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If you don’t plan and track your café-brasserie budget properly, you're setting yourself up for failure.
When we developed our strategy pack for café-brasserie owners, we saw a lot of owners struggling with finances and planning.
They were disorganized, had no grasp of cash flow, and were drowning in financial troubles despite having substantial revenue.
Don’t let this be you—stand out and succeed.
We’ve created a small, free tool to help you get started: our Budget Tracker and Planner. Let’s turn your café-brasserie's finances around and set you on the path to success!
Get the budget tracker tailored for café-brasseries
Most café-brasserie owners don't know how to plan and track their budget. This spreadsheet will help you.
Example of a full budget for café-brasseries
Here is an example of a (very) detailed budget for a café-brasserie, to give you some inspiration
1. Rent and Utilities
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Rent | Lease for café-brasserie space | $4,000 | $48,000 |
| Electricity | Power consumption for kitchen & dining | $600 | $7,200 |
| Water | Water usage | $150 | $1,800 |
| Gas | Gas for cooking and heating | $250 | $3,000 |
| Internet & Phone | Internet service and business phone | $100 | $1,200 |
| Waste Removal | Garbage and recycling services | $80 | $960 |
| Pest Control | Monthly pest control services | $40 | $480 |
| Insurance | Property and liability insurance | $400 | $4,800 |
2. Salaries & Wages
| Position | Number of Employees | Monthly Cost per Employee | Total Monthly Cost | Annual Cost |
|---|---|---|---|---|
| Head Barista | 1 | $3,500 | $3,500 | $42,000 |
| Baristas | 3 | $2,200 | $6,600 | $79,200 |
| Kitchen Staff | 2 | $2,000 | $4,000 | $48,000 |
| Dishwasher | 1 | $1,800 | $1,800 | $21,600 |
| Servers | 3 | $2,000 | $6,000 | $72,000 |
| Manager | 1 | $3,000 | $3,000 | $36,000 |
3. Food & Beverage Costs
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Food Inventory | Fresh produce, meats, dairy, etc. | $8,000 | $96,000 |
| Beverage Inventory | Coffee, tea, alcoholic and non-alcoholic beverages | $2,500 | $30,000 |
| Condiments & Spices | Seasonings, sauces, dressings, etc. | $400 | $4,800 |
| Cleaning Supplies | Detergents, sanitizers, etc. | $150 | $1,800 |
| Paper Goods | Napkins, paper towels, to-go containers | $250 | $3,000 |
| Kitchen Utensils | Smallwares, cutlery, and kitchen tools | $150 | $1,800 |
| Dishware & Glassware | Plates, bowls, glasses, etc. | $150 | $1,800 |
4. Marketing & Advertising
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Online Advertising | Google Ads, Facebook Ads, etc. | $250 | $3,000 |
| Social Media Management | Managing social media accounts | $400 | $4,800 |
| Print Advertising | Flyers, posters, newspaper ads | $150 | $1,800 |
| Website Maintenance | Hosting, domain, updates | $80 | $960 |
| Email Marketing | Email campaigns and newsletters | $120 | $1,440 |
| Promotional Events | Special events and promotions | $150 | $1,800 |
5. Miscellaneous Expenses
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Equipment Maintenance | Regular maintenance of kitchen equipment | $400 | $4,800 |
| Uniforms | Staff uniforms and aprons | $150 | $1,800 |
| Licenses & Permits | Health permits, liquor licenses, etc. | $80 | $960 |
| POS System | Point of Sale software and hardware | $120 | $1,440 |
| Contingency Fund | Emergency repairs and unexpected costs | $400 | $4,800 |
| Office Supplies | Stationery, pens, printer ink, etc. | $80 | $960 |
| Staff Training | Training programs and materials | $150 | $1,800 |
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What are the biggest expenses for a café-brasserie?
Be mindful of these critical expenses. Here are five major costs every café-brasserie owner needs to consider, along with some tips on how to manage them effectively.
- Food and beverage costsThese can consume a significant portion of your budget. You're dealing with perishables, and prices can vary based on seasonality, supply chain issues, and quality. To keep these costs under control, focus on portion control, negotiate better prices with suppliers, and minimize waste. It's easy to overspend by purchasing too much or opting for premium ingredients that don’t add enough value.
- The staff at your café-brasserieYour staff is your foundation, but paying for their wages, benefits, and training can be costly. This expense is always high because you need a certain number of employees to provide excellent service and keep operations running smoothly. You can optimize labor costs by scheduling efficiently, cross-training staff, and monitoring productivity. However, be cautious not to underpay or overwork your staff, as this can lead to high turnover and poor service.
- Rent and utilities of your café-brasseriePrime locations come with high rent, but they can attract more customers. Utilities like electricity, gas, and water are essential but can add up quickly. To optimize these costs, negotiate favorable lease terms and invest in energy-efficient appliances and lighting. Overspending often occurs when you choose a location that's too large or too upscale for your needs.
- MarketingYou need to spread the word about your café-brasserie, but advertising can be expensive, whether it's online ads, social media campaigns, or traditional media. Optimize this expense by focusing on cost-effective methods like the ones we provide in our pack. Overspending can happen if you invest in flashy campaigns without a clear return on investment.
- Equipment and maintenance costsThis includes everything from coffee machines to dining furniture. These are expensive because quality equipment and regular maintenance are crucial for smooth operations and customer satisfaction. Optimize by investing in durable, energy-efficient equipment and maintaining it regularly to avoid costly breakdowns. You can overspend by going for the latest high-tech gadgets you don’t really need.
How to spend less with your café-brasserie?
Here are practical tips to help you, as a café-brasserie owner, optimize your budget and manage expenses more effectively.
| Expense | Tips to Optimize |
|---|---|
| Food Costs | Source fresh, seasonal ingredients from local farmers to keep costs down and quality high. |
| Labor Costs | Utilize scheduling software to efficiently manage staff hours and minimize overtime. |
| Utilities | Switch to LED lighting and energy-efficient appliances to reduce utility bills. |
| Marketing | Engage with your community through social media contests for your café-brasserie and partner with local influencers for organic promotion. |
| Cleaning Supplies | Train your team on the proper use of cleaning supplies to minimize waste and costs. |
| Equipment Maintenance | Keep a maintenance log for regular checks and servicing of your equipment to avoid costly repairs. |
| Rent/Mortgage | Negotiate lease terms during renewal or consider relocating to a more affordable area. |
| Insurance | Review your insurance policies regularly to ensure they meet your current needs and compare rates annually. |
| Packaging | Opt for cost-effective, eco-friendly packaging and offer discounts to customers who bring their own containers. |
| Tableware | Invest in high-quality, durable tableware that can withstand frequent use. |
| POS System | Select a POS system with essential features, low transaction fees, and integration capabilities. |
| Staff Training | Provide regular in-house training sessions and utilize free online resources for staff development. |
| Waste Management | Implement a food waste tracking system to minimize waste and donate excess food to local charities. |
| Technology | Invest in multi-functional kitchen appliances and use café management software for reservations and orders. |
| Linen and Laundry | Partner with a cost-effective linen service and consider using reusable napkins and tablecloths. |
| Menu Printing | Use digital menu boards or QR codes to reduce printing costs and keep your menu up-to-date. |
| Licensing and Permits | Stay informed about local regulations to avoid fines and costly renewals. |
| Transportation | Plan delivery routes efficiently to save on fuel costs and time. |
| Office Supplies | Buy supplies in bulk and go paperless where possible with digital order systems. |
| Inventory Management | Use inventory management software to track stock levels and reduce spoilage. |
| Pest Control | Schedule regular pest control services and maintain high cleanliness standards to prevent infestations. |
| Music and Entertainment | Use a streaming service for background music and host local musicians during off-peak times to attract more customers. |
| Uniforms | Choose durable, easy-to-clean uniforms and offer staff a stipend for maintenance instead of using an external service. |
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Expenses that are just useless for a café-brasserie
Yes, some expenses for your café-brasserie are just unnecessary. They don't contribute to increasing revenue or enhancing the customer experience.
| Café-Brasserie Expense | Reason It's Useless |
|---|---|
| Luxurious Décor | Over-the-top decorations don't necessarily attract more patrons and can strain your budget. |
| High-End Coffee Beans | Unless you are a specialty coffee shop, most customers are satisfied with quality mid-range beans. |
| Extensive Menu | A large menu increases inventory costs and leads to more food waste. |
| Top-Tier Equipment | Premium kitchen equipment is not always necessary and can be cost-prohibitive. |
| Paper Flyers | Traditional paper ads often have a lower return on investment. Don’t include them in the marketing strategy of your café-brasserie. |
| Multiple Uniform Styles | Having various uniform styles increases costs without adding significant value to the customer experience. |
| Overstaffing | Excessive staff leads to higher labor costs without necessarily improving service quality. |
| Premium Subscriptions | Expensive subscriptions for music or magazines often go unnoticed by customers. |
| Exclusive Ingredients | Using rare ingredients can inflate costs and complicate supply chains. |
| Costly Furniture | High-end furniture is not always appreciated by customers and can be a significant expense. |
| Custom Printed Napkins | Personalized napkins are a minor detail that most customers overlook, and they can be expensive. |
| Unnecessary Software | Paying for software with features you don’t use is a waste of resources. |
| Premium Water Brands | Most customers are content with filtered tap water, making expensive bottled water unnecessary. |
| Extra Delivery Vehicles | Maintaining a larger fleet than needed increases operational costs. |
| Excessive Membership Fees | Paying for multiple industry memberships often yields little benefit. |
| Frequent Renovations | Constantly updating decor and layout can be costly and disrupt operations. |
| Elaborate Centerpieces | Fancy centerpieces are often ignored by customers and add to the cost. |
| Luxury Tableware | High-end tableware is prone to damage and expensive to replace, often going unnoticed by customers. |
| Too Many Staff Meetings | Excessive meetings can reduce productivity and increase labor costs. |
| Expensive Menu Designs | Frequently redesigning menus is costly and often unnecessary. |
| Unused Promotional Materials | Ordering more promotional items than needed leads to waste and unnecessary expense. Get our marketing budget planner template. |
| Paid Directory Listings | Many free listing options are available, making paid listings often redundant. |
| High-End Catering Equipment | Specialized catering equipment is often unnecessary and adds to costs without a proportional benefit. |
Stop working with a tight budget for your café-brasserie!
Managing a budget for a café-brasserie when funds are tight can feel like an uphill battle. It's like being trapped in a cycle where any unexpected expense can throw you off balance.
This constant pressure makes it nearly impossible to invest in growth projects, leaving you always scrambling to cover costs. It's a life filled with stress and sleepless nights.
Yes, you can continue down this path, pinching pennies and barely making ends meet. But there's another part of the equation you might be overlooking. Instead of just trying to cut costs, you can focus on growing your revenue. More income means more breathing room and more money to invest back into your café-brasserie.
And no, you don't necessarily have to spend money to grow. There are plenty of zero-cost initiatives and strategies that can help you increase your revenue by 10%, 20%, or more. We've detailed all of these strategies in our guides, after studying dozens of café-brasseries just like yours. Get them now!
Make your café-brasserie more profitable
We have studied the strategies of the best café-brasseries in the world. All their tactics are explained in our pack!
