If you’re like me, you’ve sat in a coffee shop and thought, “I could do this.”
Then for the next 20 mins, while you sip your professionally made coffee, you mull over the details of what you would offer and why your coffee shop would be the best.
Yes, it’s excellent fodder for daydreaming. But what if you want to make it a reality?
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By Clint McCormick.
Are you planning to start a coffee shop? There’s a lot to consider, but compared to a restaurant or a bar, coffee shops offer a much more attainable entry point. Their commitment is slightly less, and the hours are more agreeable.
Those of you who’ve worked in restaurants before will know what I’m talking about, and you probably don’t need this article.
But if you’ve never had the pleasure of serving strangers food and beverage, this article is for you.
Customers don’t realize all the behind-the-scenes expenditures until they’re in the driver’s seat.
Before you pull the trigger on a coffee shop location, let’s pull the curtain back and see what it actually takes to get your coffee shop up and running successfully.
What Does A Coffee Shop Need?—At A Glance
- Location
- Commercial espresso maker & bean grinder
- Tables, chairs, and mugs/cups
- POS system
- Delicious, fresh, and fast coffee beverages
Plus
- Somebody to do the work
- Complying with legal requirements
- Marketing
- Happy returning clients
Let’s focus on the first half of these.
Coffee Shop Equipment List
Here are the absolute necessities you’ll need to start your coffee shop.
No matter how big you want to grow your shop, you have to start with these.
Commercial Coffee Machines
Once you’ve determined what kind of coffee shop you want, you must match the machine to the coffee.
The more options you give your customers, the better, but some coffee equipment names are expensive, so set a budget first and get the best you can afford.
Standard Drip
Whether you like it or not, a lot of people will ask for regular coffee.
You want to oblige no matter your opinion of the drink itself.
This could be very profitable for you with the right machine. You want to make coffee fast and lots of it.
Choosing The Right Commerical Drip Coffee Maker
Look for machines that have the capacity to brew two pots.
BUNN is famous for this, but others offer similar products.
Ensure they come with warming plates. You want your coffee to stay hot for a long time to reduce waste.
Many coffee shop owners think they can avoid the expense of a drip coffee maker by making americanos on their espresso machine.
In the big picture, this is not sustainable.
It takes longer and costs more to make an americano when people are just as happy with the budget-friendly drip style.
Espresso Machine For Coffee Shop
Here’s where the real fun begins. I’ll bet you’re most excited about purchasing a commercial espresso machine more than anything else, and you should be!
But it still pays to be budget conscious, so be sure to have a detailed menu already drawn up.
We want to match the machine to your unique espresso-making skills.
Maximize Counter Space
Do you have enough of it for the machine you want?
Measure your counter space and compare that to the dimensions of your selected machine.
Be sure you have your machine in an easy place to access all sides for cleaning and close enough to the customers for serving.
Maintain A Steady Water Supply
Will you continuously refill a reservoir, or will you connect your espresso machine to a waterline?
Both are options but in either case, take note of the location for easy access to a sink or a water connection.
You may be able to connect your drip coffee maker to the same waterline.
Features That Will Make Your Life Easier
You want to get your money’s worth, but above all, you want reliability and durability.
Having too many features may confuse employees and slow down service.
You want your machine to produce a quality product as easily as possible so you never let down any of your customers.
Efficient & Professional Milk Frother System
Your commercial-grade espresso machine should come with at least one steaming wand.
This makes creating silky smooth lattes and light and airy cappuccinos easy.
Before opening, I recommend you practice with this.
Not all steaming wands are the same, and even though you have mastered your at-home frother, a commercial one may act differently.
Even if your frother breaks down, you should have a backup plan, so service doesn’t come to a grinding halt.
There are a few different ways you can froth milk without a steam wand;
- French Press is your best option; add hot milk to it and pump until you’ve reached your desired texture
- Shake warm milk in a jar or other type of sealed container
- Whisk warm milk in a bowl until desired microfoam is achieved
- Use an electric hand mixer for an even finer microfoam
Commercial Coffee Grinder
If you want a real coffee shop—which I think you do—then grinding your own beans is a must.
By doing so, you have so much more control over how you brew coffee that you’ll have a competitive advantage over many other coffee shops in your competing market.
Make it easy on yourself, and get a grinder that does the work for you.
Conical vs. Flat Burr Grinders—What’s The Difference?
There’s only one word you need to look for: ‘ conical.’
A conical burr grinder is what you’re looking for to start any size coffee shop. Don’t be swayed by the lower prices of a flat burr grinder or blade grinders; they are not cut out to keep up with the demands of a busy coffee shop.
Depending on what your menu offers will determine the number of grind settings you need.
If you want to explore the world of espressos, the more settings you get, the better.
Just be sure you know how to use them all before opening day.
Coffee Shop Accounting Products
I know it’s your dream to run a coffee shop, but there still needs to be checks and balances.
You should have a clear accounting plan to monitor your expenses and revenue right from the start.
Using a business plan will be the best way to clearly define your goals so you can compare expenses and see what is available.
If you have a business partner, then this is critical to ensure you are both on the same page.
Your business plan should include;
- Overview of your vision
- Copy of the menu with cost and retail price
- Expense report (incl. rent, wages, electricity, product, etc.)
- Marketing plan (where to advertise and how to optimize)
The more detail, the better.
Do your best to stick to it but if you have to change something, then be sure to update your plan to keep yourself honest and on track.
Coffee Shop Storage
Having a plan of action before embarking on this journey is the best thing you can do for yourself.
While many believe they have a plan, they forget certain aspects that could have damaging effects on their budget.
Be sure to make a coffee shop equipment layout plan before making any purchases.
Having a spot picked out for everything will help you expedite your service and prevent you from over-ordering products.
Here is some essential equipment you need to keep your coffee shop operating efficiently.
Closet/Pantry
You will spend a lot of time here, be sure you have an idea of how it will function.
It’s common practice for food and beverage businesses to operate on FIFO (first in, first out).
This means that the product you bought first must be the first sold, so it doesn’t spoil.
Manage your pantry to make it easy for you and your staff to see everything.
This is especially important for monitoring inventory levels.
If someone sees something running low, there should be a system in place to quickly order more.
Lots Of Containers
Keep your product fresh by having plenty of resealable containers on hand.
Much of what you order will come in cellophane wrap and will not keep your product fresh once it’s open.
It will save you money to have containers at the ready.
Use these for your coffee beans, especially. Having an airtight seal ensures your beans will stay fresh right up until grind time.
You can also have a container for ground coffee. I wouldn’t recommend you make this a habit.
Still, sometimes you have a lot of extra ground coffee that you can easily use the next day if kept fresh in an airtight container.
Fridge(s)
Having a large fridge or a couple of ‘under-counter’ ones is essential, but what’s more important is the organization and maintenance of what goes in them.
If you have staff, be sure they know where the oldest products are because you want to use them first all the time.
There should be a scheduled full clean once a month or bi-monthly, depending on how busy you are. Smells can transfer from one item to another in a fridge even if one of those items is perfectly fresh.
If you’re designing your coffee shop, put the fridge or fridge in easily accessible places.
When your coffee shop gets busy, you’ll be thanking yourself for taking the time to plan this out.
POS System
Keeping track of the money is crucial to the success of your coffee shop.
Investing in a suitable point-of-sale (POS) system will be worth its weight in gold.
Many systems these days will also help you track inventory to develop reports and see exactly where your money is going.
They will set you up with passwords for your employees and managers to customize their access.
This is a great way to look professional right out of the gates as well. Customers will be impressed by how quickly you’ve adopted professional coffee shop practices.
Select from one of the popular systems already available for restaurant owners;
Coffee Shop Furniture
This subject is often overlooked by first-time coffee shop owners because, in most cases, they get whatever is the cheapest or available to them at the time.
While I always preach frugalness, you must find a balance when choosing the right coffee shop furniture.
If you’re looking to offer a creative space for people to come and hang out for hours at a time, then comfort is the name of the game.
Check out local garage sales or thrift stores to find some vintage (but cheap) couches and chairs that will let your customers sink right in.
If you want a co-working space, then fill your shop with tables and chairs.
Be sure to keep the profile and design slender so you can fit as many as possible.
If you’re providing a space for digital nomads, ensure you have electrical outlets handy for when they inevitably ask.
Coffee Shop Products For Staff And Customers
Next to your espresso machine, shopping for all the accessories to make your coffee shop a success is the best part.
You don’t want to go overboard, but you want to equip you and your staff with the proper tools to make incredible coffee beverages.
Barista Equipment List
Tamper
Stationary tampers make it easy to keep track of them but also don’t offer the same ease of use.
Be sure to have both handheld and affixed tampers at the ready so you can pull espresso shots fast.
Knock Box
Keep these on hand so your workspace can remain neat and tidy.
There’s only one acceptable way to remove expended coffee from your portafilter, and that’s by emptying it in a knock box designed for the task.
Small coffee shops will only need one.
Measuring Spoons
Adjusting, creating, stirring, and customizing are all things that can be done to enhance the customer’s experience.
Like a good bartender, a good barista needs tools to practice his craft.
Having a set of versatile spoons will last you a lifetime and help you produce memorable coffee.
Filters
Maintain the integrity of your coffee by always serving it as fresh as possible.
Change the filters early and often in your drip machine and water sources.
Have these on hand and make a schedule so everyone knows how and why to change filters.
Customer Products
Now that behind-the-scenes is taken care of, let’s focus on the front of house now.
Anticipating what your customers will want is the best way to provide good service.
Have these things ready to go so that you can kindly oblige when someone asks.
Proper Mugs & To-Go Cups
Make it a memorable experience to sit in your coffee shop and enjoy a hot mug of java.
You don’t have to get too gimmicky, but as long as the mug is comfortable to hold and looks good in pictures, it’s hired!
Conversely, if someone wants a cup to-go, be sure you have sleeves or some other method that makes it bearable to hold a hot cup of coffee.
Creamers & Sugars
Be prepared to handle all the little quirks people have about their coffee.
Offer as many different types of sweeteners as you can.
Popular Sweeteners
- White sugar
- Raw sugar
- Honey
- Maple syrup
- Cinnamon
- Etc.
Popular Creamers
- Milk (whole, cream, or 1%)
- Almond milk
- Oat milk
- Soy milk
- Coconut milk
- Etc.
Coffee Shop Equipment Cost
Here is an easy breakdown of what you can expect to pay if this is your first time owning a coffee shop.
If you know anyone who has any of these products already and you can get them at a discount, then I highly encourage you to do so.
This is no time for ego, and every penny you can save is a good thing.
Necessary Items | Price (Approx.) |
Espresso Machine | $7,000+ |
Dishes (mugs, saucers, spoons, etc.) | $1,000 |
Rent | $4,000/month |
Furniture | $3,000 |
Fridge | $4,000 |
Barista Tools | $750 |
Accoutrements (milk, sugar, etc.) | $500 |
Minimum Total to Open a Coffee Shop | $20,250 |
As always, remember that your numbers may – and will vary.
Summary
I hope this doesn’t stop you from opening your own coffee shop.
Yes, you’ll have to put a lot of hard work into it, but if you love coffee and your community, it will be an investment well worth it.
This has hopefully given you a headstart but if you do nothing else, be sure to develop a plan ahead of time.
Don’t rush into anything or think that you have to act fast.
Take your time to weigh your options, so you’re confident with every decision.
Don’t wait forever; there will always be risk, but limit it as much as possible.
And when you open your coffee shop, I hope you let me know so I can come and support it with full force!
Photos by Pavel Danilyuk and Mart Production.
