Coffee Shop Profit & Inventory Tracker

Coffee Shop Profit and Inventory Tracker Excel with menu food cost and margin on every drink and pastry, inventory with reorder alerts, daily sales by category, a monthly P and L, and a dashboard. Know what every cup actually makes — after ingredients — and what is running low before the morning rush.

Built for coffee shop and cafe owners who need to know, item by item, whether the price covers the cost — without accounting software. Price the menu once, count inventory weekly, log sales daily, and the workbook does the rest.

WHAT'S INCLUDED (6 sheets):

- Drink and Food Costs — ingredient cost, price, food cost percent, margin in dollars and percent, average daily units, and daily revenue for 14 menu items. Change a price or a cost and every margin follows.

- Inventory — ingredient and supply, unit, on hand, reorder point, cost per unit, stock value, and a LOW STOCK flag when you hit the reorder point. The Dashboard names the low items.

- Daily Sales — one row per day: covers, drinks revenue, food revenue, total revenue, average ticket, ingredient cost, and gross profit. Example covers June 2026, 30 days.

- Monthly P and L — revenue, ingredient cost, rent, labor, utilities, marketing, supplies, loan payment, net profit, and margin for each month, Jan-Dec. June is actuals from the Daily Sales sheet; other months use daily revenue times days open times a seasonal factor.

- Dashboard — June and annual revenue, profit and margin, average ticket, best sellers by revenue and by units, busiest day, stock value, and low-stock items.

- Cover and How to Use — start here. Yellow cells are the only ones you edit.

EXAMPLE DATA (2026 — replace with your own numbers):

- Daily (menu sheet): 250 units sold, revenue 1,216.50, ingredient cost 213.40, food cost 17.5 percent, margin 82.5 percent. Best seller is the Latte: 38 units a day, 199.50 in daily revenue. Drip Coffee has the lowest food cost at 11.7 percent; the Breakfast Sandwich is the highest at 28.0 percent.

- June 2026 (30 days): 6,294 covers, drinks revenue 29,723.37, food revenue 8,559.84, total revenue 38,283.21, average ticket 6.08, ingredient cost 6,715.70, gross profit 31,567.51. Busiest day: Saturday, June 6, revenue 1,520.62.

- June net profit: 9,927.51, margin 25.9 percent. Annual revenue 395,751.74, annual expenses 312,933.29, annual net profit 82,818.45, margin 20.9 percent.

- Annual costs in the example: ingredient cost 69,423.29, rent 45,600, labor 139,000, utilities 12,660, marketing 5,850, supplies and other 18,200, loan payment 22,200.

- Inventory (counted June 30, 2026): stock value 2,564.55, with 2 low-stock items — Almond milk and Croissants (frozen).

HOW IT WORKS:

1. Download the Excel file instantly after purchase.

2. On sheet 1, enter your real ingredient cost and price for each menu item.

3. On sheet 2, count inventory weekly and update On Hand. Order anything flagged LOW STOCK.

4. On sheet 3, log covers and revenue by category each day. Check average ticket and gross profit weekly.

HOW THE NUMBERS WORK:

Food cost percent is ingredient cost divided by price. Margin is price minus ingredient cost. Average ticket is total revenue divided by covers. Net profit is revenue minus all expenses, including rent, labor, and the loan payment. Anything over about 30 percent food cost is eating your margin — raise the price or find a cheaper supplier.

WHO IT'S FOR:

Coffee shop and cafe owners, managers, and anyone opening a coffee cart or small cafe who wants menu pricing, inventory, and monthly profit in one workbook — without accounting software.

PLEASE NOTE:

- This is a digital download. No physical item will be shipped.

- Works in Microsoft Excel and Google Sheets (upload to Google Drive to open in Sheets).

- Example data for 2026 is included (14 menu items, 16 inventory items, June 2026 daily sales, 12-month P and L). Replace it with your own numbers.

- This is a bookkeeping and planning tool only, not tax, legal, or CPA advice. Confirm tax, sales tax, and legal decisions with your own accountant or CPA.

- Due to the nature of digital downloads, refunds are not available. Message me before buying if you have a question.

Built by an accountant: B.S. Accountancy, ASU W. P. Carey, with revenue-reconciliation experience at Marriott and audit work at PwC.