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If you don’t plan and track your café budget properly, you're setting yourself up for failure.
When we developed our strategy pack for café owners, we saw a lot of café 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's finances around and set you on the path to success!
Get the budget tracker tailored for cafés
Most café owners don't know how to plan and track their budget. This spreadsheet will help you.
Example of a full budget for cafés
Here is an example of a (very) detailed budget for a café, to give you some inspiration
1. Rent and Utilities
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Rent | Lease for café space | $3,000 | $36,000 |
| Electricity | Power consumption for coffee machines & lighting | $500 | $6,000 |
| Water | Water usage | $150 | $1,800 |
| Gas | Gas for heating | $100 | $1,200 |
| 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 | $300 | $3,600 |
2. Salaries & Wages
| Position | Number of Employees | Monthly Cost per Employee | Total Monthly Cost | Annual Cost |
|---|---|---|---|---|
| Barista | 3 | $2,500 | $7,500 | $90,000 |
| Manager | 1 | $3,000 | $3,000 | $36,000 |
| Dishwasher | 1 | $1,800 | $1,800 | $21,600 |
| Server | 2 | $2,000 | $4,000 | $48,000 |
3. Food & Beverage Costs
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Coffee Beans | High-quality coffee beans | $2,000 | $24,000 |
| Milk & Dairy | Milk, cream, and other dairy products | $1,000 | $12,000 |
| Pastries & Snacks | Fresh pastries, cookies, and snacks | $1,500 | $18,000 |
| Tea & Other Beverages | Tea, juices, and other drinks | $500 | $6,000 |
| Condiments & Spices | Seasonings, sauces, dressings, etc. | $200 | $2,400 |
| Cleaning Supplies | Detergents, sanitizers, etc. | $150 | $1,800 |
| Paper Goods | Napkins, paper towels, to-go containers | $200 | $2,400 |
| Kitchen Utensils | Smallwares, cutlery, and kitchen tools | $100 | $1,200 |
| Dishware & Glassware | Cups, plates, glasses, etc. | $150 | $1,800 |
4. Marketing & Advertising
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Online Advertising | Google Ads, Facebook Ads, etc. | $200 | $2,400 |
| Social Media Management | Managing social media accounts | $300 | $3,600 |
| Print Advertising | Flyers, posters, newspaper ads | $100 | $1,200 |
| Website Maintenance | Hosting, domain, updates | $80 | $960 |
| Email Marketing | Email campaigns and newsletters | $100 | $1,200 |
| Promotional Events | Special events and promotions | $150 | $1,800 |
5. Miscellaneous Expenses
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Equipment Maintenance | Regular maintenance of coffee machines and other equipment | $300 | $3,600 |
| Uniforms | Staff uniforms and aprons | $100 | $1,200 |
| Licenses & Permits | Health permits, business licenses, etc. | $80 | $960 |
| POS System | Point of Sale software and hardware | $120 | $1,440 |
| Contingency Fund | Emergency repairs and unexpected costs | $300 | $3,600 |
| Office Supplies | Stationery, pens, printer ink, etc. | $80 | $960 |
| Staff Training | Training programs and materials | $150 | $1,800 |
Some cafés make 5x more profit than you!
We have studied the strategies of the best cafés in the world. Replicate them now!
What are the biggest expenses for a café?
Be mindful of these significant expenses. Here are five major costs every café owner needs to consider, along with some tips on how to manage them effectively.
- Food and beverage costsThese can consume a large 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 buying too much or opting for premium ingredients that don’t add enough value.
- The staff at your caféYour staff is essential, but paying for their wages, benefits, and training can be costly. This expense is always significant because you need a certain number of employees to provide excellent service and keep things running smoothly. You can optimize labor costs by scheduling efficiently, cross-training staff, and monitoring productivity. However, be careful not to underpay or overwork your staff, as this can lead to high turnover and poor service.
- Rent and utilities of your caféPrime 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 happens when you choose a location that's too large or too upscale for your needs.
- MarketingYou need to get the word out about your café, 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 occur if you invest in flashy campaigns without a clear return on investment.
- Café equipment and maintenance costsThis includes everything from coffee machines to seating 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?
Here are practical tips to help you, as a café owner, optimize your budget and manage expenses more effectively.
| Expense | Tips to Optimize |
|---|---|
| Ingredient Costs | Partner with local roasters and farmers for fresh coffee beans and seasonal produce at lower prices. |
| Labor Costs | Implement a scheduling software to optimize barista hours and reduce overtime. |
| Utilities | Install LED lighting and energy-efficient coffee machines and appliances. |
| Marketing | Run social media contests for your café and collaborate with local influencers for free exposure. |
| Cleaning Supplies | Train staff on efficient use of cleaning supplies to reduce waste. |
| Equipment Maintenance | Set up a maintenance log for regular equipment checks and servicing. |
| Rent/Mortgage | Negotiate lease terms during renewal or consider moving to a less expensive location. |
| Insurance | Regularly review insurance policies to ensure they meet current needs and compare rates annually. |
| Packaging | Use cost-effective, eco-friendly packaging and offer discounts for customers bringing their own cups. |
| Tableware | Purchase high-quality, durable tableware that can withstand frequent use. |
| POS System | Choose a POS system that offers essential features with low transaction fees and integrates with other systems. |
| Staff Training | Conduct regular in-house training sessions and use free online resources. |
| Waste Management | Implement a food waste tracking system to minimize waste and donate excess food. |
| Technology | Invest in multi-functional kitchen appliances and utilize café management software for reservations and orders. |
| Linen and Laundry | Partner with a cost-effective linen service and consider reusable napkins and tablecloths. |
| Menu Printing | Use digital menu boards or QR codes for menu access to reduce printing costs. |
| Licensing and Permits | Stay up-to-date with local regulations to avoid fines and costly renewals. |
| Transportation | Plan delivery routes to maximize efficiency and reduce fuel costs. |
| Office Supplies | Purchase 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 monthly pest control services and maintain cleanliness standards to prevent infestations. |
| Music and Entertainment | Use a streaming service for background music and host local musicians during off-peak times. |
| Uniforms | Choose durable, easy-to-clean uniforms and offer staff a stipend for maintenance instead of using an external service. |
Copy the tactics of the best cafés in the world!
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Expenses that are just useless for a café
Yes, some expenses for your café are just unnecessary. They don't contribute to increasing revenue or improving customer experience.
| Café Expense | Reason It's Useless |
|---|---|
| Luxurious Décor | Over-the-top decorations don't necessarily attract more customers and can be a drain on the budget. |
| High-End Coffee Beans | Unless you are a specialty coffee shop, most customers are satisfied with good quality, mid-range beans. |
| Extensive Menu | A large menu increases inventory costs and leads to more food waste. |
| Top-Tier Equipment | High-end coffee machines and kitchen equipment are 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. |
| Multiple Uniform Styles | Having various uniform styles increases costs without adding significant value to the customer experience. |
| Excessive Staff | Overstaffing leads to higher labor costs without necessarily improving service quality. |
| Premium Subscription Services | 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. |
| Overly Frequent Renovations | Constantly updating decor and layout can be costly and disrupt operations. |
| Expensive Table Centerpieces | Elaborate centerpieces are often ignored by customers and add to the cost. |
| High-End Tableware | Luxury tableware is prone to damage and expensive to replace, often going unnoticed by customers. |
| Excessive Staff Meetings | Too many 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!
Managing a budget for a café when funds are tight can feel overwhelming. It's like being trapped in a cycle where any unexpected expense can throw everything 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.
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 cafés just like yours. Get them now!
Make your café more profitable
We have studied the strategies of the best cafés in the world. All their tactics are explained in our pack!
