exclusion of edge cases). Attach maps and alerts screenshots to the lot file.
Build the EUDR due diligence statement draft. Include description and quantity, HS code, species, country of production, geolocation files, production dates, operator/trader IDs across the chain, risk assessment and mitigation. We generate one statement per lot or per container depending on buyer preference. Both work if traceability is clear.

Deliverable by Week 6: A 1 × 40' equivalent ready to stuff in Medan or Surabaya with three distinct, fully mapped lots. We’ve done this with Blue Batak and Mandheling from North Sumatra plus Bali Kintamani. You can mix origins under one statement, but keep the bag-to-plot index.

Week 7–12: Scale and optimize

Once the pilot flows, scale is about consistency.

Add a pre‑shipment audit. Randomly sample 3–5% of bags. Verify bag ID, weight, and plot link. Cross-check against the polygons and alerts.
Expand farmer coverage. Move points to polygons where feasible. In our experience, every 10 additional polygon plots you add reduces review questions.
Automate exports. Standardize GeoJSON naming and bag mapping CSVs. The goal is to produce a shareable audit pack in under 48 hours.

Practical takeaway: Don’t chase perfection. Chase repeatability. A consistent 95% polygon coverage with clean CoC beats a beautiful map that isn’t linked to bags.

The questions buyers actually ask

Can I mix microlots from different Indonesian provinces under one EUDR due diligence statement?

Yes. The EUDR allows consolidation if you provide geolocation for every underlying plot and can trace each bag to its origin. We often place Bali, Java and Sumatra in one container with one statement and three lot codes. Keep high‑risk geographies in separate lots, and avoid mixing lots with different mitigation actions.

What GPS accuracy does EUDR require for coffee farms, and how do I capture it in the field?

The regulation doesn’t set a numeric accuracy. It requires plot geolocation precise enough to verify deforestation‑free status. We target 5–10 m horizontal accuracy. Tips:

Use phones that support dual‑band GNSS. Enable high accuracy and average each vertex for 5–10 seconds.
Walk boundaries, not center points, unless the plot is <4 ha and you truly can’t walk it. Then capture a point and add photos plus local verification.
Record the accuracy field your app reports and keep it in your audit pack.

Who files the EUDR statement if I buy FOB in Indonesia—the exporter or the EU importer?

The EU operator who first places the coffee on the EU market files the statement. That’s typically the EU importer. Indonesian exporters like us act as traders supplying all data, geolocation and risk documentation. Some buyers ask us to prepare a draft for their submission. We do, and they file it in the EU system.

How do I link farm polygons to bag IDs and lot codes during warehouse consolidation?

Use a two‑table approach:

Origin table. Plot ID, farmer code, polygon/point, harvest window, alerts result, risk flag.
Bag table. Bag ID, Lot Code, Net Weight, Origin Set (the list of Plot IDs), processing notes.

At bagging, your system writes the Origin Set to each bag. In practice, we constrain each lot so any bag in that lot could be traced to the same origin set. That keeps the statement simple and still defensible.

What’s the best way to prove deforestation‑free for smallholders with shifting or undocumented plots?

Layer evidence. We’ve found these three together quiet most reviews:

Time‑bound imagery. Compare 2019 vs 2021 canopy over each polygon. Keep screenshots with coordinates and dates in the lot folder.
Alerts checks. Run GLAD and RADD alerts on the polygons from 2021 onward. Document any hits and your field verification.
Community verification. Village letters or co‑op affidavits confirming land use prior to 2021. Attach photos of old tree stumps or boundary markers when relevant.

If a plot is ambiguous and you can’t resolve it, exclude it from EU‑bound lots. Use it for non‑EU markets.

How many smallholders can I include in one EUDR coffee lot without raising risk?

There’s no formal cap. Risk rises with heterogeneity. Our rule of thumb for a 19.2‑ton Arabica lot is 50–150 farmers if you have polygons for at least 80% and clean CoC. Beyond 250 farmers, the documentation gets heavy and mitigation steps multiply. Split large networks into multiple lots by sub‑region or elevation band.

What should I do if a farmer refuses to share coordinates or lacks a smartphone?

Consent is non‑negotiable. Use enumerators to map the plot with the farmer present. If they still refuse, don’t include their cherries in EU‑destined lots. For non‑smartphone farmers, we carry the device and capture coordinates with their consent. Keep a signed consent form and a photo of the farmer at the plot boundary.

Five mistakes that quietly kill EUDR shipments

Polygons that don’t match bag lists. If your bag index doesn’t point to plot IDs, you’ll be asked to rework the file.
Mixing high‑ and low‑risk sub‑regions in one lot. It forces extra mitigation across the entire lot.
Relying only on point coordinates. Legal, yes for <4 ha. But expect scrutiny. Add evidence.
Missing harvest dates. Reviewers want to see production windows to match imagery timeframes.
Submitting raw app exports. Clean your GeoJSON naming, compress the package and include a human‑readable index.

Resources and next steps

If you want a running start, ask for our EUDR starter kit: field survey template, bag ID schema and a sample due diligence statement that cleared in Q4 2024. Need help tailoring it to your supply in Aceh or Kintamani? You can Contact us on whatsapp.

And when you’re ready to build an EUDR‑ready mixed container, we can source and consolidate traceable lots across Indonesia. Recent builds combined Blue Batak Green Coffee Beans with Arabica Bali Kintamani Grade 1 Green Coffee Beans and Arabica Java Ijen Grade 1 Green Coffee Beans. We map, verify and hand you a clean submission pack. If you’d like to browse available lots, View our products.

Final note. Enforcement timelines matter. The EUDR applies from 30 December 2024, with micro and small enterprises getting until 30 June 2025. We’re seeing buyers tighten documentation expectations now, not later. Start with one clean pilot lot. Prove it. Then scale with confidence.