Opening a café: Costs

Opening a Café: Realistically Calculating Costs and Managing Efficiently

Opening your own Café is a dream for many people – but this dream also brings with it a lot of challenges and, most importantly, costs. A detailed and realistic cost calculation is crucial to minimize financial risk and successfully launch your venture. This article will help you identify the most important cost factors and shows how tools like Sundae OS can help you keep track of your finances.

1. Planning as a Foundation: Café Concept and Business Plan

Before you dive deep into cost calculations, you should create a solid Café Concept and document it in a Business Plan. This not only helps you to evaluate your idea in a structured way, but is also a prerequisite for potential financing, such as bank loans or grants.

Your business plan should include the following points:

• Business idea and target audience

• Location analysis and competition

• Pricing strategy and revenue sources

• Financial plan: Start-up capital, ongoing costs, and revenue forecast

2. Start-up and Investment Costs

The initial costs include one-time expenses that are necessary before you can open your café. The most significant items include:

a) Location and Rent

Choosing the location is essential, but also expensive. Cost factors include:

• Rent or lease

• Renovation and conversion costs

• Broker fees or purchase costs (if you are buying)

b) Interior Design and Equipment

The atmosphere of your café is a crucial factor for success. For this, you will need:

• Furniture (tables, chairs, counters)

• Decoration and crockery

• Kitchen appliances (coffee machines, grinders, refrigerators, etc.)

c) Software and Cash Register Systems

A modern cash register system is a must – not only to meet legal requirements. With a system like Sundae OS, you can also centralize all revenues from various sources (e.g., café sites, delivery services like Wolt or to-go sales). This way, you maintain an overview and can share financial data easily with tax advisors or financial authorities.

d) Marketing

Even before opening, you should attract attention to your café. Cost factors include:

• Branding (logo, flyers, signage)

• Digital advertising (website, social media)

• Opening events and promotions

3. Ongoing Costs: What Should You Expect Each Month?

Even after opening, there are ongoing costs that you need to factor in each month.

a) Personnel Costs

Staff is often one of the biggest cost factors. Plan for:

• Salaries (including minimum wage and social security contributions)

• Your own salary

• Costs for staff marketing and training

b) Cost of Goods Sold

The costs for food and beverages depend on your offerings. Tip: Start with a smaller range to minimize losses from excess stock.

c) Fixed Costs

Don’t forget these recurring costs:

• Rent and utilities (electricity, water, gas)

• Insurance (e.g., liability insurance, inventory insurance)

• Loan repayments, if using external capital

• Fees for payment service providers (e.g., credit card fees)

4. Financial Management with Sundae OS: Efficient and Transparent

Managing finances can be a big challenge, especially when revenues come from various sources. Here, Sundae OS can help:

• Revenue Overview: Connect your cash register system and other sales channels like delivery services. All revenues are collected centrally.

• Tax Simplification: Data can easily be exported for tax advisors or the tax office.

• Transparency: With a clear overview, you can immediately see how profitable your café is.

5. Unexpected Costs: Planning for a Risk Buffer

Founders often underestimate the need for capital. Therefore, plan for a buffer of about 20% in addition to your calculated costs. This will help you with:

• Initial difficulties

• Seasonal fluctuations (summer or winter slowdown)

• Unexpected expenses (e.g., repairs)

6. Is Your Café Concept Profitable?

In addition to calculating costs, it is important to realistically assess the revenue forecast. Calculate:

• How much you need to sell to cover your costs.

• How additional offerings (e.g., events or catering) might impact your revenue.

With tools like Sundae OS, you can not only track your revenues but also analyze which products sell particularly quickly and where there is potential for optimization. 

Conclusion: Success Through Proper Planning

Opening a café is an exciting but also costly challenge. A realistic financial plan helps you to thoroughly examine your concept and minimize risks. Tools like Sundae OS support you in managing your finances transparently and efficiently – so you can focus on what really matters: Providing your guests with an unforgettable café experience.