Coffee Shop Cash Flow Template

Once the categories are set, enter your projected cash inflows and outflows for the next 13 weeks. Don't worry about exact precision on the first pass — use your average daily sales from your POS and your known payment dates for suppliers and payroll. The ending balance row will show you when your cash position gets tight. If a week shows a near-zero or negative balance, you can plan around it: hold off on a large bean order, draw on your line of credit, or push a supplier payment by a few days.

The specific cash flow patterns of a coffee shop are different from most retail businesses. On the inflow side, nearly all revenue is daily and POS-based — no invoices, no accounts receivable. Wholesale accounts are the exception: if you supply offices or restaurants with beans, you're extending net-30 terms and creating a timing gap between roasting costs and payment. On the outflow side, bean orders are frequent and variable (prices shift, and you adjust order volume based on the week's forecast), dairy is ordered 2–3 times per week, and payroll is the largest single outflow. Equipment repairs are lumpy and often unbudgeted — an espresso machine rebuild can run $800–$2,000 and hit with no warning.