Tools and subscriptions
Your tech stack and subscriptions
You do not need a large software stack to open. Start with the few tools that save you real time or help customers find you, and add the rest only when the extra cost clearly pays for itself.
Here is a simple stack that works for most new coffee businesses. Treat every line as optional until it earns its place, and revisit the list each season as the shop grows.
Start with free basics
Google Sheets and Docs cover most of your early planning at no cost. Use them for your budget, recipe costs, opening checklist, and staff schedule. Every planning tool in ShopLaunch downloads to a spreadsheet, so this is a natural home for your numbers.
Your web presence
People look you up before they visit, so claim your name online early. You do not need anything fancy to start.
- Domain name$12 to $20 a year
Register a domain for your shop and keep it simple. This is a small annual cost.
- A simple website
One clear page with your name, location, hours, and menu is enough at first. You can grow it later.
- Google Business Profile and YelpFree
Both are free and are the first places people check. Claiming them also helps you show up in local search.
Point of sale
Your point of sale rings up orders and tracks what sells. Costs come as a monthly fee, a percent of each card sale, or both. Match the system to your format, since a cart needs far less than a full drive-thru.
- Entry optionAbout 2.6 to 2.9 percent per card sale
Some systems start with no monthly fee and charge a flat rate per tap or swipe. This is a fast way to open.
- Full system$0 to $70 a month per terminal, plus card fees
Others add a monthly plan and hardware in exchange for deeper reporting and drive-thru or table features.
Operations and recipes
Write down how you do things so quality holds when you are not behind the bar.
- NotionFree for personal use, about $10 a month per person for a team
Keep your standard procedures, opening and closing steps, and recipes in one place. It is worth setting up even if you are solo, because it makes training a first hire much easier.
Team communication
Once you have employees, you need a fast way to share schedules and shift covers. Keep it simple until the team grows.
- SlackFree to start
A single channel for the team handles most shops. The free plan is fine to start.
Business phone
Keep a business number separate from your personal cell so you can step away and hand it off later.
- Google VoiceFree
A free number that forwards to your phone works for many owners.
- Dedicated business line$10 to $30 a month
A paid line adds features like a shared inbox and business texting.
Accounting and payroll
Bookkeeping and payroll are where lean owners tend to overspend or overwork. Pick the level that fits your time, and remember that hours spent on admin are hours not spent on sales, product, and customers.
- Do it yourself$20 to $40 a month
Software like QuickBooks or Patriot handles books and payroll for a modest monthly fee.
- Hire it outVaries, higher than doing it yourself
A payroll company or bookkeeper costs more but removes stress and filing risk once you have staff.
Insurance and permits
These are not apps, but they belong in your stack and your budget. Line up general business insurance, and get your permits in order: health, then business, then city, then state. ShopLaunch tracks these in the Permits milestone with links for your county.
A starter monthly budget
Rough monthly ranges once you are open. Your numbers will vary by format and state. Add any of these as lines in the startup cost builder.
- Google Sheets and Docs
- $0
- Website and domain
- About $1 to $2 a month
- Point of sale
- Card fees, plus $0 to $70 a month
- Notion
- $0 to $10 a month
- Slack
- $0 to start
- Business phone
- $0 to $30 a month
- Accounting and payroll
- $20 to $40 a month if you do it yourself
- Insurance and permitsCovered in the Permits milestone
- Varies by state
Start with the free basics, add paid tools as they save you time or make you money, and check the list again each season.