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Coffee Shop Equipment List: 16 Checklist for Your Coffee Shop

Published June 05, 2023 Retail
Coffee shop equipment list
6 Best Tips For Starting A Profitable Coffee Shop
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“Quick summary” Although opening a coffee shop is difficult, the rewards are tremendous. In a report released in July 2020, Research and Markets predicted that the market for coffee shops worldwide would reach $237.6 billion in revenue by 2025.

Coffee is the second most consumed beverage worldwide and significantly impacts our social lives and everyday routines.

Coffee Shop Equipment.

These numbers indicate that it will undoubtedly be a profitable operation, but you must start out by doing everything correctly. The procedure might be simpler with a comprehensive set of inventory requirements to open a coffee shop.

To start a profitable coffee shop, you'll need to investigate trends, identify dependable wholesale partners, and acquire the best coffee shop furnishings and supplies.

You do the research and find wholesalers partners while we have covered the coffee shop equipment list for you!

In this blog, we will be covering the basics you'll need for your coffee shop equipment list. It is a comprehensive list, so stay tuned, and we will help you get started as you begin serving coffee.

16 Essential Coffee Shop Equipment List!

Starting a business is no easy feat. The list is a bit longer, from raw materials, packaging materials, POS systems, and much other crucial equipment.

To cope with these complex requirements and ensure you got everything for starting your coffee shop, having a handy checklist will help you a lot.

1. Creating a Coffee Shop Equipment List

Before narrowing down to get the inventory for the coffee shop business, you need to create a checklist to get started and ensure no hassles later on! To create an inventory list, you need to understand your business requirements, the size of your coffee shop, and your menu.

Here are some crucial things to consider while making the checklist:

  • List the essential tasks that need to be completed regularly or as part of a specific process.
  • Arrange the tasks in a logical order, considering their importance.
  • Write each task in a clear and concise manner to ensure no confusion among the staff and you later on!
  • Add relevant deadlines or due dates to all the time-sensitive tasks to ensure timely completion.
  • Before implementing the checklist, test it to ensure that all necessary tasks are included and the instructions are accurate.
  • Regularly review and update the checklist as needed to reflect any changes or improvements.
  • Seek feedback and iteration from the individuals using the checklist to identify any areas for improvement or tasks that may need to be added or removed.
  • Regularly Update And Maintain: As your coffee shop's processes evolve or new tasks emerge, update the checklist accordingly to ensure its relevance and accuracy over time.

2. Automatic Drip Coffee Makers

When you have automatic drip coffee makers in your coffee shop inventory, you can reduce management responsibilities, improve customer satisfaction, and simplify the brewing process.

When you purchase automatic drip coffee makers for your coffee shop, your investment will surely pay off over time, considering its functions and benefits for your coffee shop business.

They will make your regular activities much easier. Any automation that you can implement for your company is a fantastic idea. Automatic drip coffee makers are crucial for your coffee shop equipment list.

Here are some of the standout features of automatic drip coffee makers:

  • Smooth Workflow: The Automatic drip coffee makers can brew coffee quickly and consistently, ensuring a smooth workflow during busy hours.
  • Saves Time & Effort: Drip coffee makers come with automated configurations, which save an immense amount of time and effort.
  • Fulfills Requirements: The automatic coffee drip makers support different pot sizes to cope with diverse requirements, from single servings to larger carafes.
  • Easy to Maintain: The machines are easy to maintain and clean as they include removable parts.
  • Enhanced Consistency: The automated drip coffee makers can bring in consistent taste and aroma, ensuring that every cup served to your customers maintains the same high-quality flavor profile.
  • Durability and Reliability: These machines are built with high-quality materials and robust construction while minimizing the need for frequent repairs or replacements and getting the highest ROI possible for your coffee shop business.

3. A High-Quality Espresso Machine

Your coffee shop business needs an espresso machine. One of the top objectives on your budget for inventory should be this.

You are limited in what you can provide if you don't have an espresso machine. Therefore, you must purchase it, but do it wisely and spend money on a quality coffee machine.

Understanding what constitutes a decent espresso machine for a small coffee shop and how to get the most bang for your buck once you've found the perfect one is critical.

Do your research. There is a huge selection available. To find out everything you need to know about the machinery that will make or break your business, talk to friends in the industry, conduct online research, and visit retailers.

Decide your requirements and budget to make the best out of your investment.

4. An Industrial Coffee Grinder

Another essential for a coffee shop is an industrial coffee grinder, usually referred to as a commercial coffee grinder.

Every day, you'll need to grind a lot of coffee. When making coffee for customers, you want to make sure it is perfectly grounded. Industrial coffee grinders can be useful in this situation. You will need a coffee grinder or grinders to meet demand and maintain coffee types apart.

Coffee grinders come in two varieties: burr and blade. Most coffee enthusiasts favor burr grinders with two rotating surfaces that grind the coffee bean consistently. Like other home coffee grinders, a blade grinder uses revolving blades to chop the beans into ground coffee.

It is a matter of cost and preference for the coffee shop owner, but it is unquestionably one of the most important pieces of coffee shop equipment.

5. POS System and Website

Apart from other crucial inventory requirements to open a coffee shop, you also need to get your hands on a fully-functional coffee shop POS system and website for your coffee shop business.

With a POS system, you can swiftly process consumer payments and gather insightful business data that can boost productivity and profitability.

Additionally, you can improve your company's offering with the robust by incorporating features like loyalty programs, delivery capabilities, and extra support. You can control stock levels and every aspect of your pricing with POS.

You will also require a user-friendly website for your coffee business that serves as a virtual storefront, enabling potential consumers to learn about the coffee shop's products, services, location, and working hours.

Additionally, a well-designed website may help coffee shops draw in more consumers in the modern digital age, improve the customer experience, and establish a strong online presence.

6. Packaging Materials

If you are offering coffee and other food for your customers, you also need to take care of the coffee mugs, dishes, glasses, spoons, bowls, etc.

Since you are operating as a coffee shop, you can customize your coffee mugs to stand out from the crowd and distinguish yourself.

Now, take-way orders are also in trend. In order to ensure that your customers can carry their orders home, you'll need to stock up on lots of drink holders and paper bags.

Paper coffee cups and plastic iced coffee cups are required for take-out drinks in coffee businesses.

Coffee shops typically include straws, napkins, stirrers, and take-out boxes. Make backup plans to always have these materials on hand because they are essential for service and sales. You should also take into account the costs involved.

7. Necessary Supplies

Apart from equipment, you will need some crucial supplies such as coffee beans, milk, water, bread, and other supplies as per your menu and business requirements.

High-quality coffee beans are The most important items on your list of supplies for a coffee shop. When choosing your beans, keep in mind that your customer has different expectations because they will eventually become part of your brand.

Aside from coffee beans, all your other supplies should be of the highest caliber because they will improve the taste and set you apart from your rivals. Make sure your clientele may choose from a variety of milk and non-dairy beverage options on the menu board, and they will return.

Additionally, maintain a variety of bread and other basics on hand to impress your customers.

8. Industrial Blenders

Industrial blenders are among the crucial equipment that you will need in your coffee shop equipment.

Blended beverages are being ordered by 38% of café customers more frequently. And to capitalize on this trend and to provide the greatest possible experience all around, your coffee shop will need at least one blender.

To purchase a high-quality blender, you can speak with a specialist or a merchant. Be prepared for the greatest blenders to increase your budget and equipment prices for your coffee shop because the best things will cost more and be worth more than the price you will be paying for the blender.

When you get high-quality products, they won't break when your shop starts producing hundreds of frozen drinks every day.

9. Ovens and Toasters

Coffee is not enough. As per a survey, 60% of coffee shop owners serve food with coffee. So, to satisfy your customers, you will need eatery items that go well with coffee, which you can serve as a meal.

Pastries, donuts, sandwiches, croissants, pancakes, etc., are some of the most popular items that go well with coffee.

So, to cope with customer requirements and roll out the food quickly, you will need high-quality ovens and toasters. As per your customer needs and menu - you can decide the size and number of ovens and toasters you will need at your coffee shop.

Considering going for large commercial equipment for efficient serving and optimum customer satisfaction. And don't forget to look after the quality and price of the equipment, as these two are crucial considerations before choosing the equipment.

10. Refrigerators and Freezers

When you establish your coffee shop, you'll need freezers and a refrigerator to keep the food and dairy items fresh. As a result, you will want refrigerated display cabinets and counter fridges behind the counter in your cafe.

Keep in mind that refrigerators play a significant role in the design of your coffee shop, so they should be modern and cohesive with the style of the space. Along with the vibe check, the budget check is crucial. Therefore, be sure the freezers and refrigerators you select are both within your budget and of the highest quality.

You will need refrigerators and freezers in two locations: one behind the counter and one in the back where stock is kept. Make sure the location of your freezer is easily accessible for your staff.

One freezer in the backyard is also important as the frozen food is easy to store and has a long shelf life, and you can store extras in the back so you don't run out of stock and serve your customers without any hassles.

11. Shelving

You probably have every inventory to get started with your coffee shop. But you also need proper and adequate shelving to cope with everything in a safe space.

Shelving keeps all your ingredients, equipment, and supplies off the floor. The majority of your shelving requirements will be for storage, but they may also contain displays and other decorative items for your coffee shop.

You want robust shelves for storage. Additionally, you should spend money on containers to organize and categorize ingredients and supplies. Choose something that highlights the brand you've picked for your coffee shop for your more attractive shelving. They will act as a brand's enhancement.

Find shelving and refrigeration choices that are reliable, practical, and complement your distinct design sensibility to help your business run smoothly.

Quick tip: For the sake of aesthetics, don't forget the quality and durability of the storage shelves. Quality and aesthetics should go hand in hand.

12. Containers, Pumps, and Storage

Since coffee shops need to use a lot of supplies, like coffee beans, milk, water, toppings, and other goods, as listed on your menu, you must have the hardware necessary to use and store these materials efficiently.

In the food & beverages industry, products require efficient storage as they are more prone to get spoiled. And this unnecessary spillage will lead to the wastage of business resources - which you surely don't want!

Suppose you don't have a good storage system. In that case, your company will operate inefficiently, which will drive you and your staff crazy and eventually reduce the profitability of your cafe over time.

Therefore, we advise you to collaborate with a nearby or trustworthy store of restaurant supplies, make bulk purchases, and carefully and successfully arrange your system.

13. A Security System

Every business needs a high-quality security system in place to prevent crimes and accidents, especially if you are operating in the restaurant and beverage industry.

These upgrades, whether they be cameras or alarms (both inside and outside the shop), will give you security and peace of mind just when you need it. Additionally, they'll keep an eye on your workers when you're not there.

Therefore, even though you might not feel the need for it right now, having it will be essential for the situations you wish to avoid. Also, as per certain government guidelines, you must have certain security measures to get your license and ensure seamless operations.

Pro tip: If you're looking around for the ideal system, we advise choosing a company that will handle the entire installation process to ensure a seamless installation.

14. Categorizing Inventory

After getting all the equipment and supplies for your cafe, it is also important to manage it properly. And among the best ways to manage is categorizing the inventory efficiently.

Your inventory can be categorized in three different ways: according to the inventory's function, storage, and cycles.

  1. First, you should categorize the three main inventories of meals and beverages, spices, and cutlery according to their intended use. They must be entered into a different list.
  2. Second, attempt to categorize your products according to storage. Vegetables, fruits, cans, and chillers can all be placed inside the refrigerator. Those supplies must be fresh. Additionally, you can think about freezing your dessert before serving it to your customers. You must store frozen goods, meat, and fish in the freezer on the opposite side.
  3. Third, you need to categorize your inventory in accordance with the inventory cycles. Sort your stock's quick and slow cycles separately. Fast-stock items are foods and beverages, whereas long-cycle stock items are cutlery and other stocks like tables and chairs.

15. Monitoring Inventory

After categorizing the inventory, you also need to monitor inventory within specific intervals of time.

This comprehensive inventory ensures optimum monitoring of your inventory while reducing the wastage of your resources.

  • The very first thing to ensure monetizing, you should get your hands on a quality inventory management system to monitor inventory levels in real-time to get updated inventory information.
  • Conduct regular physical counts to calculate the actual inventory. You can opt for manual monitoring, but for efficient and error-free inventory monitoring, consider using a quality coffee shop POS system.
  • Determine the minimum quantity of each item (par level) and set up automated re-ordering for the same to minimize delays.
  • Regularly check expiry dates on perishable items to prevent wastage. For the same, you should rotate stock to use older items first (FIFO) and minimize losses due to spoilage.
  • Use reports and analytics for inventory levels, stock movement, and consumption patterns to make informed decisions.
  • We recommend you conduct frequent audits to validate inventory accuracy and identify potential theft or discrepancies in inventory.

16. Re-ordering Inventory for Coffee Shop

The last and crucial step in proper inventory management for your cafe business is to set up a re-ordering inventory system.

Installing the right coffee shop POS system will help you effectively re-order inventory as it helps maintain adequate stock levels, minimizes waste, and keeps your operations running smoothly.

Here's how the POS system helps streamline your re-ordering inventory process:

  • With a POS system, you can create purchase orders directly while simplifying the ordering process, saving time, and reducing errors.
  • High-quality and feature-rich POS systems allow you to track sales in real time, offering accurate data about the items sold and their frequency. This information helps you identify popular products and make informed decisions about re-order quantities.
  • A coffee shop POS system can be set up to trigger notifications or alerts when inventory levels reach or fall below the re-order point, preventing stockouts and maintaining an ideal stock.
  • When integrated with your inventory management system, a POS system can automatically update inventory levels while offering accurate and up-to-date updates.
  • You can gain insights into seasonal demand patterns and trends by analyzing historical sales data collected through a POS system.
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Here's a wrap on the essential coffee shop equipment list to start your cafe. We hope it will help you out in getting all the essentials and your cafe will run without hassles.

We can all agree that coffee will always be in fashion. With a wide range of flavors and styles, coffee shops are expanding and gaining popularity every day. If you have inventory control under control, you will probably be successful as a coffee shop owner.

In addition to inventory, there are still a lot of things you need to consider. You're almost ready to open the doors once you've put together the inventory list and other stuff sorted.

Apart from getting the inventory right, managing it effectively is also crucial. You will need the best coffee shop POS system to ensure proper inventory management. So if you are looking to get your hands on the best and high-quality POS system, you can check out OVVI's POS system. We have a feature-rich POS system to streamline your inventory management and skyrocket your business.

Frequently Asked Questions(FAQs)

The equipment requirements to open a coffee shop are definitely lower. The customer footfall at your coffee shop and its location have an effect on your equipment needs.

But, still, even if you operate in a small cafe, you need an inventory for at least a week and a maximum of a whole month.

Also, it is necessary to have a backup of reliable suppliers who can provide you, with suppliers, on the go if you have urgent requirements in case you experience a larger footfall of customers due to some reason or other!

Still, over time you can examine the requirements to open a coffee shop and make decisions accordingly.

There are no specific costs for your cafe. The inventory costs are based on different factors, such as the menu, the size of your cafe, and even the purchasing strategy you adopt.

The cost also changes based on the vendors you choose, the quality you will be getting, and the quantity ordering also affects the total inventory for coffee shop costs.

You will need so many different materials and equipment such as coffee, tea, milk, bread, packaging materials, espresso machine, coffee brewers, and other crucial inventory.

The cost surely varies from cafe to cafe. But, if you are looking for estimates, the approximate starting cost would be around $50000 to $150000.

The local restaurant supplier shops and delivery services in your area are frequently the best sources to buy all of your coffee shop supplies. The majority of the time, these companies offer everything required for operation at wholesale pricing.

Additionally, locally owned and run businesses typically have better accessibility and dependability. They'll go above and beyond to make sure your store is stocked and ready to run.

On the other hand, there are several websites with inexpensive rates on coffee shop supplies if you prefer to go digital. However, acquiring materials online may result in greater shipping charges than you'll find at local warehouses.

So, check up with the alternatives available and go with the one who is offering the best products within your budget, along with high quality and reliability.

Inventory wastage in your cafe can happen due to so many different reasons such as theft, over-serving, spilling, lost inventory, Perished goods, etc. So you need to adopt the best practices to control your inventory wastage.

Here are some of the ways you can adopt to control wastage:

  • Assess your inventory thoroughly and regularly.
  • Set par levels and re-order points.
  • Practice First-In, First-Out (FIFO) stock rotation.
  • Optimize portion control and production quantities.
  • Monitor and track inventory for coffee shops in real time.
  • Implement a waste tracking system.
  • Train and educate staff on inventory management.
  • Implement strict inventory control measures such as strict security measures and regular counts to reduce wastage.
  • Determine the sales data to forecast accurately and adjust purchasing quantities.
  • Use the feature-rich coffee shop POS system to manage the inventory and reduce its wastage.

We will be mentioning the entire checklist you should include in your inventory for the coffee shop. Let's check it out:


  • Coffee beans (various types and flavors)
  • Tea leaves (green tea, black tea, herbal tea, etc.)
  • Milk (dairy and non-dairy options)
  • Sweeteners (sugar, honey, artificial sweeteners)
  • Syrups (vanilla, caramel, chocolate, etc.)
  • Whipped cream
  • Fresh fruits (for smoothies or garnishing)
  • Fresh herbs (mint, basil, etc.)
  • Baked goods (pastries, muffins, croissants, etc.)
  • Disposable cups, lids, and stirrers
  • Napkins
  • Take-out containers
  • Cleaning supplies (detergent, sanitizers, towels, etc.)
  • Paper towels and tissues


  • Espresso machine
  • Coffee grinder
  • Coffee Drip Machines
  • Commercial Blenders
  • Refrigerator
  • Freezer
  • Microwave
  • Food preparation tools (knives, cutting boards, mixing bowls, etc.)
  • Cookware (pots, pans, baking sheets, etc.)
  • Dishwasher or sinks for washing dishes
  • Cash register or point-of-sale system
  • Display cases for pastries
  • Commercial-grade blender or juicer (if serving juices)
  • Furniture (tables, chairs, counter space)
  • Heating equipment (grills, stovetops, toasters, etc.)