Coffee Roaster Business Profit Tracker

Coffee Roaster Business Profit Tracker Excel — menu and pricing with food cost, a sales log, expenses, and a monthly P and L dashboard. Know what every item actually pays — and whether the month actually made money.

Built for coffee roasters who need to know, bag by bag and account by account, what a price is really worth after green-to-roasted cost — without accounting software. If an item is eating its price in ingredient cost, or delivery commissions are quietly taking the margin, this workbook shows it before the next menu change.

WHAT'S INCLUDED (6 sheets):

- Menu and Pricing — category, ingredient cost, menu price, food cost %, margin per unit, units sold, revenue, and total food cost for every item. Change a cost or a price and the whole workbook follows.

- Sales Log — date, item, channel, quantity, unit price, amount, and whether it was paid for every sale batch. Main-item prices are pulled from sheet 1 by formula; comp rows are priced at 0.

- Expenses — rent, labor, utilities, packaging, delivery fees, marketing, and other overhead, with a monthly cost for each, including delivery-app commissions and spoilage.

- Monthly P and L — revenue, food cost, rent, labor, utilities, packaging, delivery fees, marketing and other expenses by month, Jan-Dec, with net profit and margin. Revenue is a formula from the Sales Log; food cost is a formula from sheet 1.

- Dashboard — total revenue, menu items, units sold, paid vs comp units, average price, food cost, expenses, net profit and margin, best and weakest items, revenue by item, costs by category, and units by item.

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

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

- 12 items; total revenue 41,702; food cost 13,629; units sold 2,923; comp / unpaid units 54.

- Rent 1,900; labor 2,800; utilities 460; packaging 390; delivery fees 410; marketing 260; other 1,115; overhead 7,335; total expenses 20,964; net profit 20,738; net margin 49.7 percent.

- Best seller by revenue: House Blend 12oz Bag, 7,140. Best margin item: Wholesale Single Origin 5lb, 45 per unit. Highest food cost % item: Promo Drip — Roastery Tour, 145.0 percent. Items sold at a loss: 1 (Promo Drip — Roastery Tour).

HOW IT WORKS:

1. Download the Excel file instantly after purchase.

2. On sheet 1, enter each item's ingredient cost, menu price, and units sold. Food cost %, margin, revenue, and food cost total fill in by formula.

3. On sheet 2, add a row per sale batch: date, item (spelled exactly as on sheet 1), channel, quantity, and whether it was paid. Unit price and amount fill in by formula for main items.

4. On sheet 3, enter each month's rent, labor, utilities, packaging, delivery fees, marketing and other costs.

5. On sheet 4, enter expenses each month, then check food cost %, comps, and net profit on the Dashboard.

HOW THE NUMBERS WORK:

Food cost % is ingredient cost divided by menu price. Margin per unit is price minus ingredient cost. Revenue is price times units sold. Net profit is revenue minus food cost, rent, labor, utilities, packaging, delivery fees, marketing, and other expenses — before the owner's own pay, which comes out of profit as drawings.

PLEASE NOTE:

- Instant digital download. No physical item ships.

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

- Example data is included so you can see how it works. Replace the yellow cells with your own numbers — yellow cells are the only ones you edit.

- This is a bookkeeping tool, not tax, legal, or CPA advice.

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