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Sarah Ward

Coffee Shop Inventory List: 8 Key Inventory Needs

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A coffee shop inventory list will help you in the process of opening a coffee shop. Of course, there’s the inventory you expect of coffee and cups. Beyond that, there is equipment for coffee making and storing. There is also the business-related inventory that you need to run everything smoothly. 

This BinWise blog post outlines the basics you’ll need for your coffee shop inventory list. There will be more items that come up along the way. You’ll need specific items depending on the products you sell. If you want to do baked goods, that’s a whole other list of inventory items. 

This list, however, will get you started as you begin serving coffee. Read on to learn the basics you need before you start email marketing to draw in customers. 

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8. Automatic Drip Coffee Makers

Automatic drip coffee makers will pay you back as the investment you make when you buy them for your coffee shop. They’ll make your daily tasks much easier. Any automation you can do for your business is a good idea. For a coffee shop inventory list, automatic drip coffee makers are vital. 

7. An Espresso Machine

An espresso machine is, naturally, a must. You need it. For anything and everything. This should be one of the first priorities on your inventory budget list. We can’t stress this enough. Without an espresso machine, you’re limited in what you can serve. Buy it. Find a good one and invest in good coffee. 

6. Industrial Coffee Grinders

Industrial coffee grinders, also known as commercial coffee grinders, are another must for a coffee shop. You’ll have a large quantity of coffee to grind every day. When you’re preparing coffee for customers you want to ensure it is ground to perfection. That’s where commercial or industrial coffee grinders come into play. You might want a few to keep up with demand and keep coffee types separate. 

5. A POS System

Every business needs a POS system. A POS system helps you take payments and keep your accounting organized. You can use any type of restaurant POS system. When you’re looking for a POS system, remember that BinWise, BlueCart, and Revolution each integrate with over 50 POS software systems. Working with us helps you work with your POS as well. 

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4. Milk, Water, and Sweeteners

Milk, water, and sweeteners are among the ingredients you need to keep on hand. Of course, coffee also counts as part of this list, but we’ve left it off an official place. It goes without saying that you need coffee for a coffee shop. You can work with a wholesale coffee distributor to get your coffee beans. You can also buy these other vital ingredients wholesale. 

3. Refrigerators and Freezers

Refrigerators and freezers will help you build your business by allowing you to store food and drinks. With the proper storage you can prepare for food supply chain issues and keep everything you need close at hand. Investing in industrial grade refrigerators and freezers will keep you serving up the food and drinks your customers are coming in for. It’s well worth the cost of the investment. 

2. Shelving

Your shelving needs will primarily revolve around storage, but they also include displays and visual elements for items for sale. For storage, you want sturdy shelves. You’ll also want to invest in containers to keep ingredients and supplies together in groups. For your more decorative shelving, choose something that accentuates the brand you’ve chosen for your coffee shop. They will serve as an extension of the brand. 

1. Dishes

Dishes, including ceramic mugs and real utensils to disposable and to-go dishes, are a regular inventory need for coffee shops. For disposable and to-go options, you’ll need to have these on your regular inventory purchase. Luckily, you can buy them in bulk as long as you have the storage space to keep them all on hand. 

"Key Takeaway: Your coffee shop inventory list will look a little different depending on your specific coffee shop structure and goals, but this list is the place to start."

Frequently Asked Questions About Coffee Shop Inventory

Your coffee shop inventory list will look a little different depending on your specific coffee shop structure and goals. That said, you’re bound to have a lot of questions that come up for anyone starting a coffee shop. 

Our answers to these frequently asked questions will help you get started. These questions may prompt you to delve deeper into certain aspects of your inventory program. They may even affect how you take inventory. Whatever direction you end up going, these answers are the place to begin. 

What are the Materials Needed In a Coffee Shop?

The materials you need for a coffee shop include:

  • Mixers
  • Storage
  • Shelving
  • Safety equipment
  • Cleaning supplies
  • Gloves
  • Aprons
  • First aid supplies
  • Date labels for packaging coffee and food
  • Bar rags
  • Food-grade detergents
  • Chemical safety data sheets
  • Sinks
  • A POS system
  • A kitchen display system (KDS)
  • Wait staff uniforms
  • Paper cups
  • Take out containers
  • Utensils
  • Napkins
  • Coffee brewing equipment
  • An espresso machine
  • A drip brewer
  • Pour over equipment
  • Grinders
  • Blenders
  • Cold brew supplies
  • Coffee bar accessories
  • Ovens
  • Microwaves
  • Freezers
  • Refrigerators
  • Food and coffee preparation surfaces
  • Prep equipment
  • Pots and pans
  • Mixing bowls
  • Food processors 

As extensive as that list is, it’s not necessarily the full list. As you open your business you’ll find other items that you need to have on hand. 

How Much Inventory Should a Coffee Shop Have?

A coffee shop should have enough inventory to last a week on any given day. If you’re worried about not having enough of something, have extra. Keep in mind that the food supply chain runs into issues. It’s always better to have a little more than you think you’ll need. That’ll keep you running when the supply chain experiences delays. 

How Many Grinders Does a Coffee Shop Need?

On average, a coffee shop should have two commercial coffee grinders. One is for espresso and the other is for decaf and drip coffee. You can have more, but two is a good number to start with. If you only have the initial budget for one, start with a good one. A high-quality commercial coffee grinder can make all the difference in the quality of your coffee and the ease of selling it. 

What Is the Golden Rule for Inventory?

The golden rule of inventory is keeping it organized. When inventory is scattered and mismanaged, it becomes a problem for the entirety of your business. 

When it’s organized, accessible, and always at your fingertips, your business can run smoothly without the distraction of managing inventory. Organization in your inventory program will keep you from pulling your hair out over inventory issues that get in the way of your business. 

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Coffee Shop Inventory: Count Your Coffee Stir Sticks

Your coffee shop inventory list is one of the most concrete steps you can take toward opening your coffee shop. Once you have this list prepared, and you have everything on it on hand, you’re nearly ready to open the doors.

When you get to that point, come back to the BinWise site. BinWise Pro, paired with the BinScan mobile app, can help ease your inventory process. You can also pair BinWise with BlueCart, the order management system. With BinWise and BlueCart, your product needs are covered. 

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