A Technology Guide for Coffee Shops and Cafes


Many people have a favorite coffee shop. Maybe they serve great beverages, employ friendly baristas, or provide plenty of space to read or get work done. If you own a coffee shop or cafe, you should strive to become your customer’s go-to spot.

You’ll find that using the right technology goes a long way in delivering a great customer experience and running a successful business. More and more businesses are adopting cloud technology because different platforms are able to connect and share data, reducing the time required to complete many back office tasks.

In this blog post, we’ll list the different software, mobile apps, and other technology that can benefit coffee shops and cafes.

Coffee shop and cafe management software

Having the right technology is an important part of running an efficient business. Here are some solutions that can help you best manage your coffee shop:

  • Point of sale (POS) – You can use a modern POS system to easily select the menu items customers order. It will also collect data so you can later review your sales history.

  • Merchant processor – Quality coffee shops accept different payment types. A merchant processor can be used to charge any major credit or debit card.

  • Inventory software/vendor ordering – Running out of menu items or other important materials makes for a poor customer experience. You can use inventory software to track your stock and easily place orders with your vendors.

  • Online ordering – If you provide catering, accepting online orders can be a great way to increase sales. Many businesses and other organizations like to easily order food and beverages for their meetings.

Financial software and technology

Successful business owners know how important it is to track and manage finances. The following technology can help you keep a close eye on your coffee shop's funds:

  • Accounting software –  You can use cloud accounting software to keep a detailed general ledger. It can connect with your online banking and other solutions, so your records are always up to date.

  • Payroll software – Employee hours, wages, benefits, and withholdings can be managed using payroll software.

  • Receipt app – If you make purchases for your coffee shop while out and about, you can instantly record the expense using a receipt app on your mobile phone.

  • Bill payment software – Staying on top of your bills is a big part of maintaining a healthy cashflow. Use bill payment software to monitor due dates and instantly pay bills online.

  • Sales and use tax reporting – You can track and report the sales tax you collect with the right software.

  • Cloud document storage –  All your important business documents should be stored in the cloud so they’re easily accessible. You can learn more about the benefits of cloud document storage in this blog post.

Marketing technology

You can stand apart from other coffee shops and cafes with a sound marketing strategy. And the following technology can help you execute it:

  • Website –  A website makes it easy for potential customers to find out important information about your coffee shop, like your menu, hours, and location. You can also use it to showcase what makes your coffee shop or cafe unique.

  • Social media – In addition to a website, your coffee shop should have active social media profiles.

  • Online reviews/local directories –  Many people consult online review sites before deciding what coffee shop or cafe to visit. You can learn more about managing your business’s reviews in this blog post.

A few more

Many people visit coffee shops for the pleasant setting or to get work done. Here are a few solutions you can use to provide a welcoming environment for your customers:

  • Streaming music – You can create the right atmosphere by streaming music your customers enjoy.

  • Powerful WiFi – Making it easy for people to get online is a great way to keep customers coming back. Make sure your WiFi can support multiple computers and mobile devices.

  • Outlets/surge protectors – Your customers will stick around longer if they can keep their laptop charged. Try to provide everyone with an outlet to plug into.

BookKeeping Express (BKE) specializes in accounting and bookkeeping services for coffee shops/cafes, quick-service restaurants, fine dining restaurants, and other specialty food providers. Visit our restaurants page to learn more.