Practical tools and clear thinking for the decisions behind your café, from the weekly cash flow to the next big move.
Explore the guides →Running a café is a constant balancing act. Coffee orders, rosters, rent and equipment all need cash at different times. We help you see what is coming and plan your next step with confidence.
Made for independent operators, growing café groups and the people who keep the doors open.
A practical budget for opening day and the weeks after.
Read the guide →Map the outgoings before the first coffee is sold.
Read the guide →Find the gaps between takings and bills.
Read the guide →Look beyond the quote and plan for downtime.
Read the guide →Get a simple view of what could be left after your main weekly costs.
A simple planning estimate. Include stock, rent, tax, loan repayments and other cash costs in your figures. This is not a profit or funding assessment.
Work through the costs and timing before committing to your next venue.
Print or save as PDF →Use the Australian Government's free cash flow template to plan money coming in and going out.
Get the template ↗
Starting out · planning guideA machine and a lease are only the start. A useful budget shows how much cash leaves your account before opening and how much you need while sales build. The same exercise helps an existing operator plan a second location.
List the lease bond, advance rent, legal fees, design, approvals and building work. Check power, ventilation, plumbing and accessibility with qualified professionals before committing. Ask suppliers for staged quotes and include a contingency based on the uncertainty in your project.
Budget for the espresso machine, grinders, refrigeration, dishwasher, point-of-sale system and installation. Check who owns any equipment provided by a coffee supplier and the obligations in the supply agreement. Compare purchase and finance using the full cost and cash timing.
Add opening stock, marketing, insurance, utilities and training wages. Forecast takings conservatively across at least 13 weeks and include rent, supplier payments, tax and debt repayments. Try a delayed opening and a slower sales scenario to see how your cash buffer changes.
Owner-operated cafés can involve early starts, preparation, service and administration. Record those hours and include a realistic owner wage or replacement cost. Calculate how many transactions you need to cover expenses, then check whether the required daily trade is realistic for your location and opening hours.
Requirements and costs vary by site and location. Check permits with your council, current pay rules with Fair Work and lease terms with your solicitor. Use quotes for your own project rather than treating online estimates as a budget.
Further reading: Coffee Hero's opening guide · SubSkribe on startup costs · ResDiary's cost guide. These articles use different assumptions and publication dates.
GrowthA second venue starts costing money well before opening day. Build a timeline for your lease bond, design, council approvals, staged fit-out invoices, equipment deposits, opening stock and training wages.
Then add a cash buffer and test a later opening date. Put the expected payments and takings into a weekly forecast alongside the obligations of your existing café. Review the plan with your accountant and use supplier quotes rather than assuming a standard fit-out price.
When a gap remains, compare funding costs and repayments against the cash the combined business can realistically generate.
Cash flowSales are only one part of the picture. List the actual dates that card settlements arrive and wages, rent, stock, tax and loan repayments leave your account. A 13-week forecast makes an upcoming shortfall visible while there is still time to act.
Check portions, waste, prices and supplier terms, then update the forecast each week with actual amounts. A strong sales week and a healthy bank balance are different measures.
EquipmentGet a written quote and include installation, electrical or plumbing work, servicing and potential lost trading time. Compare the full cost of buying outright with available finance, including fees, repayment frequency and any final payment.
Use conservative estimates for any extra sales or savings and check that the repayments fit your quieter weeks.
Use the tools above to understand your position and talk through funding options with your accountant or finance adviser.
Try the cash snapshot →Tell us what you are working towards and we can follow up about your funding enquiry.