A practical guide to maintaining your coffee roaster

Key takeaways

• Proper installation lays the foundation for a coffee roaster’s long-term reliability.
• Preventive maintenance reduces the risk of expensive emergency repairs.
• Daily cleaning routines prevent dangerous chaff fires and airflow restrictions.
• Specialist technicians ensure roasters meet essential safety and performance standards.

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Rising costs and growing consumer demand mean protecting existing equipment is more of a priority for roasters than ever before. Machines have to run longer, handle higher volumes, and maintain consistent quality under tighter budgets. 

But keeping equipment running smoothly isn’t just about cleaning and repairs. It starts with the installation, continues through disciplined daily routines, and benefits from specialist expertise. 

In turn, more roasters are doubling down on proper installation and preventive maintenance as the foundation of long-term reliability.

“We’re seeing a clear shift away from ‘which equipment should I replace next?’ toward ‘how do I keep this machine running reliably for as long as possible?’” explains Tom Osborne, the director of Coffee Roaster Services, a roastery sales, servicing, and consultation company. “Clients are asking for more preventive maintenance, condition assessments, and targeted repairs rather than full rebuilds or upgrades. 

“There’s also more interest in troubleshooting efficiency issues – airflow problems, inconsistent roasts, or rising fuel usage, for example – so they can stabilise production without major capital expense. In short, roasters want predictability and uptime, not surprises.”

Routine upgrades are becoming less common, and more roasters are relying on their existing machines to carry them through longer production cycles. For many, protecting the equipment they already have isn’t optional, but essential.

You may also like our article on why roasters should consider diversifying beyond coffee.

Roaster maintenance starts with installation

Even the most advanced coffee roaster can’t perform to its potential without correct installation, which sets the precedent for long-term reliability, safety, and roasting consistency.

“The installation phase defines the entire lifespan of a roasting machine,” explains Tim Salmon, the Head of Projects at Origin Coffee Roasters. “They are complex pieces of industrial equipment that rely on tight tolerances across gas supply, ventilation, electrical load, and airflow. 

“If any one part of that ecosystem is misconfigured at the start, the roaster won’t operate as it should. A good installation doesn’t just protect the machine; it protects the entire roasting operation,” he adds. “We’ve trusted Coffee Roaster Services from the very beginning to ensure our Giesen roaster infrastructure is built on a solid, compliant foundation. They supported us through the full installation process, from assessing gas and electrical requirements to commissioning the equipment and validating everything against manufacturer specifications.”

Improper setups can introduce serious safety risks in a roastery. Incorrect gas connections can cause leaks, pressure fluctuations, or incomplete combustion. Faulty electrical work can overload circuits or cause shorts, while ventilation problems increase fire risk, particularly when chaff accumulates or heat builds up in ducts. 

“The initial installation is often the make-or-break moment for a roaster’s long-term health,” says Dumo Mathema, the head of coffee at Code.194 Coffee Roasters. “If a machine is improperly levelled, vented, or tuned, it operates under constant hidden stress. This leads to premature wear, inconsistent roasting, safety risks, and operators compensating for flawed data rather than fixing root causes. These early mistakes compound over time.

“I’ve worked with Coffee Roaster Services from initial setup through ongoing support, relying on them to install and commission the roaster correctly and ensure everything met safety and performance standards from day one,” he adds.

Avoiding costly long-term mistakes

Improper installation doesn’t always cause immediate failure, but it accelerates wear over time. Misaligned drums, poorly tensioned belts, and unsupported exhaust systems all increase vibration, heat stress, and mechanical load, shortening the lifespan of motors, bearings, and fans.

“Clients often don’t realise that many of the ‘mystery’ failures trace back to installation shortcuts,” says Tom. “Even small airflow issues or incorrect burner setup create hidden stress that compounds over months and years.”

Partnering with specialists, such as Coffee Roaster Services, ensures long-term safety and performance, which is increasingly essential for coffee businesses.

“Proper installation and calibration are essential at the beginning to ensure the roaster has sufficient airflow and ventilation, the gas line is correctly connected, and any issues can be dealt with by a qualified technician who is on hand at the time of installation,” says Aidan O Sullivan, the head roaster at Imbibe Coffee Roasters. 

“Coffee Roaster Services’ expertise has been crucial, offering peace of mind, which is invaluable to me as a roaster,” he adds. “They provide a service that helps ensure my equipment is in perfect working order and that the risk of emergencies is as low as possible.”

The role of preventive maintenance

For many roasters, equipment upgrades are no longer a straightforward option. Roasters need their machines to perform well beyond their initial design cycles, but small inefficiencies or unseen wear can quickly compound. Bearings, seals, motors, belts, and fans degrade gradually over time, and minor issues left unchecked can escalate into major mechanical or safety problems.

“The hidden cost of skipping annual services is accelerated wear that isn’t visible until it becomes expensive,” says Tom. “Over several years, the cost of emergency repairs and lost production almost always exceeds the cost of routine service.”

Correct installation, regulatory compliance, and preventive maintenance (which helps prevent failures before they occur) are more critical than ever. Many roasters now rely on specialist service providers to ensure every component, from gas lines to ventilation systems, is running safely and efficiently. 

Coffee Roaster Services, for example, offers a wide range of support services, including new and used roaster installation, commissioning, mechanical, electrical, and gas repairs, airflow and combustion optimisation, safety inspections, compliance support, and maintenance scheduling.

“Working with a service provider like Coffee Roaster Services is essential for us, ensuring our equipment meets all safety standards, performs consistently, and can be maintained efficiently,” says Jo Thompson, the director at Triple Co Roast. “You want to make sure you’re ticking the boxes for gas and electrical installation. 

“Obtaining gas certificates for coffee roasters can be challenging, so receiving one from a company like Coffee Roaster Services makes the process a bit easier,” he adds. “Their expertise translates complex regulations and technical requirements into practical, actionable solutions for our team.”

Managing costs

For many roasters, the difference between a productive week and a costly disruption comes down to careful planning, disciplined maintenance, and the right technical support.

“I rely on Coffee Roaster Services to install, commission, and maintain our machines,” says Dumo. “Their proactive inspections and preventive maintenance help us catch small issues before they become costly or dangerous. This is how you turn a good machine into a reliable one.”

The benefits of preventive care are clear: longer equipment lifespan, more consistent roasting, reduced risk of emergency repairs, and peace of mind for operators.

“Clients are asking for targeted repairs and preventive checks more than ever,” says Tom. “They want to stretch the life of their machine while avoiding surprises in high-demand periods. That’s why aligning maintenance with production cycles is so important.”

Practical tips to maintain a coffee roaster

Even the most carefully installed roaster needs daily care to prevent emergency breakdowns and extend equipment lifespan.

Daily cleaning and inspection

Depending on your exact setup, it’s good practice to empty the chaff collector after every roast for smaller machines or every day for larger ones.

“Chaff buildup is one of the biggest causes of airflow restriction, temperature instability, and even fire risk,” says Tim. “Keeping the system clear each day prevents both mechanical strain and safety issues.”

Roasters should also regularly clean accessible ducting, cooling tray fans, bearings, and seals.

Monitoring operational parameters

Check gas supply, pressures, drum temperature stability, and airflow readings regularly. 

“Visual and auditory checks before and during roasting, such as unusual smells, sounds, or flame behaviour, should never be ignored,” says Aaron Torres Guerrero, the founder and head of coffee at Kaffirost.

Maintain ventilation and exhaust systems

Flues, vents, and critical airflow areas should be clear and inspected daily.

“Incorrect gas connection that could lead to a gas leak, electrical hazards, or poor ventilation can all be prevented with the help of a qualified technician at the time of installation,” says Aidan. “Daily upkeep keeps these risks in check.”

Structured preventive maintenance

Monthly, quarterly, and annual servicing should cover hidden components, belt tensioning, bearings, electrical and gas systems, and calibration. Coffee Roaster Services works with roasters to align maintenance schedules with production cycles, often breaking service into stages to minimise downtime. 

“We plan maintenance around the realities of each roaster’s production calendar,” says Tom. “High-risk items are addressed first, so roasters don’t have to shut down for long periods.”

Record keeping and data tracking

Logging roast profiles, operational readings, and maintenance activity helps identify trends before they become problems. 

“These simple daily habits catch problems early, maintain consistent performance, and dramatically reduce the likelihood of emergency repairs,” Dumo explains.

Partnering with specialists

Beyond daily routines, having a trusted partner ensures machines are compliant, optimised, and safe. 

“Coffee Roaster Services provides inspections, maintenance, and technical advice, all of which are more important than ever,” Jo explains. “Their input reduces risk and improves consistency, letting our team focus on roasting rather than troubleshooting equipment.”

Ultimately, roasters should treat servicing as insurance rather than a cost.

“Working with professionals like Coffee Roaster Services allows roasters to operate confidently, safely, and consistently at a high level,” says Aaron. “In my experience, it is one of the smartest long-term decisions a roastery can make. 

“Tom personally installed both of our Giesen Coffee Roasters, and his experience and attention to detail ensured they were installed correctly, safely, and fully in line with best practices. In the long term, we rely on them for preventive maintenance, servicing, and expert advice, which gives us peace of mind and allows us to focus on roasting rather than repairs.”

Protecting and maintaining a coffee roaster is about more than avoiding repairs. It extends equipment lifespan, improves efficiency, and safeguards staff and operations. 

In uncertain times, investing in proper installation, disciplined daily routines, and professional preventive maintenance provides roasters with the predictability they need. 

Enjoyed this? Then read our article on whether roasters should sacrifice margins or increase prices.

Photo credits: Coffee Roaster Services

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Please note: Coffee Roaster Services is a sponsor of Perfect Daily Grind.

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