Free Template
Coffee Shop Reorder Checklist
A printable weekly reorder checklist for independent cafés — by day, supplier and lead time. Pin it next to the espresso machine. Nothing gets 86'd.
| Day | Supplier | Category | Item | Order qty | Unit | Lead time | Ordered? |
|---|---|---|---|---|---|---|---|
| Mon | House Roastery | Coffee | Espresso blend 1kg | 8 | bag | 2 days | |
| Mon | House Roastery | Coffee | Filter blend 1kg | 3 | bag | 2 days | |
| Mon | Local Dairy Co | Dairy | Whole milk | 20 | gallon | 1 day | |
| Mon | Local Dairy Co | Dairy | Oat milk | 24 | carton | 1 day | |
| Mon | EcoCups | Packaging | 12oz hot cup | 2 | case | 3 days | |
| Mon | EcoCups | Packaging | 12oz lid | 2 | case | 3 days | |
| Tue | Sunrise Bakery | Pastry | Butter croissant | 30 | each | Same day | |
| Tue | Sunrise Bakery | Pastry | Blueberry muffin | 18 | each | Same day | |
| Wed | Monin | Syrups | Vanilla syrup | 3 | bottle | 5 days | |
| Thu | House Roastery | Coffee | Decaf 1kg | 2 | bag | 2 days | |
| Thu | Local Dairy Co | Dairy | Whole milk (mid-week top up) | 10 | gallon | 1 day |
The weekly rhythm
- Sunday close: count on-hand for every SKU.
- Monday 8am: place all coffee, dairy and packaging orders.
- Tuesday open: reconcile deliveries against this checklist.
- Wednesday: top up anything trending hot (oat milk, croissants).
- Thursday: mid-week dairy + slow-mover audit.
Why a written checklist beats memory
Every café owner can recite the order list — until the day they can't. A printed checklist takes a memory task off your already-overloaded brain and turns it into a 5-minute ritual any opener can run. The cost of one missed dairy order is roughly 30 lost lattes; the cost of one missed bean order is the whole day.
When you outgrow the checklist
Coffee Shop Dashboard watches on-hand levels against pars and sends a single morning email with everything you need to reorder — by supplier, by lead time, with last-paid prices.