Coffee shop program

The Torgsoft program for coffee shops helps coffee shop owners maintain accurate inventory and financial records, automate sales, and improve customer service quality.

Key features of coffee shop automation include:

• Accounting for drinks and ingredients – control of coffee drink components and automatic deduction during preparation.

• Working with sets – automatic order assembly, simplifying the sale of tea and coffee sets.

• Sale of related products – barcode scanning and scale integration for fast inventory tracking.

• Customer accounting and loyalty programs – maintaining customer databases, creating discount and bonus programs for regular visitors.

• Mobile operation capability – sales via smartphone or tablet using a mobile application.

To maintain accurate accounting in a coffee shop, all products used to prepare coffee or tea (coffee, tea, milk, sugar, cups, tea bags, etc.) must be recorded in the Torgsoft accounting system.

• Ingredient accounting: the program allows you to record coffee drink ingredients and deduct them during sales as weighted or unit goods. For example, to account for one serving of latte, you need to create a complex service in the program, including all the drink’s components and specifying its price. In our example, this is 110 g of milk, 60 g of water, and 14 g of coffee. When selling such a service, the specified amount of ingredients will be automatically deducted from the stock.

• Supplier and raw material accounting: the accounting system allows recording supplier data, purchases from specific suppliers, and monitoring stock levels.

• Automatic deduction: ingredients are automatically deducted when beverages are sold.

It should be noted that beverages themselves do not have a cost price. Instead, their components do, and the actual profit is derived from the sale of these components.

A valuable tool in coffee product accounting is the Sets with automatic assembly option. It helps sell ready-made sets that may contain multiple components, such as:

• Coffee and tea drinks (coffee, milk, cup, sugar).

• Breakfast sets (coffee + croissant).

In stock, such a set always appears with a quantity of 0. When adding a set with automatic assembly to the sales process in Torgsoft, it is automatically assembled. That is, the components of the set are deducted from the stock, and instead of registering each ingredient separately, the assembled set is accounted for and immediately sold.

On the receipt, the customer only sees the name of the drink, while all other information about the movement of components remains within the accounting system. If the sale is canceled/deleted/modified, the sets are disassembled: for example, a customer ordered coffee, then changed their mind and requested tea.

Many coffee shops sell not only beverages but also related products: confectionery, coffee packs, tea, cups, souvenirs, and more.

Such products can be sold like regular store items: either by scanning a barcode or selecting the item manually from the stock. If a product does not have a barcode, it can be created and saved in the coffee shop accounting program.

If you are selling using a barcode scanner, you can simply stick the barcodes of drinks and confectionery items into a special notebook, from which they can be scanned each time. Coffee packs or, for example, chocolate bars can be sold using their factory barcodes.

Selling weighted goods in a coffee shop (nuts, candies, cookies) is easy by connecting scales to a PC and configuring the Electronic Scale Connection option in Torgsoft. This allows weight data to be transferred directly into the program.

The Torgsoft coffee shop program allows for accurate real-time inventory control of stock products.

• Automatic deduction of ingredients when selling beverages and dishes.

• Automatic product calculation and available raw materials in stock for reordering or preventing excess inventory.

• Supplier order generation based on previous purchases, product sales intensity, and supply frequency.

• Report generation for the owner to monitor stock levels, forecast demand, and plan purchases.

• Expiration-based product deduction – monitoring perishable items such as milk, syrups, and other consumables.

The Torgsoft coffee shop software simplifies sales accounting by using:

• Automatic checkout calculations, receipt generation, and printing.

• Barcodes for quick scanning of beverages, desserts, and other products.

• Return management, defect write-offs, and product revaluation.

• Acceptance of cash and cashless payments.

• Integration with cash registers, fiscal devices, electronic cash registers, and payment terminals.

• Synchronization of online sales with retail operations.

• Multi-currency sales: the software allows working with different currencies and automatically converts the sale currency based on the current exchange rate.

Torgsoft also provides full financial accounting and reporting:

• Profit and expense control for the coffee business: view statistics for all cash registers and bank accounts, as well as gross revenue.

• Financial and management reports: the software generates over 50 reports on sales, profit per product, customer, promotions, and provides more than 30 financial performance and product profitability analyses.

• Control of settlements with customers and suppliers.

• Printing tax invoices and transmitting fiscal receipts to tax authorities through the connection of a fiscal registrar to the software or the use of an electronic cash register.

If you sell coffee, tea, and related products online, the additional Torgsoft module Synchronization with an online store will be useful. This feature helps simplify accounting and synchronize website sales with the program. Any changes to the product card, price updates, or order status modifications in the program are automatically reflected in the online store.

The Torgsoft coffee shop program provides comprehensive customer accounting. You can easily create customer databases, register any important information about buyers, and group them for promotions and discounts.

«Customer Interaction System» combined with Torgsoft's marketing mode is a ready-made tool for managing customer interactions and creating marketing programs:

• setting up promotions and a flexible discount system;

• developing loyalty programs: a bonus system with an expiration date, discount cards for accumulating percentage-based discounts, and a referral program "Bring a Friend".

• notifying customers about promotions, updates, parcel statuses, and sending birthday greetings;

• conducting mass messaging to the customer base via e-mail, Viber, and SMS, among other features.

If you have a coffee shop chain and want to manage sales across the entire network via the internet, there is a solution for you: Torgsoft license for a terminal server.

This version of the program allows you to control your business online from anywhere with an internet connection.

If you do not have the option to install a laptop or PC in each coffee shop, you can use the Torgsoft Mobile App.

Equip your sales staff with smartphones or tablets running the app, and they will be able to accept payments remotely by scanning product barcodes using the built-in camera of the device. The information will be transmitted to the central database via the internet.

For this, a basic mobile internet connection and a budget smartphone running Android or iOS are sufficient.

The Torgsoft coffee shop automation program organizes staff operations and accounts for all transactions:

• Controls employees' working hours.

• Automatically calculates sellers' salaries: determines the percentage of sold goods, links product sales to the seller;

• Analyzes productivity and individual sales performance of each seller;

• Manages access rights to the program for employees.

• Connecting a banking terminal for accurate cashless transactions

• Software ECR or Connecting a fiscal registrar for selling fiscal goods and printing fiscal receipts

• Mass messaging via Viber, SMS, and e-mail for automated customer notifications

• Gift certificates to attract new customers to the store

• Bonus system with expiration period for earning rewards on purchases

• Synchronization with an online store, marketplaces such as Rozetka, Prom.ua

• Torgsoft Hybrid for store operations when there is no internet connection in the retail network

• Torgsoft Mobile App for remote trade control and sales via smartphone. 

The coffee shop automation program allows for service accounting and real-time product sales, significantly simplifying business management, optimizing costs, and improving customer service.

Why is the Torgsoft software useful for a coffee shop?

The software automates coffee shop management, including inventory control, sales, customer and online order management, finance, and marketing. It simplifies operations, saves the owner's money, reduces errors, and improves business efficiency.

What advantages does Torgsoft offer for managing a coffee shop?

Torgsoft improves business process management: from receiving goods and materials to sales analytics and cost calculation. The software increases accuracy, automates routine tasks, and reduces the likelihood of errors, allowing business owners to focus on growth.

How to manage inventory and ingredients using Torgsoft?

The software accurately tracks all ingredients, automatically writes them off during sales, monitors stock levels and material costs. It also makes it easy to manage suppliers and raw materials.

How to manage a customer loyalty program in a coffee shop?

With Torgsoft, you can create and manage loyalty programs for regular customers, set up promotions and flexible discount systems, time-limited bonus programs, issue discount cards, and keep records of them.

How to monitor staff performance with Torgsoft?

The software tracks working hours, employee performance, and calculates wages based on actual work, determines commission from sold goods or services, and links sales to specific employees, enabling more efficient staff management.