Coffee Shop Management System
Complete coffee shop management with order lifecycle, menu management, staff performance reviews, salary & expense tracking, income reports, inventory with stock adjustments, daily reports, analytics, 35-permission RBAC with 3 roles, and coffee-themed UI.
Order Management
A streamlined order system designed for fast coffee shop operations. Create orders by selecting menu items, setting quantities, choosing the order type (Dine In, Takeaway, or Delivery), and applying optional discounts. The system automatically calculates subtotals, applies 10% tax, and generates unique order numbers (ORD-XXXXXXXX). Orders follow a clear 5-status workflow: Pending (new order) → Preparing (in kitchen) → Ready (for pickup) → Completed (delivered/picked up), with Cancelled as an alternative path. Accept Cash, Card, or Mobile payments. Customer name and notes fields support personalized service. The orders index provides search, status filtering, date range selection, and color-coded status badges. Each order detail view shows itemized billing with unit prices, quantities, subtotal, discount, tax, and total amount.
Explore Order ModuleMenu Management
Organize your menu with categories and products. Categories support naming, descriptions, active/inactive toggling, and drag-friendly sort ordering. Products link to categories and include name, price, cost price (for profit margin calculation), stock quantity, and availability status. Each product automatically calculates profit margin from selling price vs. cost price. The product listing shows all items with category, prices, stock level, and availability toggle. Low stock items trigger alerts on the dashboard and in the notification center. Sample data includes 5 categories (Hot Beverages, Cold Beverages, Pastries, Snacks, Desserts) with 24 products covering espresso drinks, cold brews, pastries, sandwiches, and desserts.
Explore Menu ModuleStaff & Performance Reviews
Manage your coffee shop team with detailed staff records including first name, last name, email, phone, position (Manager, Barista, Cashier, Waiter, Chef), salary, hire date, and active/inactive status. Each staff profile shows personal details, employment information, and linked performance reviews. The performance review system scores employees on 5 criteria — Punctuality, Customer Service, Teamwork, Efficiency, and Quality of Work — each rated 1-5. Reviews include a review period (date range), reviewer name, status workflow (Draft → Published → Acknowledged), and optional comments. The overall score auto-calculates as an average. Performance data feeds into management decisions on salary adjustments, bonuses, and staffing.
Explore Staff ModuleFinancial Management
Three financial modules work together for complete visibility. Expense Management tracks costs across 7 categories (Rent, Utilities, Supplies, Equipment, Marketing, Maintenance, Other) with receipt uploads, daily averages, and search/filter capabilities. Salary Management processes payroll with base salary, bonus, and deductions for auto-calculated net amounts. The Mark as Paid workflow records payment dates, and salary history is linked to each staff member's profile. The Income Report combines all three streams — total revenue (from orders), total expenses, and total salaries — to calculate net income. Category breakdowns show where money goes, while trend analysis reveals financial patterns over time.
Explore Finance ModuleInventory Management
Track stock levels for all menu products with real-time quantity monitoring and configurable low stock alerts. When a product's stock drops below the defined threshold, alerts appear on the dashboard and in the notification center. Adjust stock using four types: Restock (new inventory received), Return (items returned to stock), Waste (spoiled or discarded items), and Adjustment (manual corrections). Every change creates an inventory log recording the product, adjustment type, quantity changed, stock before, stock after, the user who made the change, and optional notes. The inventory logs page provides a complete movement history with filtering by product and adjustment type, enabling full audit capability for stock discrepancies.
Explore Inventory ModuleReports & Analytics
Three report types provide operational insights at every level: - Daily Reports — Auto-generated summaries showing total orders, total revenue, top-selling products, and net income (revenue minus expenses minus salaries) for any selected date - Store Performance — Monthly metrics with total revenue, order count, average order value, top products, and growth percentage compared to the previous month. Includes daily revenue charts and order type distribution - Analytics — Revenue trend analysis with line charts, product profitability analysis showing cost vs. revenue vs. profit margin, and revenue projections based on historical data All reports use Chart.js 4.4.1 for interactive visualizations with date range filtering and clear data presentation.
Explore Reports ModuleAdministration & Security
The 3-tier permission model provides 35 granular permissions across 10 groups: Dashboard, User Management, Staff, Menu, Orders, Expenses, Salaries, Reports, Settings, and Inventory. Admin has all permissions (cannot be modified), while Manager and Cashier permissions are fully configurable through a visual role matrix. 35 settings across 6 groups (General, Orders, Financial, Staff, Notifications, Appearance) control every aspect of the system. Appearance settings include sidebar color, accent color, compact sidebar mode, items per page, and footer toggle — all with live preview. The Activity Log provides a complete audit trail with action type, description, user, IP address, and user agent. Notifications alert on new orders, low stock, expense submissions, salary due dates, and daily report reminders.
Explore Admin ModuleDashboard & User Experience
The dashboard provides an at-a-glance overview with statistics cards (Today's Revenue, Today's Orders, Total Products, Active Staff), a revenue trend line chart, top-selling products bar chart, recent orders list, and quick action buttons for common tasks. The coffee-themed UI uses a warm color palette — Espresso (#1B0E06) for the sidebar, Caramel (#D4A574) for accents, Cream (#FFF8F0) for backgrounds — with Poppins font throughout. The responsive layout features a collapsible sidebar, global search bar, notification bell with unread indicator, and user dropdown menu. Profile management allows users to update their name, email, phone, and avatar, plus change their password with current password verification. Recent activity is displayed directly on the profile page.
Explore DashboardAll Modules Included
Everything you need to run your restaurant — all in one powerful platform.
Why Choose This Solution?
We don't just build software — we build solutions that grow with your business.
Purpose-Built for Coffee Shops
Designed specifically for cafes and coffee shops with a warm, coffee-inspired UI theme (Espresso, Caramel, Latte, Cream color palette), Poppins typography, and workflows tailored to food & beverage operations. Menu management supports categories with sort ordering, products with cost price and profit margin calculations, and availability toggling.
Complete Order Lifecycle
Process orders through a clear 5-status workflow: Pending, Preparing, Ready, Completed, or Cancelled. Support Dine In, Takeaway, and Delivery types with multiple payment methods (Cash, Card, Mobile). Apply discounts with automatic 10% tax calculation, and auto-generate unique order numbers (ORD-XXXXXXXX) for every transaction.
Staff Performance Analytics
Go beyond basic staff records with a structured performance review system. Score employees on 5 criteria — Punctuality, Customer Service, Teamwork, Efficiency, and Quality of Work — each on a 1-5 scale. Track review periods, assessor details, and status workflow (Draft, Published, Acknowledged) for accountability.
Financial Intelligence
The Income Report consolidates revenue, expenses, and salaries into a single view showing net income with category breakdowns and trend analysis. Daily Reports auto-generate summaries with total orders, revenue, top-selling products, and net income. Store Performance tracks monthly growth percentages.
Smart Inventory Management
Track stock levels for all menu products with configurable low stock threshold alerts. Adjust inventory using four types — Restock, Return, Waste, and Adjustment — each logged with stock-before and stock-after values, timestamps, and the user who made the change. Full movement history provides complete audit capability.
Customizable & Secure
35 settings across 6 groups (General, Orders, Financial, Staff, Notifications, Appearance) let you tailor every aspect of the system. Customize sidebar and accent colors, toggle compact mode, and configure items per page. 35 granular permissions across 10 groups with a visual role matrix ensure the right access for Admin, Manager, and Cashier roles.
Frequently Asked Questions
Got questions about Coffee Shop Management System? We've got answers.
The system includes Order Management (5-status workflow), Menu Management (Categories & Products), Staff Management with Performance Reviews, Salary Management, Expense Tracking with 7 categories, Income Report, Inventory Management with stock adjustments, Daily Reports, Store Performance, Analytics, User Management, 35-Permission RBAC with 3 roles, Notifications, Activity Logs, and 35 configurable Settings across 6 groups.
Create orders by selecting menu items, setting quantities, choosing order type (Dine In, Takeaway, Delivery), and optionally applying a discount. The system calculates subtotal, applies 10% tax, and generates a unique order number (ORD-XXXXXXXX). Orders progress through statuses: Pending → Preparing → Ready → Completed, with Cancelled as an option. Payment methods include Cash, Card, and Mobile.
The performance review system scores staff on 5 criteria: Punctuality, Customer Service, Teamwork, Efficiency, and Quality of Work — each rated 1-5. Reviews include a review period, reviewer name, and status workflow (Draft → Published → Acknowledged). The overall score auto-calculates as an average of all 5 criteria.
The Income Report shows total revenue (from orders), total expenses, total salaries, and calculated net income with category breakdowns and trend analysis. Daily Reports auto-generate summaries with order counts, revenue, top products, and net income. Store Performance tracks monthly metrics with growth percentages compared to previous months.
Track stock levels for all menu products with configurable low stock alerts. Adjust stock using four types: Restock (new inventory), Return (items returned), Waste (spoiled/discarded), and Adjustment (manual corrections). Every change is logged with stock before/after values, the user who made the change, and optional notes.
Three roles are available: Admin (all 35 permissions, cannot be modified), Manager (operational access to staff, menu, orders, expenses, reports, inventory), and Cashier (limited to orders, menu viewing, and inventory viewing). The role permission matrix can be customized from the Settings page with 10 permission groups.
There are 35 settings across 6 groups: General (shop name, currency, timezone, logo), Orders (tax rate, order prefix, auto-accept, default type), Financial (fiscal year, expense approval, salary day), Staff (review period, max score, probation), Notifications (low stock, order, expense, salary, daily report alerts), and Appearance (sidebar/accent colors, compact mode, items per page, footer toggle).
The system is built with Laravel 12 (PHP 8.2+), MySQL for the database, Bootstrap 5.3.3 for the frontend, Chart.js 4.4.1 for dashboard visualizations, Font Awesome 6.5.1 for icons, and Poppins (Google Fonts) for typography. It follows the MVC architecture with Eloquent ORM and Blade templating.
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