Every purchase gets logged separately at the price you actually paid, because that price moves with the market and averaging it hides what's happening. Freight gets added into the cost per pound, since a lot that costs $4.50 a pound plus $85 shipping doesn't really cost $4.50 a pound.
Add a green coffee purchase
One entry per bag or shipment you buy. If you bought the same coffee twice at different prices, enter it twice.
A note on coffee tariffs right now
Coffee normally comes in duty-free, but that's been changing. Rates have swung by country and month, some origins have carried extra tariffs while others stayed at zero, and some charges have been imposed and then paused by the courts.
Because of that, this tool doesn't assume a rate. Enter what's actually on your invoice for each lot. If your paperwork shows a percentage, use the % option; if it shows a dollar amount, switch to $. The tariff gets folded into your real cost per pound alongside shipping, so your prices reflect what you truly paid.
Since rates move, check your current rate per origin when you buy rather than reusing an old number.
What you have
"Real cost per pound" is what you actually paid once shipping is counted. That's the number everything else is built on.
Coffee loses weight when you roast it, mostly water burning off. Ten pounds of green does not come out as ten pounds of roasted. That means roasted coffee costs more per pound than the green you bought, and if you price off the green number you undercharge on every single drink and bag.
Log a roast
Weigh what goes in, weigh what comes out after it cools. Do this every time and the tool learns your actual loss instead of guessing.
What roast loss is, and why it's the whole ballgame
Green coffee holds water. Roasting drives it off, so the beans come out lighter than they went in. Losing 15 to 18 percent is normal. Darker roasts lose more.
Here's why it matters. You put in 20 pounds of green that cost you $5.14 a pound, so $103 of coffee. You get back 16.8 pounds roasted. You still spent $103, but now it's spread over less coffee, so your roasted coffee costs $6.12 a pound.
If you'd priced your bags and drinks off $5.14, you'd be short 98 cents on every pound and you'd never see it in your books. It just quietly shows up as your margin being worse than you thought.
Every batch you log makes this number more accurate. It's the single most useful thing in here.
Roasted coffee, and what it really costs
This is what a pound of your roasted coffee costs you, after roast loss. Use this number, not the green price.
Every batch you've logged
A blend mixes roasted coffees together by weight. Set the recipe once and its cost updates itself every time your green prices change, so you're never pricing a house blend off last year's numbers.
Build a blend
Percentages are by weight and should add up to 100. A 60/40 blend is 60 and 40.
Your blends
Set up whatever sizes you sell. Each one shows what it costs you to put on the shelf and what to charge. The cost includes your time filling and labeling it, because that time is real even when it's your own.
Add a bag size
What to charge
Pick which coffee goes in each bag. Type what you charge today in the last column to see how you're actually doing.
Work out how much green coffee to buy to cover what you plan to sell. This accounts for roast loss, so you're buying enough green to end up with the roasted coffee you actually need. It's a planning estimate to guide a purchase, not a guarantee of sales.
What are you planning around?
How many of each retail bag do you expect to sell? This uses the bag sizes you set up on the Retail bags tab.
What to buy
Set a sales goal and see how many bags you'd need to sell to hit it, based on your real roasting costs. It's a planning estimate, not your books. It works off the retail bag sizes you set up on the Retail Bags tab.
What's your goal?
Your bag mix
Roughly what share of your bag sales is each size? Percentages should add up to about 100.
Estimated operating expenses
Rough defaults as a share of revenue. Change them to your own numbers if you know them. Roasting expenses (rent on the roastery, utilities, packaging beyond the bag, everyone not roasting) come out here.
What it takes
Add roasted coffee you buy
Enter what you pay your roaster. If you buy a 5 lb bag for $65, that's 5 lb at $13 a pound.
Coffee available for drinks
Everything here can be used in a drink recipe. Cost per ounce is what matters when you're pulling shots.
Everything that isn't coffee. Milk, syrups, cups, lids, sleeves. Enter what you pay and how much you get, and the tool works out the per-unit cost so you never have to.
Add an ingredient
A gallon of milk is 128 fluid ounces. A sleeve of 50 cups is 50 cups. Whatever unit you'll use in a recipe is the unit to enter.
Your ingredients
Build each drink from what actually goes in the cup. Time matters as much as ingredients. A cheap drink that takes four minutes can make you less money than an expensive one that takes forty seconds, and that's invisible unless you count it.
Add a drink
Your menu, honestly costed
Type what you charge today in "your price" to see where you actually stand. Green is at or above your target, yellow is close, red means you're losing money you meant to make.
Coffee shops sell more than drinks. This covers the rest of the counter: food you make (sandwiches, avocado toast), resale items you buy and sell as-is (canned drinks, chips), and merchandise (mugs, tote bags, tees). Made food is priced from a recipe with labor. Resale and merch are simpler: what you paid, marked up, no labor.
Resale items
Things you buy finished and sell as-is. Enter what you pay per unit and what you charge. Resale usually runs a bigger markup than drinks because the item does the work, not you.
Merchandise
Branded goods and retail you sell: mugs, tote bags, tees, gift cards, whatever's on the shelf. No labor, no recipe. Just what it cost you and what you charge. Merch often carries the highest markup in the shop.
Made food
Food you assemble or bake. Works just like a drink: build it from ingredients, add prep time, and it prices with labor included. It pulls from the same ingredient list as your drinks, so shared items like milk or butter are already there.
Food & retail, costed
Type what you charge in "your price" to see where you stand. Green is at or above target, yellow is close, red means you're leaving money on the table.
Set a goal and see what it takes to hit it. This uses your real drink costs, so the numbers reflect your actual menu. It's a planning estimate, not your books. It can't see your rent, your slow Tuesdays, or your actual expenses, so treat it as a target to aim at, not a promise.
What's your goal?
How your sales split across the counter
Roughly what share of your revenue comes from each. In whole business mode this splits your one goal; in by category mode you're setting each category's share of the total. Percentages should add up to about 100.
Your drink sales mix
Roughly what share of your drink sales is each drink? Percentages should add up to about 100. This makes the drink estimate match your real menu instead of a flat average.
Estimated operating expenses
These are rough industry defaults as a share of revenue. Change them to your own numbers if you know them. This is the biggest source of guesswork here, so the closer these are to reality, the better your profit estimate.