Free Template
Coffee Shop Expense Tracker
A clean CSV template with the 14 expense categories every café owner needs — rent, payroll, COGS, packaging, utilities, software, marketing and the rest. Open in Sheets, Excel, or Numbers.
| Date | Category | Vendor | Description | Amount | Payment method | Recurring? | Receipt # |
|---|---|---|---|---|---|---|---|
| 2026-06-01 | Rent | Bridge & Co Properties | June rent | 4,500.00 | ACH | Monthly | INV-2406 |
| 2026-06-02 | Coffee Beans | House Roastery | Espresso blend x 18kg | 396.00 | Card | Weekly | HR-1842 |
| 2026-06-02 | Milk & Dairy | Local Dairy Co | Whole + oat milk | 184.20 | Card | Weekly | LD-9988 |
| 2026-06-03 | Payroll | Gusto | Bi-weekly payroll run | 8,420.00 | ACH | Bi-weekly | |
| 2026-06-04 | Pastries & Food | Sunrise Bakery | Daily delivery | 212.50 | Card | Daily | SB-4501 |
| 2026-06-05 | Utilities | City Energy | Electricity | 612.40 | ACH | Monthly | |
| 2026-06-07 | Supplies | EcoCups | 12oz cups + lids | 320.00 | Card | Monthly | EC-7711 |
| 2026-06-08 | Software | Coffee Shop Dashboard | Café OS subscription | 29.00 | Card | Monthly | |
| 2026-06-10 | Marketing | Meta Ads | Local awareness ads | 180.00 | Card | Monthly | |
| 2026-06-12 | Repairs & Maintenance | Espresso Tech | Grinder calibration | 240.00 | Card | Ad-hoc | ET-220 |
The 14 expense categories every café should track
- Rent
- Payroll
- Coffee beans
- Milk & dairy
- Pastries & food
- Supplies
- Utilities
- Marketing
- Equipment
- Repairs & maintenance
- Insurance
- Software
- Bank fees
- Taxes
How to actually keep it up to date
- Log on receipt. Enter the line item the same day — backlogs kill the habit.
- Use consistent vendor names. "Local Dairy" and "Local Dairy Co" pivot as two columns; pick one.
- Mark recurring items. Recurring expenses are where margin quietly leaks (software you forgot, ad campaigns nobody owns).
- Reconcile weekly. Match the tracker to your bank feed every Sunday — 10 minutes, no surprises at tax time.
From a tracker to a real P&L
The point of tracking expenses isn't the tracker — it's the P&L. Coffee Shop Dashboard takes the same categories and turns them into a live profit and loss view alongside sales, COGS and waste, so you can see profit by week without exporting anything.