Free tools for cafe owners
Calculators that each answer one question a cafe owner actually asks, with your own numbers in them and an artifact you can take away.
Nothing on this page needs an account, and it never will.
Drink cost calculator
Cost a drink line by line from your own pack prices, with the beans, the milk and the paper all counted.
Exports a CSV of the breakdown, or prints on one page.
Par level calculator
Set a par from what you actually use a day, how long the delivery takes, and how much padding you want on top.
Builds a par sheet you can export as CSV, or print for the wall.
Count sheet builder
Start from 25 real cafe items across 6 zones in walk order, then rename, delete and add until the sheet is your room.
Prints as a sheet for the bar, or downloads as a CSV.
Milk order calculator
Turn a day of drink sales into a milk order: whole, oat and cream on their own lines, sized to your next delivery.
Exports the order as a CSV, or prints it for the dairy call.
Why there is no email box on any of these
Because a calculator behind an email box is not a free tool, it is a form with arithmetic attached. You already know what happens next: the sheet arrives, then four emails do. These pages have no email input anywhere, no popup on the way out, and nothing that asks who you are before it will do the sum. Open one, type your invoice numbers in, download the file or print it, and close the tab. That is the whole transaction.
They are also honest about what they are. A calculator holds one drink or one item at a time, and it holds it for exactly as long as the tab is open. It does not know what you sold yesterday, and it cannot tell you that the oat swap you have been giving away for free costs 66 cents a cup. That is a different job, and it is the one Parly does.
How to get a real number out of one
Open the tool on your phone with your last invoice next to you, and type the pack cost and the pack size exactly as the invoice states them rather than the figure you remember. That one habit is the difference between a number you can price against and a number that confirms what you already assumed.
Then take the artifact away. Every tool here exports a CSV that opens in Google Sheets, and prints on one page for the folder by the bar. Nothing is stored on our side, so the copy you download is the only copy there is.
The posts these came out of
Each tool started as a worked example in a post. The reasoning, and the numbers behind every seeded value, are written out there.
- The coffee drink cost calculator for cafe owners
The method behind this page, worked through a latte, a drip and a cold brew.
- What it costs to make a latte, line by line
The $1.87 latte this calculator opens on, explained line by line.
- A cafe recipe costing template
How to lay the same arithmetic out across a whole menu.
- A cafe par sheet template
The whole shelf laid out, including the whole milk row this calculator opens on.
- Par levels explained
Why a par is a trigger rather than a target, and how to pick the padding.
- Never miss a supplier cutoff
The delivery day gaps that quietly turn a one day lead into three.
- A coffee shop inventory spreadsheet and count sheet
The 25 rows this builder opens on, zone by zone, and why they sit in that order.
- A cafe inventory template for Google Sheets
The three tabs and two formulas that turn the exported CSV into a working sheet.
- A Square inventory template for your coffee shop
How to build the same sheet on the columns your Square catalog already exports.
- How to take coffee shop inventory
The walk itself: what to set up so the loop takes under ten minutes.
- How often should a coffee shop count inventory?
Why three counts a week beats seven, and which items need a daily eyeball.
- How much milk does a coffee shop use per week?
The method behind this page, with the oat and whole split from a real week of tickets.
- What milk waste costs your coffee shop every week
The dollar math on what goes down the sink, and where it leaks.
- How much coffee a cafe goes through in a week
The same drinks times dose arithmetic, worked for beans.
A calculator costs the drink you type in. Your Square knows which version you actually sold.
Parly reads your Square sales, applies the recipe and the modifiers on each ticket, and turns the morning count into a supplier order timed to each cutoff. Same arithmetic as these pages, run against what really left the shelf.
Start free trialNo credit card. Nothing on this page needs an account, and it never will.