Coffee Shop KPIs: The Metrics Every Café Owner Should Track

Running a coffee shop looks simple from the outside — but behind the counter, it’s a mix of cost control, fast service, inventory management, and understanding customer habits.
That’s why KPIs are the most reliable way to keep your café profitable and your operations under control.

Instead of guessing where money goes, track a small set of clear KPIs that reveal what’s really happening in your coffee shop.

Here are the essential metrics every café owner should monitor.

1. Sales KPIs

These core metrics tell you how well your café is selling each day.

• Daily Revenue – your total earnings for the day

• Average Order Value (AOV) – average amount spent per customer

• Items per Transaction – how many products customers buy per visit

• Peak Hour Revenue – when your café earns the most

• Sales Growth Rate – how quickly your revenue is increasing

Great cafés know their peak hours and optimize staffing around them.

2. Customer KPIs

Coffee shops survive on loyal, returning customers — these KPIs show how strong your customer base is.

• Customer Repeat Rate – % of guests who return

• New vs Returning Customers – customer base health

• Customer Satisfaction Score (CSAT)

• Loyalty Program Participation Rate

• Average Visit Frequency – how often regular guests return

Even a small improvement in repeat rate can significantly increase revenue.

3. Efficiency & Operations KPIs

These KPIs reveal how well your café runs behind the scenes.

• Order Preparation Time – speed of baristas

• Queue Time – waiting time during peak hours

• Order Accuracy Rate – mistakes vs correct orders

• Equipment Downtime – impact of machine failures

• Table Turnover Rate – how quickly tables free up

Fast, smooth operations = higher customer satisfaction + higher revenue.

4. Inventory KPIs

Coffee, milk, syrups, pastries — inventory is a major cost in a café.

• Coffee Beans Usage Rate – consistency and efficiency

• Milk Waste % – one of the biggest silent costs in cafés

• Inventory Turnover – how fast ingredients are used

• Stockout Rate – running out of menu items

• Expiration Losses – expired or spoiled products

Every wasted liter of milk reduces profit more than most owners realize.

5. Cost & Profit KPIs

These KPIs show the real financial health of your coffee shop.

• Cost of Goods Sold (COGS %) – total ingredient cost

• Labor Cost % – staff wages vs revenue

• Prime Cost (COGS + Labor) – #1 café profitability metric

• Gross Profit Margin

• Net Profit Margin

If your Prime Cost is under control, your café is usually healthy.

Final Thoughts

A coffee shop that tracks its KPIs has a huge advantage — it makes decisions based on data, not assumptions.
With the right metrics, you can improve service speed, reduce waste, increase revenue, and build loyal customers.

To help you get started immediately, here are two ready-made Excel tools:

📥 Download Excel Files

✅ FREE Coffee Shop KPI Template (12 Core KPIs)

Simple, beginner-friendly, and perfect for small cafés.
👉 [Download Free Excel Template]

⭐ PREMIUM Coffee Shop Dashboard (35+ KPIs + Automated Charts)

Advanced version with waste calculators, peak-hour analytics, inventory tools, and profitability dashboards.

The advanced Excel dashboard with automated charts, calculators, and 35+ KPIs is currently in development.
If you’d like early access when it launches, join the waitlist below.