Coffee Shop Operations
Independent coffee shops and cafes
Menu margins, supplies and par levels, waste log, equipment service and orders for a cafe.
Use this templateCoffee Shop Operations
The daily running of the shop in one page: the menu with margins, supplies against par, the waste log, machines and their service dates, and orders on the way. Start with the Dashboard, order whatever the Order? column flags and log waste before you close.
Dashboard
Opening and closing checklist
Dialing in and training baristas
Waste and ordering routine
Machine care and service
Menu
What the shop sells, with price, cost and margin.
| Drink or food | Status | Category | Price (USD) | Cost to make (USD) | Sold last week | Added |
|---|---|---|---|---|---|---|
| Flat white | Core | $4.75 | $1.05 | 410 | — | |
| Oat milk latte | Core | $5.50 | $1.40 | 365 | — | |
| Americano | Core | $3.50 | $0.40 | 150 | — | |
| Pour-over, single origin | Core | $5 | $1.20 | 120 | — | |
| Cold brew | Core | $4.75 | $0.90 | 205 | — | |
| Iced chai | Seasonal | $5.25 | $1.10 | 95 | — | |
| Earl grey | Core | $3.75 | $0.35 | 40 | — | |
| Brown butter croissant | Core | $4.25 | $1.30 | 260 | — |
Supplies
Everything stocked, counted against par.
| Supply | Category | Counted in | On hand | Par level | Last counted | Last ordered |
|---|---|---|---|---|---|---|
| House blend beans | lb | 38 | 60 | Oct 17, 2026 | Oct 12, 2026 | |
| Single origin, Guatemala | lb | 14 | 20 | Oct 17, 2026 | Oct 9, 2026 | |
| Whole milk | gallon | 12 | 18 | Oct 17, 2026 | Oct 16, 2026 | |
| Oat milk | case | 3 | 5 | Oct 17, 2026 | Oct 14, 2026 | |
| Vanilla syrup | bottle | 4 | 4 | Oct 17, 2026 | Sep 28, 2026 | |
| Chai concentrate | carton | 2 | 6 | Oct 17, 2026 | Oct 7, 2026 | |
| Croissant dough | tray | 3 | 6 | Oct 17, 2026 | Oct 17, 2026 | |
| Banana bread loaves | loaf | 5 | 6 | Oct 17, 2026 | Oct 17, 2026 |
Waste log
Everything thrown away, with the reason and the value lost.
| What was wasted | Date | Quantity | Reason | Value lost (USD) | Menu item | Logged by |
|---|---|---|---|---|---|---|
| Unsold croissants | Oct 17, 2026 | 6 | $7.80 | Brown butter croissant | Wilhelmina Tan | |
| Banana bread slices | Oct 16, 2026 | 4 | $3.80 | Seeded banana bread | Wilhelmina Tan | |
| Milk shot dropped | Oct 16, 2026 | 1 | $1.10 | Flat white | Cyrus Delacroix | |
| Wrong drink made, iced chai | Oct 15, 2026 | 2 | $2.20 | Iced chai | Dexter Halvorsen | |
| Cold brew batch off taste | Oct 14, 2026 | 3 | $18 | Cold brew | Anaya Petrovic | |
| Egg sandwiches unsold | Oct 13, 2026 | 5 | $14 | Egg and cheddar sandwich | Wilhelmina Tan | |
| Oat latte remakes | Oct 12, 2026 | 3 | $4.20 | Oat milk latte | Cyrus Delacroix | |
| Croissants unsold | Oct 11, 2026 | 9 | $11.70 | Brown butter croissant | Wilhelmina Tan |
Equipment
The machines that make the coffee, with service dates.
| Machine | Condition | Kind | Last serviced | Next service due | Technician | Added |
|---|---|---|---|---|---|---|
| Two-group espresso machine | Working | Aug 9, 2026 | Nov 7, 2026 | Bellwether Coffee Service | — | |
| Main grinder | Needs service | May 11, 2026 | Oct 8, 2026 | Bellwether Coffee Service | — | |
| Decaf grinder | Working | Jul 20, 2026 | Jan 16, 2027 | Bellwether Coffee Service | — | |
| Batch brewer | Working | Sep 3, 2026 | Mar 2, 2027 | In-house | — | |
| Undercounter fridge | Working | Apr 1, 2026 | Apr 1, 2027 | Coldline Repair | — | |
| Pastry oven | Out of order | Oct 3, 2025 | Oct 3, 2026 | Coldline Repair | — | |
| Walk-in cooler | Working | Jun 20, 2026 | Dec 17, 2026 | Coldline Repair | — |
Orders
Orders sent to vendors and when they arrive.
| Order | Status | Placed | Arrives | Order total (USD) | Vendor | Placed by |
|---|---|---|---|---|---|---|
| Weekly milk and dairy | Placed | Oct 17, 2026 | Oct 19, 2026 | $286 | Cascadia Dairy | Cyrus Delacroix |
| Cups and lids restock | Draft | — | Oct 24, 2026 | $410 | Greenware Packaging | Dexter Halvorsen |
| Roastery beans, wall and bar | Placed | Oct 16, 2026 | Oct 20, 2026 | $640 | Fernwood roastery | Dexter Halvorsen |
| Syrups and chai | Draft | — | Oct 15, 2026 | $198 | Lantern Beverage | Cyrus Delacroix |
| Cleaning supplies | Arrived | Oct 10, 2026 | Oct 13, 2026 | $74 | Tidy Supply Co. | Dexter Halvorsen |
| Weekly milk and dairy, last week | Arrived | Oct 10, 2026 | Oct 12, 2026 | $301 | Cascadia Dairy | Cyrus Delacroix |
Margin, waste and machines at a glance.
| Drink or food | Status | Category | Price (USD) | Cost to make (USD) | Sold last week | Added |
|---|---|---|---|---|---|---|
| Flat white | Core | $4.75 | $1.05 | 410 | — | |
| Oat milk latte | Core | $5.50 | $1.40 | 365 | — | |
| Americano | Core | $3.50 | $0.40 | 150 | — | |
| Pour-over, single origin | Core | $5 | $1.20 | 120 | — | |
| Cold brew | Core | $4.75 | $0.90 | 205 | — | |
| Iced chai | Seasonal | $5.25 | $1.10 | 95 | — | |
| Earl grey | Core | $3.75 | $0.35 | 40 | — | |
| Brown butter croissant | Core | $4.25 | $1.30 | 260 | — |
| What was wasted | Date | Quantity | Reason | Value lost (USD) | Menu item | Logged by |
|---|---|---|---|---|---|---|
| Unsold croissants | Oct 17, 2026 | 6 | $7.80 | Brown butter croissant | Wilhelmina Tan | |
| Banana bread slices | Oct 16, 2026 | 4 | $3.80 | Seeded banana bread | Wilhelmina Tan | |
| Milk shot dropped | Oct 16, 2026 | 1 | $1.10 | Flat white | Cyrus Delacroix | |
| Wrong drink made, iced chai | Oct 15, 2026 | 2 | $2.20 | Iced chai | Dexter Halvorsen | |
| Cold brew batch off taste | Oct 14, 2026 | 3 | $18 | Cold brew | Anaya Petrovic | |
| Egg sandwiches unsold | Oct 13, 2026 | 5 | $14 | Egg and cheddar sandwich | Wilhelmina Tan | |
| Oat latte remakes | Oct 12, 2026 | 3 | $4.20 | Oat milk latte | Cyrus Delacroix | |
| Croissants unsold | Oct 11, 2026 | 9 | $11.70 | Brown butter croissant | Wilhelmina Tan |
| Machine | Condition | Kind | Last serviced | Next service due | Technician | Added |
|---|---|---|---|---|---|---|
| Two-group espresso machine | Working | Aug 9, 2026 | Nov 7, 2026 | Bellwether Coffee Service | — | |
| Main grinder | Needs service | May 11, 2026 | Oct 8, 2026 | Bellwether Coffee Service | — | |
| Decaf grinder | Working | Jul 20, 2026 | Jan 16, 2027 | Bellwether Coffee Service | — | |
| Batch brewer | Working | Sep 3, 2026 | Mar 2, 2027 | In-house | — | |
| Undercounter fridge | Working | Apr 1, 2026 | Apr 1, 2027 | Coldline Repair | — | |
| Pastry oven | Out of order | Oct 3, 2025 | Oct 3, 2026 | Coldline Repair | — | |
| Walk-in cooler | Working | Jun 20, 2026 | Dec 17, 2026 | Coldline Repair | — |
| Supply | Category | Counted in | On hand | Par level | Last counted | Last ordered |
|---|---|---|---|---|---|---|
| House blend beans | lb | 38 | 60 | Oct 17, 2026 | Oct 12, 2026 | |
| Single origin, Guatemala | lb | 14 | 20 | Oct 17, 2026 | Oct 9, 2026 | |
| Whole milk | gallon | 12 | 18 | Oct 17, 2026 | Oct 16, 2026 | |
| Oat milk | case | 3 | 5 | Oct 17, 2026 | Oct 14, 2026 | |
| Vanilla syrup | bottle | 4 | 4 | Oct 17, 2026 | Sep 28, 2026 | |
| Chai concentrate | carton | 2 | 6 | Oct 17, 2026 | Oct 7, 2026 | |
| Croissant dough | tray | 3 | 6 | Oct 17, 2026 | Oct 17, 2026 | |
| Banana bread loaves | loaf | 5 | 6 | Oct 17, 2026 | Oct 17, 2026 |
Counted in the last 3 days
| Supply | Category | Counted in | On hand | Par level | Last counted | Last ordered |
|---|---|---|---|---|---|---|
| House blend beans | lb | 38 | 60 | Oct 17, 2026 | Oct 12, 2026 | |
| Single origin, Guatemala | lb | 14 | 20 | Oct 17, 2026 | Oct 9, 2026 | |
| Whole milk | gallon | 12 | 18 | Oct 17, 2026 | Oct 16, 2026 | |
| Oat milk | case | 3 | 5 | Oct 17, 2026 | Oct 14, 2026 | |
| Vanilla syrup | bottle | 4 | 4 | Oct 17, 2026 | Sep 28, 2026 | |
| Chai concentrate | carton | 2 | 6 | Oct 17, 2026 | Oct 7, 2026 | |
| Croissant dough | tray | 3 | 6 | Oct 17, 2026 | Oct 17, 2026 | |
| Banana bread loaves | loaf | 5 | 6 | Oct 17, 2026 | Oct 17, 2026 |
Service due in the next 30 days
| Machine | Condition | Kind | Last serviced | Next service due | Technician | Added |
|---|---|---|---|---|---|---|
| Two-group espresso machine | Working | Aug 9, 2026 | Nov 7, 2026 | Bellwether Coffee Service | — | |
| Main grinder | Needs service | May 11, 2026 | Oct 8, 2026 | Bellwether Coffee Service | — | |
| Decaf grinder | Working | Jul 20, 2026 | Jan 16, 2027 | Bellwether Coffee Service | — | |
| Batch brewer | Working | Sep 3, 2026 | Mar 2, 2027 | In-house | — | |
| Undercounter fridge | Working | Apr 1, 2026 | Apr 1, 2027 | Coldline Repair | — | |
| Pastry oven | Out of order | Oct 3, 2025 | Oct 3, 2026 | Coldline Repair | — | |
| Walk-in cooler | Working | Jun 20, 2026 | Dec 17, 2026 | Coldline Repair | — |
Arriving in the next 3 days
| Order | Status | Placed | Arrives | Order total (USD) | Vendor | Placed by |
|---|---|---|---|---|---|---|
| Weekly milk and dairy | Placed | Oct 17, 2026 | Oct 19, 2026 | $286 | Cascadia Dairy | Cyrus Delacroix |
| Cups and lids restock | Draft | — | Oct 24, 2026 | $410 | Greenware Packaging | Dexter Halvorsen |
| Roastery beans, wall and bar | Placed | Oct 16, 2026 | Oct 20, 2026 | $640 | Fernwood roastery | Dexter Halvorsen |
| Syrups and chai | Draft | — | Oct 15, 2026 | $198 | Lantern Beverage | Cyrus Delacroix |
| Cleaning supplies | Arrived | Oct 10, 2026 | Oct 13, 2026 | $74 | Tidy Supply Co. | Dexter Halvorsen |
| Weekly milk and dairy, last week | Arrived | Oct 10, 2026 | Oct 12, 2026 | $301 | Cascadia Dairy | Cyrus Delacroix |
How to read the numbers
Opening
Machine on, grinders purged, shots dialed in
Fridge temperatures logged
Pastry case filled and priced
Cash drawer counted
Closing
Waste logged before anything leaves the building
Milk and syrups counted; low items flagged
Machines cleaned and backflushed
Floors, counters and bathrooms done
Tomorrow's bake order checked
The shop in the morning is the shop you left it in the night before.
Dialing in
Weigh the dose and the yield; time the shot.
Taste and adjust grind first, then dose.
Write the recipe on the card: dose, yield, time.
Training week one
Learn the menu by tasting every drink.
Practice milk steaming with water, then milk.
Shadow the shift lead on opening and closing.
Signing off
A barista is signed off when they can make the top five drinks to spec, in order, at pace.
Logging waste
Log it when it happens, with the reason.
Choose the menu item so cost rolls up on the Menu.
Weekly review
Open Wasted this month and look at the top two items.
If it is bakery, reduce the next order; if it is milk, check the par.
Ordering
Use the Quantity to order column to build each list.
Daily
Backflush the group heads and wipe steam wands after every use.
Purge the grinders and check the burrs.
Weekly
Descale the batch brewer.
Check water filter indicators and replace as needed.
Service plan
Keep service dates on the Equipment table.
Book the technician a month ahead.
After a visit, press Service done, update the dates and note what was changed.
What's inside
6 tables · 20 views · 1 form · 2 row actions · 1 agent6 pages
- Coffee Shop Operations
- Dashboard
- Opening and closing checklist
- Dialing in and training baristas
- Waste and ordering routine
- Machine care and service
5 tables
- Menu2 views · 13 sample rows
- Supplies2 views · 11 sample rows
- Waste log4 views · 9 sample rows
- Equipment6 views · 7 sample rows
- Orders6 views · 6 sample rows
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