Creating a detailed spreadsheet for coffee shop smallwares and retail equipment can be extremely helpful for planning, budgeting, and managing inventory. Below is a breakdown of the categories and items to include in your spreadsheet, followed by a sample format.
Categories for Coffee Shop Smallwares and Retail Equipment:
- Barista Tools
- Espresso tampers
- Milk frothing pitchers
- Knock boxes
- Scales (for weighing coffee)
- Shot glasses/measuring cups
- Thermometers
- Coffee grinders (manual/electric)
- Cleaning brushes and cloths
- Dosing funnels
- Portafilters
- Coffee scoops
- Beverage Preparation Equipment
- Espresso machines
- Coffee brewers/drip machines
- Pour-over stands and filters
- French presses
- Aeropresses
- Cold brew makers
- Kettles (electric and stovetop)
- Water filtration systems
- Ice machines
- Serveware
- Coffee cups (ceramic, glass, paper)
- Espresso shot cups
- Milk jugs
- Saucers
- Mugs
- To-go lids, cups, and sleeves
- Stir sticks
- Sugar pourers/dispensers
- Cocktail napkins
- Storage and Organization
- Coffee bean storage containers
- Sugar/syrup containers
- Ice buckets
- Countertop display cases (for baked goods)
- Cup dispensers
- Shelving units (for ingredients and supplies)
- Barista stations and carts
- Retail and Display Equipment
- Display refrigerators (for sandwiches, salads, drinks)
- Glass bakery cases
- Retail shelves (for bags of coffee beans, mugs, etc.)
- Pricing labels
- Menu boards and stands
- Digital signage (optional)
- Product labeling machine
- Cleaning Supplies
- Commercial-grade cleaning supplies
- Towels and cloths
- Dish soap and sponges
- Coffee machine cleaners
- Brushes and squeegees
- Sanitizing solutions and sprays
- Floor cleaners and mops
- Trash cans and recycling bins
- Safety and General Supplies
- First aid kits
- Fire extinguishers
- Food-grade gloves
- Hairnets and aprons
- Temperature check thermometers (for refrigerators/freezers)
- POS system and credit card terminals
Sample Spreadsheet Format:
| Category | Item | Quantity Needed | Cost per Unit | Total Cost | Supplier | Notes |
|---|---|---|---|---|---|---|
| Barista Tools | Espresso Tamper | 3 | $25 | $75 | Supplier A | High quality, stainless steel |
| Milk Frothing Pitcher | 5 | $10 | $50 | Supplier B | 12oz pitchers | |
| Knock Box | 2 | $30 | $60 | Supplier C | Compact, countertop version | |
| Beverage Equipment | Espresso Machine | 1 | $2,000 | $2,000 | Supplier A | Commercial-grade |
| Coffee Brewer | 2 | $150 | $300 | Supplier B | Large capacity | |
| Cold Brew Maker | 2 | $100 | $200 | Supplier C | 5L capacity | |
| Serveware | Coffee Cups (Ceramic) | 100 | $2 | $200 | Supplier D | Standard 8oz size |
| To-go Cups | 500 | $0.20 | $100 | Supplier E | Includes lids and sleeves | |
| Retail Equipment | Display Refrigerator | 1 | $1,200 | $1,200 | Supplier A | For cold drinks and sandwiches |
| Retail Shelves | 3 | $150 | $450 | Supplier F | Display for coffee beans and mugs | |
| Cleaning Supplies | Commercial Cleaner | 5 bottles | $10 | $50 | Supplier G | Eco-friendly, multipurpose |
| Coffee Machine Cleaner | 10 tablets | $1.50 | $15 | Supplier H | For espresso machine maintenance | |
| Safety Supplies | First Aid Kit | 1 | $50 | $50 | Supplier I | Includes all required items |
| Fire Extinguisher | 2 | $75 | $150 | Supplier J | ABC-rated | |
| POS System | POS Terminal | 2 | $400 | $800 | Supplier K | Includes software |
Key Points to Include:
- Item Name: Specific name of the smallware or equipment.
- Quantity Needed: Number of items required for the coffee shop based on estimated usage.
- Cost per Unit: The price of each individual item.
- Total Cost: A simple calculation multiplying the quantity by the cost per unit.
- Supplier: Identify where the item will be purchased from. This could be local suppliers, online retailers, or wholesale vendors.
- Notes: Any additional details such as specifications, preferred brand, or whether the item is needed for specialty beverages.
Spreadsheet Considerations:
- Budgeting: Use the spreadsheet to set an initial budget for your smallwares and retail equipment. Be mindful of where you can invest in high-quality items (e.g., espresso machines) and where you might save on costs (e.g., paper cups or cleaning supplies).
- Supplier Research: Ensure you have a diverse range of suppliers listed, including local vendors, online options, and wholesalers, to help you compare prices and availability.
- Reordering System: Include a column for reordering frequency or establish a system for tracking when consumable items like paper cups or cleaning supplies are running low.
- Future Scaling: If you plan to expand the coffee shop or open additional locations, consider keeping this spreadsheet flexible to accommodate future purchases.
- Warranty and Maintenance: Include warranty details and maintenance schedules for high-investment equipment like espresso machines and refrigerators. This could prevent future disruptions in service due to equipment failures.
- POS Integration: If you are using a POS system to track inventory, you could integrate some of this data to automate reordering or flag items when stock is low.
