Run the counter, the espresso bar, the pastry case and the loyalty card from one record.
Cafes sell small tickets all day from a till, a bean supplier, a pastry vendor and a staff rota that sit in separate places. Cafe software holds drink recipes, counter billing, bean and milk stock, shift cash-up, loyalty cards and supplier orders together.
A cafe sells a few hundred small tickets a day. Each flat white uses beans, milk, a cup and a lid, and every one of those is bought from a different supplier.
Most owners read the day from the till total and a stock count done on a Sunday night. The margin on a single drink stays unknown, and so does the cost of the pastries thrown away at closing.
The opening barista dials in the grinder, pulls test shots, counts the float and sets out the pastry case from the baker’s delivery. The counter takes orders for dine-in, takeaway and the occasional pre-order for an office meeting, while the espresso bar works the tickets in the order they arrive.
Through the day the milk, oat drink, syrups and cups run down at different speeds. The shift lead checks the fridge by eye, texts the roaster when beans look low and writes pastry leftovers on a slate at closing. Staff swap shifts in a group chat.
At close the cashier counts the drawer against the till, splits card, cash and wallet takings, and logs tips for the pool. The owner receives a supplier invoice a week later and cannot match it to what was actually delivered.
What goes wrong for cafes and coffee shops without a proper system.
What we would build for cafes and coffee shops.
Named the way your team already talks about the work. We start with whichever part the audit shows is costing you most.
A requirements checklist for cafes and coffee shops.
What to cover, which reports to ask for and what to put to every vendor, ready to print or save as a PDF.
A product already built for cafes and coffee shops.
It is adapted to how your business works before it goes live, and anything your trade needs that it lacks is added then.
Cafes and Coffee Shop Management Software
Counter billing, drink recipes, bean and milk stock, pastry waste, loyalty cards, shift cash-up and roaster orders for cafes and coffee shops.
The business modules cafes and coffee shops use most.
Each one is also available on its own, or inside a system built for you.
The services behind it.
Business Process Automation
Approvals, reminders, follow-ups and reports that run on their own instead of on someone remembering.
Learn moreERP, CRM and Business Software Implementation
One record of stock, orders, customers and accounts, set up so your team opens it every day.
Learn moreData Migration and Moving Off Spreadsheets
Data migration and spreadsheet replacement covers auditing existing files, cleaning and deduplicating records, loading them into a new system and reconciling the loaded result against known totals. Both systems then run side by side before cutover. Originals stay untouched.
Learn moreWhatsApp Business API and Chatbots
WhatsApp Business API work covers number onboarding, template approval, opt-in records and a chatbot with human handover, all set up under the client’s own Meta account. It connects WhatsApp to a CRM, billing or booking system, so every message is sent from an existing record and every reply is written back. It suits businesses that already take orders, payments or bookings in chat.
Learn moreHow the work runs from Bengaluru for your city.
- 1
The audit, by call
A screen-share and a look at the sheets, accounting reports and WhatsApp groups your team uses. No travel needed.
- 2
A written proposal
Scope, what we build first and the cost, agreed in writing before anything starts.
- 3
Build in short rounds
Working screens shared every few weeks. Your team tests them from your own office.
- 4
Go-live, in person when it helps
For data migration and training we can come to your city. Travel is agreed in advance.
- 5
Support online
Fixes, changes and hosting handled remotely by the same team that built it.
Software we have built and run.
We only name clients whose work is published. These are systems our team designed, built and supports.
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Read the case studyQuestions cafes and coffee shops ask before they call.
Can it tell us what each drink really costs?
Yes, once recipes are entered. Each drink holds its beans, milk, syrup and cup, priced at your latest supplier rates. A change in the roaster’s price shows up in the margin of every drink that uses those beans.
We run two cafes and one small kiosk. Does that work?
It does. Every outlet runs a separate till, stock count and closing cash check, while the owner reads the whole group on one screen. Transfers of beans or milk between sites are recorded as moves, so nothing vanishes in transit.
Does it replace our existing card terminal?
No. The terminal stays where it is. Takings by card, cash and wallet are entered or imported at cash-up and matched against the drawer. A live link to the card machine is possible, and we decide that together at the first workshop.
How do we see it before we decide?
Ask for a walk-through built around one of your own drinks. We set up a flat white with its recipe and show the till, stock and cash-up screens. Any quotation follows after we know your outlet count and menu size.
What happens after I share my requirements?
An engineer reads what you send and replies within one business day. We then look at the software, spreadsheets and WhatsApp groups your business runs on today and write down what works, what slows your team down and what is missing. A demo login, a screen-share or a few screenshots are enough. You get a short written summary ordered by priority, with no obligation to hire us afterwards.
How much will the software cost?
We don’t publish a price, because it depends on what the system has to do. That first review settles the scope, and the cost goes into a written proposal before any work starts.
Related industries.
Part of a wider group.
Tell us how your business runs today.
A few lines on your spreadsheets, software and WhatsApp groups is enough. We reply the same working day.
- No obligation
- A reply within one business day
- Your details stay private
Start with your requirements
Seven short steps that tell us what you need. An engineer reads them before getting in touch.
Share your requirements